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Clearing gives you three views for generating owner statements:
By Owner — one statement per owner, covering all of their assets combined
By Asset — one statement per asset, regardless of ownership
By Owner and Asset — navigate by owner first, then choose which specific assets to include. Useful when an owner wants some properties grouped and others separated.
The steps below are the same for all three — the only difference is which view you select in Step 1 and whether you choose an asset in Step 2.
For a full overview of all statement types, see Owner Statements in Clearing: Overview & Statement Types.
Step 1: Choose Your View
From the left menu, go to Statements → Owner Statements. Select By Owner, By Asset, or By Owner and Asset from the tabs at the top.
Step 2: Select the Owner (and Asset if applicable)
Choose the owner from the dropdown.
If you selected By Asset or By Owner and Asset: also choose the specific asset(s) to include. You can select one asset for a single-property statement, or multiple assets to group them together on one statement for that owner.
Step 3: Set the Date Range
Set the statement period. The statement will include all bookings with a recognized date that falls within this range, plus any transactions marked "to owner" for that owner.
Tip: Recognized date is what determines whether a booking appears on this statement. If a booking isn't showing up where you expect, check the recognized date on the booking itself.
Step 4: Configure What the Statement Shows
Use the display options at the top of the statement to choose what the owner sees:
Summary by Booking — shows individual booking details
Summary by Category — groups revenue and expenses by category
Summary by Asset and Category — useful when an owner has multiple properties and wants a breakdown per asset
Year-to-Date Summary — adds a running YTD view alongside the monthly statement
These can be set as your defaults under Statements → Settings so you don't have to configure them each time.
Step 5: Review the Statement
Before saving, review carefully:
Booking status: every booking should show green (Full in Bank) and be locked. Yellow or red means something was missed in booking reconciliation, or something changed after the fact. Catch it here before the statement goes out.
Previous balance: should match the closing balance from last month's statement and net to zero against the payment sent to that owner. If it doesn't, the payment either wasn't sent, was overpaid, or was underpaid — that difference carries forward into this month's net.
Transactions: scroll to the bottom to see all expenses and any prior payments. Confirm everything is categorized correctly and attributed to the right owner.
Step 6: Save the Statement
Once everything looks right, click Save Current Statement. This locks in the statement and ensures the closing balance carries forward correctly to next month. Do this for every owner before moving on to sending or paying.
Important: Saving the statement is what creates the balance carryover from month to month. If you skip saving and go straight to paying, the previous balance on next month's statement may not reflect correctly.
Step 7: Publish, Send, Pay, and Export
Once statements are saved, navigate to All Statements by Owner or All Statements by Asset (depending on your view) and filter to the current month. From here you can bulk publish, send by email, pay, and export across all statements at once.
You can also take these actions individually from within the statement view itself. Select the checkbox next to the statement, then use the send or pay options that appear.
Here's what each action does:
Publish — makes the statement visible in the owner's portal. Once published, you can also click Notify to send the owner an email letting them know their statement is ready. The notify email body can be customized under Statements → Settings → Customize Statements.
Send by email — sends the statement PDF directly to the owner's email. If receipts are attached to transactions within the statement period, a folder of those receipts will be included automatically.
Pay — initiates an ACH payout (US clients). Select statements, click Pay, confirm the from/to accounts, enter the verification code sent to your email, and submit. Check payment status under the Payments tab. If you process payment outside Clearing, mark the statement as Paid manually to keep your records accurate.
Export — download statement data to Excel or PDF.
Unpublish — removes the statement from the owner portal if it was published in error.
Delete — removes an unwanted saved statement entirely.
Tip: Set a default "from" account under Payments → Settings (your trust account) and a default "to" account on each owner's profile so the payment form pre-fills automatically.
Recommended Settings
Go to Statements → Settings to configure your defaults. These are one-time setup steps that apply going forward.
Fully lock all transactions when paying a statement — recommended. Any transaction not already locked will be locked automatically when you pay.
Fully lock all bookings when paying a statement — recommended for the same reason.
Branding: upload your logo, set your brand colors, and update your business name.
Email templates: customize the reply-to address, the email body sent with the statement, and the notification owners receive when a statement is published to their portal.
For a full reference of every setting, see Owner Statement Settings in Clearing.
Understanding Your Statement Line Items
Each owner statement totals up to a net payout using the line items below, in order.
Previous balance — the net amount carried from the prior statement. Enable this under Statements → Settings with "Include previous balance." If you mark a statement Paid and don't want its balance carried forward, also check "Previous balance should not consider statements marked as Paid."
Revenue — the sum of all positive booking financials and positive transactions on the statement.
Payment from owner — money received from the owner. Mark the transaction type "Payment from owner," categorize it, and attach it to the owner and marked "to owner."
Payment to owner — payments made to the owner. Mark the transaction type "Payment to owner," categorized, attached to the owner, and marked "to owner."
Booking fees — the sum of negative booking financials, like host channel fees or discounts. Rename this line under Statements → Settings → Customize.
Resolution payouts — the total "amount to owner" from any resolution payouts logged on a booking's Resolution Payouts tab.
Expenses — the sum of all negative transactions on the statement, not including payments to owner.
Management commission — the sum of management commission calculated on each booking in the statement.
Ending balance — the sum of all lines above.
Reserve balance — an optional minimum balance held per owner. Set the amount and collection date on the owner's profile, then enable "Include previous balance and minimum balance in statements" under Settings for it to appear.
Net — ending balance minus reserve balance. Positive means you owe the owner; negative means the owner owes you.
Important: Don't mark channel bank deposits (Airbnb, Vrbo, etc.) as "to owner" in Transactions. Booking revenue is already accounted for through booking data, so doing this will double-count and overpay the owner.
FAQs
FAQs
How do I decide which bookings are included?
Bookings are included based on their Recognized Date falling within the statement's date range. You can also exclude a specific booking from a statement entirely using the "In Statement" checkbox on the booking itself.
How do I add expenses to an owner statement?
Categorize the transaction with the accounting field set to "To Owner," attach it to the right owner and category, and it will appear on their statement automatically.
Can I show information on a booking without it impacting the owner payout?
Yes. Set the booking financial line to "To Management" and set owner visibility to "Visible to Owner." This gives the owner transparency on that line item without it affecting their net.
Can I split a booking across two statement periods?
Yes. At the top of the booking select "Split" then adjust the split automatically or manually to control which portion falls in each period.
What's the difference between owner statements and management statements?
Owner statements show everything allocated "to owner" — revenue, expenses, and net payout. Management statements show everything allocated "to management," which is what you transfer from trust to your operating account.
Why is a booking payment showing in the wrong month?
This issue often arises when values are entered in the 'Accounting Field (To Owner)' for sub-transactions. Avoid using this field for deposits tied to any bookings, as it can lead to overpayments and incorrect statement entries. To resolve this, remove any values from the 'To Owner' accounting field, match the transaction with the booking, and leave the accounting field empty.
How do I move a transaction to a different month?
To move a transaction to a different month:
Unlock the transaction.
Click the three dots on the transaction and select “View transaction details.”
Edit the transaction date at the top.
Lock the transaction again after updating the date.
What should I do if a payment is missing from the statement?
Check the transaction date to ensure it falls within the statement's date range. If necessary, backdate the transaction to include it in the statement.
How do I exclude a payment from appearing in a statement?
Mark the relevant line item as 'exclude' in the accounting field. This ensures the payment does not appear in the statement for the wrong month.
Need more help?
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Clearing is a Financial Technology Company, not a bank.