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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: Statement Settings (One-Time)
Go to Statements → Settings to set your defaults. Key settings to review:
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.
Notes by Asset — turn this on if you want to add asset-level notes to statements.
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.
Step 8: 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:
Publish — makes the statement visible in the owner's portal
Send by email — distributes the PDF via email directly from Clearing
Pay — initiates the 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.
Export — download all statement data to Excel or PDF
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.
Common Questions
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. Click the three dots on a booking and select "Split this booking," then adjust the recognized date 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.
Need more help?
We hope you got the Clearing help you needed! If not, reach out to a human via that little chat box on the bottom right corner of your screen. We're always here for you and your Clearing needs.
Clearing is a Financial Technology Company, not a bank.