Each month, we recommend completing the following steps to ensure your financials are accurate, reconciled, and ready for owner reporting and payouts.
Disclaimer: This guide serves as a starting point. Every company faces unique challenges, and monthly processes can vary. Please adapt this guide to fit your standard operating procedures. This guide assumes that you have already set up your rules and management commission formulas, but they can be revised and re-applied at any time. Please refer to the recording of your implementation call to review how it was initially configured.
Before You Begin
When you open Clearing, check for a To Review red button on the top left of the screen. Anything that needs to be addressed will also pop up initially when you log in. These flags must be resolved before starting to reconcile your current cycle. Resolving issues immediately prevents errors from surfacing mid-cycle.
Common flags to resolve:
Assets without owners assigned
Assets missing management commission
Incomplete rules on bookings and reservation financials
Read any product update announcements to get the best and most comprehensive use out of the platform!
✅ Monthly Checklist
Work through this list each cycle. This is the condensed list for ongoing use. For more details or training, review the "Detailed Steps" section below for full steps, walkthrough videos, and full articles for any item.
1. Reconcile Transactions & Accounts
Reconcile trust and all connected bank accounts and cards
Reconcile channel deposits
Categorize expenses and other transactions
Manage resolution payouts
Optional: match receipts to transactions, split shared expenses
2. Booking Reconciliation
Run the Booking reconciliation report
Filter report to view only bookings that need to be addressed using the All but full in bank option. Also filter bookings by Bookings Excluded From Statements to review cancelled bookings.
Ensure all bookings are Full in Bank and fully lock bookings
3. Review Allocation Report Flags
Run the All Allocations report and review the flags at the top.
Flags to review: unlocked transactions, uncategorized transactions, unlocked bookings, uncategorized bookings, bookings without commission, and bookings not in statements.
Review periodically throughout the cycle to ensure everything is addressed.
4. Generate Owner Statements
Navigate to Statements > Owner Statements
Choose the right view for how you want to generate statements (By Owner, By Asset, Co-Owner)
Choose summary by booking, year-to-date, by category, or by asset and category depending on how much detail the owner needs.
Check booking status before finalizing to ensure all are Full in Bank
Verify the previous balance carried forward and nets against the payment you made to the owner.
Review and save
5. Generate Management Statements
Navigate to Statements > Management Statements
Adjust the report options as needed
Confirm the net amount
Save the statement
6. Run Trust Liability Report
Run the Trust Liability Report and confirm the trust account balance vs all liabilities nets to $0
7. Pay Owners
Open the All Statements by Owner or All Statements by Asset view for the current month
Publish statements to the Owner Portal
Send statements by email
Pay owners from Clearing (US customers only)
Confirm payment status
8. Pay Management
Make a transfer directly through your bank, or pay management from Clearing
Categorize the transfer
Reconcile and lock
Optional: export as Journal Entry or Invoice to QBO through the Management Allocation report.
9. Lock & Finalize the Month
Confirm every step above is actually done, not just locked
Create a lock period for the cycle
Resolve everything the period flags before it will lock
Switch the period to Ongoing once everything is clear
📋 Detailed Steps
See below for full context, videos, and links to the full articles for each step.
1. Reconcile Transactions & Accounts
Navigate to the Transactions tab.
Reconcile trust and connected accounts
From the Menu in Transactions, select Reconcile Account. Select your account and enter the relevant details to confirm that all transactions are present and correctly categorized & allocated.
This ensures that all expected transactions have been received in Clearing by your bank account, and that you are good to move forward and not missing any payouts or transactions.
Note: Different timezones might create a +/- 1 day difference between your bank statements and the transactions in Clearing. You can adjust the dates in Clearing if needed.
👉 Jump to full article: How to Reconcile Bank Accounts and Credit Cards within Clearing
Reconcile channel deposits
Ensure that all channel deposits are present and correctly broken down by reservation. You should see a button open-sub transactions on those deposits.
💡 Pro Tip: Use the saved filters feature to quickly and easily view different accounts.
Reconciliation by channel
Airbnb: Use the Clearing Chrome extension from Airbnb's Earnings page (Hosting → Earnings → Show all paid) to push payouts (duplicates won't reconcile twice).
