Owner statements

Booking section

Incorrect booking dates

Check the Recognized Date and Time Range:

Ensure the recognized date is correct and increase the time range.

Verify Inclusion in Statements:

Make sure the booking is not excluded by checking the "in statement" column.

Use Top Filters:

Go to the Bookings section and adjust the top filters to locate the booking.

Refresh Booking by ID:

Go to Settings, then Integrations, select Manage PMS integration, and click on Show actions. Paste the booking ID (from your PMS, not the OTA confirmation code) and click refresh booking.

Refresh Bookings for the Asset:

If the booking still doesn’t appear, go to Assets, find the relevant asset, and click on “Refresh bookings last 60 days” at the bottom.

Verify numbers by checking booking details, refreshing bookings, and ensuring correct commission percentages.

You can manually edit amounts and recalculate commissions as needed.

Make sure to click "Save current" to save each statement in the database as it is. This will ensure that balances by owner are properly being carried over from one month to the next.

Navigate to Owner Statements:

Log in and go to the "Statements" section. Choose "Owner Statements"

Select Homeowner:

Choose the homeowner from the drop-down menu for whom you want to generate the statement.

Choose Time Range:

Specify the time range for the statement, which determines the period for including bookings and expenses. Use the recognized date of bookings within this range.

Review Bookings:

Check the displayed bookings and expenses for the selected homeowner within the specified time range. Ensure transactions are marked as "to owner" with the correct accounting field and are attached to the right owner and category.

Control Financial Lines:

Manage which booking financial lines are displayed on the statement. Choose to show lines that go to the owner, to management, or exclude specific lines. Review and adjust these settings based on your preferences. Refer to the Rules video for automation options.

Verify Commission Calculation:

Confirm that commission percentages are correct and calculated accurately according to the defined rules.

Save Changes:

Save any adjustments to ensure the statement reflects the desired configuration for the selected homeowner and time range.

Generate the Statement:

Clearing will compile the information into a PDF including bookings, expenses, and commission details.

Save Current Statement:

Click "Save current" to store the statement in the database, ensuring balances are carried over from one month to the next.

Preview the Statement:

Preview the statement to verify accuracy before finalizing.

Send the Statement:

Send the statement by email directly from Clearing. Provide the homeowner's email address, customize the email body if needed, and attach relevant receipts.

Pay the Owner:

Optionally, pay the owner the net amount displayed in the statement. Watch the video about payments for detailed instructions.

Confirmation and Record Keeping:

Ensure you receive confirmation of the sent statement and keep a record for your files.

Bookings are included in the owner statement based on the recognized date within the specified time range.

You can control which financial lines are displayed by distinguishing between those going to the owner, management, or excluded.

Additionally, you can fully exclude a booking from a statement using the “in statement” checkbox for each booking.

Owner statements summarize bookings, expenses, and net amounts owed. They include revenue, expenses, and commissions, along with a detailed breakdown of financial information for each booking.

You can add expenses to owner statements by including relevant transactions from the transaction financials section.

Categorize these transactions with the accounting field set "to owner" and ensure they are attached to the correct homeowner and category.

Yes, you can display additional information on each booking by using the "to management" option and setting the owner visibility column to “visible to owner.” This allows you to maintain transparency without affecting owner payouts.

Yes, you can split a booking across two statements by adjusting the recognized date and controlling which part of the booking appears in each statement. Click on the booking and select “split this booking.”

For more detailed instructions, watching the booking general video is recommended.

Owner statements focus on displaying information relevant to homeowners, including revenue, expenses, and net amounts owed.

Management statements include booking financials and transactions with the accounting field “to management”.

Owner statements can be customized by changing the logo, business name, address, email displayed on the statement, and much more.

You can also customize the body of the email sent with the statement. To make these changes, click on “Settings” in the top right corner of the owner statement section.

Clearing provides the option to track the balance by owner, which includes a previous statement balance, net statement balance, and the ability to set a minimum balance for each homeowner. This helps in managing and monitoring financial transactions effectively for each owner.

The minimum "reserve" balance concept in Clearing allows you to set a specific minimum amount to maintain for each homeowner in your trust account.

This reserve balance acts as a safety measure to cover unexpected expenses or fluctuations in financial transactions.

To set this up, go to the owner’s detail section and enter the minimum amount you wish to maintain for them.

You can send the statement via email by selecting the option in Clearing.

Customize the email body, attach receipts, and send it directly to the homeowner's email address.

You can attach multiple emails to a homeowner, enabling you to send the statement to multiple recipients associated with the same owner. This ensures all relevant parties receive the necessary information.

Clearing facilitates quick payments by pre-populating the payment details. Simply select the account, add a memo, and proceed with the payment.

Receipts can be attached to owner statements by adding them to the respective transactions. When sending the statement, Clearing will include the receipts as attachments.

Open the Commission Options in "Rules by Bookings": Navigate to the Commission Setup section.

Set Up Formulas: Create and configure formulas to calculate commissions. Assign percentages or flat amounts based on specific categories and conditions relevant to your management commission. Review all options and ensure the formulas match your desires.

Apply Formulas: Save and apply the formulas to ensure the system calculates commissions automatically according to the rules you’ve established.

Access Commission Setup:

Log in to your system and navigate to the "Rules by Bookings" in the "Rules" section.

Initiate Formula Creation:

Start building your first formula.

Name Your Formula:

Provide a meaningful name for your formula to help identify and manage multiple formulas, such as "20% Commission."

Define Conditions:

Specify the conditions under which this formula will be applied, including one or more owners or assets.

Set Percentage and/or Flat Amount:

Decide whether your commission will be a percentage, a flat amount, or a combination of both. Enter the percentage value (e.g., 15%) or the fixed monetary value (e.g., $20), or a combination to complete the formula.

Minimum Commission (Optional):

If applicable, enter a minimum commission amount to ensure that even if the calculated commission is lower, the minimum amount is applied.

Tax Percentage (Optional):

Specify a tax percentage on the commission if required by your region.

Choose Categories:

Select the categories to which this formula applies, such as accommodation fare, cleaning fee, etc. Refer to your PMS types for accurate mapping by clicking the information sign.

Apply to Existing Bookings:

Ensure the formula is applied to existing bookings when completed.

Adjust as Needed:

If necessary, return to the Commission Setup to edit and adjust the formula.

Duplicate (Optional):

If you need a similar formula for another owner or asset with slight modifications, click the option to duplicate the formula. This is found by clicking the menu (3 dots) beside the formula of interest.

Yes, create different commission formulas for each owner and asset. Duplicate formulas and customize percentages or amounts accordingly.

You can manually edit the management commission for a booking by opening the booking details, navigating to the commission section, and selecting "manually calculate commission." This allows you to input or adjust the commission amount directly.

The management statement in Clearing allows you to track every financial item that is matched with the accounting field “to management.” It includes markups on expenses and your management commission.

The layout is the same as the owner statement but focuses on everything not going to the owner (and not excluded with the accounting field).

This statement is a valuable tool for tracking financial items by owner and by booking, ensuring you accurately transfer funds from the trust account to your operating account.

Simply select an owner (or leave it unselected to view for all owners) and choose a time range. This will display every financial item under each booking for the selected criteria.

These financial items originate from the booking financial data in your PMS that are marked as “to management” using the accounting field.

They also include markups on expenses and your management commission for each booking.