Assemble monthly owner statements with commentary
After month-end, the system pulls income, expenses and reserves for each property, builds the owner package and drafts a short written summary of occupancy, maintenance spend and notable items. A property accountant reviews each package before it is sent. For managers who assemble statements from exports.
Function: Finance · Industry: Property management
Assemble monthly owner statements with commentary
6 steps
At a glance
- Trigger
- The books for a property close for the month.
- Typical inputs
- General ledger and rent roll exports by property
- Work order and vendor spend detail
- Owner reporting preferences and contract terms
- Prior-month statements
- Systems it usually connects to
- AppFolio
- Yardi
- Buildium
- Google Drive
- How the work splits
4 rules, 1 model, 1 person steps
How it runs, step by step
6 steps, each tagged by what does the work. Rules are fixed logic, a model reads or drafts, and a person decides.
- Rules Fixed logic in code
- Model AI reads or drafts, with a confidence score
- Person A named person decides
- 1
Pull and reconcile the data
RulesLedger, rent roll and trust account balances are pulled per property, and totals are checked to agree before anything is drafted.
- 2
Build the statement
RulesIncome, expenses, management fees, reserves and the owner distribution are laid out in your standard template.
- 3
Draft the commentary
ModelA model writes a few sentences on occupancy changes, large expenses and variances against last month, citing the lines it used.
- 4
Check against the contract
RulesManagement fee calculations and reserve requirements are tested against each owner's agreement.
- 5
Review before sending
PersonThe property accountant reads the numbers and the commentary, edits where needed and approves the package.
- 6
Deliver to the owner
RulesApproved packages go to the owner portal or email, and distributions are queued for payment.
Where people approve
The decisions that stay with your team, whatever the confidence score says.
- A property accountant approves every package before it goes out.
- A manager approves commentary that explains a large variance.
- Owner distributions are released by a person with payment authority.
KPIs to track
What to measure, before and after. Targets come from your own baseline.
- 01Business days from close to statements sent
- 02Corrections issued after sending
- 03Accountant hours per package
- 04Owner questions received per statement
Questions about this workflow
Will the commentary make things up?
It can only reference lines in the data it was given, and each sentence links to the figures behind it so the reviewer can check quickly. If a variance has no obvious cause in the data, the draft says so and leaves the reason for a person to add.
Does it work for owners who want different formats?
Yes. Templates are set per owner, and fee rules come from the management agreement. Odd formats are the part that takes longest in the audit, so we ask for sample statements early.
Which steps use rules, a model and a person?
Rules: pull and reconcile the data; build the statement; check against the contract; deliver to the owner. Model: draft the commentary. Person: review before sending. Rules are fixed logic in code. A model reads or drafts and reports its confidence. A named person decides.
What do we need to start?
Typically: general ledger and rent roll exports by property; work order and vendor spend detail; owner reporting preferences and contract terms; prior-month statements. You also need read access to AppFolio, Yardi, Buildium and Google Drive, or the equivalents you use. A workflow audit measures your volumes and past cases first, then gives a fixed price for the build, so you can decide with real numbers.