Payment processors: Clearing automatically breaks down deposit from Stripe, Lynnbrook, Vacation Rent Payments, and other payment processors. Make sure that your payment processor is connected to Clearing.
VRBO paying directly into your bank account: Use the Clearing Chrome extension on VRBO to push payout data (this applies when you receive payouts directly from VRBO, not through Stripe).
Marriott: If you receive a Marriott payout as a bank deposit, download the payout report from Marriott and upload it in Clearing (Transactions → Import → Marriott tab).
Booking.com: Booking.com will automatically email the payout statement to Clearing (review instructions in settings → integrations → channels). Alternatively, download the payout statement CSV from Booking.com and upload it in Clearing (Transactions → Import → Booking.com tab).
Manual match: there are three ways to manually match a bank deposit to a booking, depending on what you need:
Single reservation, quick link: click the 3 dots → View Transaction Details, scroll to Match with bookings, and paste the booking ID under link this entire transaction with a single booking.
Multiple bookings on one deposit, or a partial payment: click the 3 dots → Match with Booking Data. Enter one or more booking IDs against the transaction total, and use the ratio function if it's a partial payment.
Splitting a deposit across different destinations (e.g. different owners, assets, or categories): click the 3 dots → Split Transaction. Each split row has its own optional Booking ID field along with asset, category, owner, and accounting.
🎥 Watch: Reconciling channel deposits
👉 Jump to full article: How to Reconcile Bookings Revenue with Bank Deposits in Clearing
Categorizing expenses and other transactions
Review uncategorized transactions and assign the correct category to reflect them in owner and management statements and reporting. Only categorized transactions will be added in statements and reports.
Every transaction from your trust account should be allocated an accounting value (to owner, to management, to tax, exclude, etc.).
It is okay if every transaction does not have an asset. Category and Accounting are a must, owner and asset are optional depending on if you want the transaction on an owner statement or not.
Mark Reimbursable if the transaction is an expense paid from your operating credit card or operating account that needs to be paid back from the trust account. Expenses made from the trust account and charged to an owner should not be marked as reimbursable.
🎥 Watch: Categorizing transactions
👉 Jump to full article: Common Questions About Categorizing Transactions
Manage resolution payouts
Handle resolution payouts through the Resolution Payouts center (Bookings → Resolution Payouts).
Populate this section via the Chrome extension: while logged into airbnb.com/resolutions, click Sync Resolution Payouts.
Assign each payout to Amount to Owner and/or Amount to Management (can be split between the two, but combined should never exceed the total payout amount) and give it a category.
Use a negative amount if money went out to the guest (a refund); use a positive amount if the guest paid you.
Lock each resolution payout once the amount and category are entered.
Verify by opening the associated booking and confirming the deposit matched under the Reconciliation section.
One-time setup: under Assets and Owners → Bulk Actions, check Include Resolution Payouts and apply. This keeps resolution amounts from also being counted against the booking's expected payout.
🎥 Watch: Managing resolution payouts
👉 Jump to full article: How to Track and Manage Airbnb Resolution Adjustments and Payouts
Optional steps:
Match receipts to transactions. Navigate to the Receipts tab and upload receipts directly or email them in.
Clearing can automatically try to match them to the corresponding transactions.
💡 Pro Tip: Use the Configure AI setting to let Clearing handle matching automatically, so you're only reviewing exceptions instead of matching manually.
Split shared expenses across multiple assets and/or owners as needed.
2. Booking Reconciliation
Run the Booking reconciliation
In Reporting → Booking Reconciliation, select your past month and click generate.
All bookings that have checked out should show a status of Full in Bank. Any booking that does not match should be investigated before proceeding. Use the All but full in bank filter to easily see which bookings are not fully reconciled.
💡 Pro Tip: filter back to prior periods (1-3 months) to ensure no previously locked bookings had resolutions/ refunds/ chargebacks come through later.
Filter the Booking reconciliation report by Bookings Excluded From Statements
Confirm each exclusion is intentional. If not, resolve and ensure Full in Bank status.
