Vacation rental owner statement template
A vacation rental owner statement shows an owner, for one property and one period, every reservation and the income it earned, the commission and fees you kept, the expenses you paid on their behalf, and the net amount due to them. It ends with the owner's balance: what was owed, what you paid, and what is still outstanding.
By Brent Kleinheksel, Founder and CEO. Updated October 19, 2026.
What should an owner statement include?
Owners read a statement to answer two questions: how did my property do, and is the money right? These are the line items owners and their accountants expect to find:
- Header: owner name, property, statement period, and the date the statement was issued.
- Reservation activity: each stay with its dates, number of nights, booking channel, rental income, and guest fees such as cleaning.
- Channel commission: what Airbnb, Vrbo, or another channel kept, if your agreement passes it to the owner.
- Management commission and fees: your percentage or flat fee, and any cleaning or other management fees, shown so the owner can check the math.
- Expenses: repairs, supplies, and work orders charged to the owner, each with a date and a description.
- Net to owner: what this period earned the owner after everything above.
- Owner account: opening balance, this statement, payments made to the owner, and closing balance.
What does a sample owner statement look like?
The example below uses invented figures: one month, three guest stays, a 20% management commission on rental income, cleaning fees kept by the manager, and two expenses.
| Stay | Nights | Channel | Rental income | Cleaning fee | Channel commission |
|---|---|---|---|---|---|
| Stay 1 | 4 | Airbnb | $1,200.00 | $150.00 | $209.25 |
| Stay 2 | 3 | Direct Booking Website | $900.00 | $150.00 | $0.00 |
| Stay 3 | 5 | Direct Booking Website | $1,600.00 | $150.00 | $0.00 |
| Gross revenue (rental income plus cleaning fees) | $4,150.00 |
|---|---|
| Less channel commission | ($209.25) |
| Less cleaning fees kept by manager | ($450.00) |
| Less management commission, 20% of $3,700.00 rental income | ($740.00) |
| Less expenses: pool service $120.00, replacement linens $85.00 | ($205.00) |
| Net to owner this statement | $2,545.75 |
| Opening balance due to owner | $310.00 |
| Less payment to owner | ($2,855.75) |
| Closing balance due to owner | $0.00 |
Every number in the summary traces to a line above it, so an owner never has to call you to find out where a deduction came from.
How should you show management commission and fees?
State the basis, not just the amount. A 20% commission on rental income is a different number from 20% of the booking total including cleaning and taxes, or 20% after the channel commission. Name the base from your management agreement on the commission line, as the sample does, and put other fees, such as a cleaning or linen fee, on their own lines.
Channel commission is the line owners question most. If your agreement passes it to the owner, show it per stay so the owner can see it applies only to channel bookings and not to direct reservations from your own website.
How often should you send owner statements?
Monthly is the norm for vacation rentals, though some owners with low booking volume prefer quarterly. Decide how revenue is counted when a stay crosses month end: either the whole stay falls in the month it checks out, or the income is split across the nights in each month. Pick one method and keep it, so one month's statement always agrees with the next.
How does Lodgix generate owner statements?
Lodgix builds a statement for each owner and property from the reservations, work orders, and expenses already recorded for that period, so there is no template to fill in by hand. Commission is set per owner and property as a percentage or a flat amount, calculated on gross or net revenue, before or after channel commission, and you can override it for a single reservation. Rental, cleaning, and other management fees each have their own settings, and revenue can count by check out date or be prorated across the nights of a stay.
Statements move from In Review to Reviewed to Published. Publishing creates a PDF and an Excel file, can email both to the owner, and saves them to the owner's documents in the owner portal. An owner ledger tracks what each owner is owed and what you have paid them, with every published statement marked unsettled, partially settled, or settled. An owner 1099 report totals each owner's statements for the period you choose, with their name, address, and tax ID, as PDF or Excel.
Owner statements, owner accounting, and the owner portal come with the Property Management add-on, and QuickBooks Sync is a separate add-on.
Questions we hear most
Should lodging taxes appear on an owner statement?
Show them if you collect them, but keep them apart from the owner's income. Taxes you collect and remit are not money the owner earned, so the statement should make it clear they pass through rather than add to the net payout.
Do owner stays belong on the statement?
Yes. List each owner stay as a reservation with no rental income, plus any cleaning fee you charge the owner for it. That explains the empty nights on the calendar and the cleaning charge in the same place.
What is the difference between an owner statement and a 1099?
An owner statement reports one period's income, fees, and expenses for a property. A 1099 is a year-end tax form. Your statement totals for the year are the figures your accountant uses to prepare it.
Let Lodgix build your first owner statement.
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