Confirm cancellations are handled correctly and any applicable fees or refunds are reflected accurately.
Fully Lock bookings
Lock bookings as you finalize them. Unlock only if a correction is needed, then re-lock before proceeding.
💡 Pro Tip: You can now see audit logs of lock and unlock history in booking details.
🎥 Watch: Running booking reconciliation
👉 Jump to full article: How to Use Clearing's Booking Reconciliation Advanced Report
3. Review Allocation Report Flags
Navigate to Reporting → Allocation Reports → All Allocations.
Run the All Allocations report and review the flags at the top.
These are the same flags that block a Lock Period from going Ongoing (see Section 9), but here you're just reviewing them, not locking anything.
Flags to review: unlocked transactions, uncategorized transactions, unlocked bookings, uncategorized bookings, bookings without commission, and bookings not in statements.
Resolve what you can now so there's less to clean up when you get to Lock Periods later in the cycle.
Review this periodically throughout the cycle, not just once.
4. Generate Owner Statements
Navigate to the Statements tab.
Choose the right view for how you want to generate statements.
By Owner (all their assets on one statement), By Asset (one statement per asset), By Owner and Asset (mix and match per owner), and By Co-Owner if that setting is enabled. All Statements by Owner and All Statements by Asset pull in anything already saved under those views.
Configure what each statement shows.
Choose summary by booking, year-to-date, by category, or by asset and category depending on how much detail the owner needs.
Check booking status before finalizing.
Green and locked means Full in Bank and ready. Yellow or red on a booking is a sign something was missed in booking reconciliation, or changed since you last touched it. Catch it here before the statement goes out.
Verify the previous balance nets to zero.
The previous balance shown should match the balance on last month's statement, and net to zero against the payment sent to that owner. If it doesn't, either the payment wasn't sent, or was over/underpaid; that balance carries forward into this month's net.
Set up statement and portal settings (one-time, review periodically).
Under Statements → Settings: hide names or channels if needed, turn on notes by asset, and enable Fully lock all transactions when paying a statement and Fully lock all bookings when paying a statement as a fail-safe.
Customize branding (logo, colors, business name) and the email templates: reply-to address, the email body sent with the statement, and the notification body when a statement publishes to the owner portal. The owner portal itself has matching branding options.
👉 Jump to full article: Owner Statement Settings in Clearing
Review and save.
Confirm everything is accurate, locked, and green, then save. Repeat for each owner.
🎥 Watch: Generating owner statements
👉 Jump to full article: Owner Statements in Clearing: Overview & Statement Types
👉 Jump to full article: How to Generate Owner Statements (By Owner and By Asset)
👉 Jump to full article: How to Create Owner Statements at Scale
5. Generate Management Statements
Navigate to Statements → Management Statements.
Choose the right view for the task.
The full management statement shows everything allocated to management for the cycle. The by-owner view isolates what was allocated to management, or marked reimbursable, for a single owner. The all-statements view is for bulk actions once statements are saved: export, email, and other bulk options live there.
Adjust the report options as needed.
Toggle summary by asset and category, summary by category, or summary by channel depending on the detail you need. Hide the individual transaction list if the cycle has a high volume of transactions. Any of these can be set as your default view under settings.
Confirm the net amount.
The net is everything allocated to management for the cycle: the amount that should move from trust to operating.
Turn on Include previous balance in statements.
This carries a running balance forward the same way owner statements do. If you transfer partial amounts throughout the month instead of one lump sum at the end, this keeps the net accurate against the running balance instead of resetting it each cycle.
Cross-check against the Allocation Report.
Reporting → Allocation Reports, filtered to the current cycle, gives a report version of the same number. If the totals don't match the statement, it's usually because the statement's net includes the funds transfer transaction itself. Filter the Allocation Report to exclude your funds transfer category, and save that filter for reuse each cycle.
Save the statement.
Click Save Current Statement. This locks in the statement and ensures the balance carries forward correctly to next month. Do this before moving on.
🎥 Watch: Management statements and payment
👉 Jump to full article: How to Generate Management Statements in Clearing
6. Run Trust Liability Report
Run the Trust Liability Report: confirm the trust account nets to $0.
Reporting → Liability Reports → Trust Liability. Total Liabilities − Cash in Bank − Cash in Transit should equal $0.
If it doesn't net to zero, stop here. Troubleshoot (unreconciled bookings via Booking Reconciliation Report, over/underfunded trust account) before publishing statements or sending any payouts.
👉 Jump to full article: How to Use the Trust Liability Report
7. Pay Owners
Use the All Owner Statements and/or All Asset Statements views to complete these steps efficiently across all accounts at once.
Open the All Statements by Owner view for the current month.
Shows the previous balance, current statement, and net for every saved statement in the cycle. Export to Excel, or open any statement's PDF to review before paying.
Publish statements to the Owner Portal.
Bulk publish is available from this view; individual statements can also be published from the Statements tab.
Send statements by email.
Bulk send is available here too, with the PDF attached.
💡 Pro Tip: Customize statements and email notifications under Statements - Settings - Customize Statements to enhance your owner experience.
Set default payment accounts (one-time).
Default your From account under Payments → Settings (your trust account). Default an owner's To account under their profile so it's pre-filled every time you pay them.
💡 Pro Tip: Save a default payout account under each owner's or asset's profile to pre-fill the destination every time you pay them.
Pay owners from Clearing (US customers only).
Select the statements in the list and click Pay. Review and confirm the details, then enter the verification code sent to your email to release payment.
Confirm payment status.
Check the Payments tab for pending, completed, or failed payments in the batch.
🎥 Watch: Sending and paying owner statements (jump to 6 min mark)
👉 Jump to Step 7: How to Create Owner Statements in Clearing — Publish, Send, Pay & Export
8. Pay Management
Make a transfer directly through your bank.
If your trust and operating accounts are at the same bank, you can also log in and transfer the net amount directly between them.
Pay management from Clearing.
Three ways to do this: from the management statement itself (click Pay), from the All Management Statements list (select your statement and click Pay), or from the Payments tab (click Make a Payment, enter the amount, click Pay).
Categorize the transfer.
Assign it a dedicated category (a funds transfer category works well), set the accounting to management, and set the transaction type field to From Trust to Operating. This keeps it distinguishable in reporting and lets you filter it out when cross-checking totals against the Allocation Report.
Reconcile and lock.
Confirm the transfer is recorded correctly and reconciles against the management allocation, then lock it.
👉 Jump to Step 10: How to Generate Management Statements — Pay Management
Optional: Export to QBO
If you use QuickBooks, you can sync the management statement to QB via a monthly management invoice push, or generate a journal entry for trust account deposits split by reservation. Each item can be mapped to a specific product and chart of accounts in QB.
👉 Jump to full article: How to leverage the integration between Clearing and QuickBooks
9. Lock & Finalize the Month
Navigate to Reporting → Allocation Reports → All Allocations → Lock Periods.
Confirm every step above is actually done, not just locked.
Transactions categorized and locked, bookings reconciled and locked, statements generated, published, sent, and paid, management paid and categorized, and the Trust Liability Report at $0.
Create a lock period for the cycle.
Click on Lock Periods to see your history of locked periods and what's outstanding for each.
Click the + icon to create a new period for the cycle you are working on (ex 03/01/2026 - 03/31/2026). By default, the period lock created will not be active until you set it to Ongoing.
Resolve everything the period flags before it will lock.
Clearing won't let you switch a period to Ongoing until every transaction and booking inside it is categorized and locked. Click into unlocked bookings or uncategorized transactions from this screen to see exactly what's outstanding, resolve it, and lock individually, or use Lock All once everything's confirmed ready.
In particular, review any bookings without commission and reservations not in statements before locking.
Switch the period to Ongoing once everything is clear.
This is what actually locks the period down. Once active, no new transactions or edits can be made within it, manually or through PMS integrations and rules, and only admins can unlock it.
To make a correction after locking: switch the period back to Paused, make the edit, re-lock the transaction or booking, then switch the period back to Ongoing.
🎥 Watch: Using Lock Periods
👉 Jump to full article: Create Lock Periods To Control Your Finances
Need more help?
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