[ Overview ]
The Property Owner Management feature is primarily designed to facilitate effective management Agency Operations. Its purpose is to oversee various aspects related to the property owner, such as contract details and the generation of monthly statements encompassing income, expenses, and recurring financial transactions. This guide will show you how to setup and management the Property Owner Account.
[ Detail ]
Owner Registration
First, you need to register as an owner.
Please watch the video below to see the registration process:
If you want to allow the owner to log in to the system, you need to create a separate user to grant login privileges and associate it with the owner.
See the help below:
Registration of Owner Agreement
Next, register the owner contract. Set the commission rate, the facilities to be managed, etc. If there is an initial deposit, set it as "initial balance." Owner statements will be automatically generated every month on the set date.
Please watch the video below for registration instructions:
basic information
Contract Name | Contract Name |
Owner | Select from registered owners in CRM Management>>Owner |
currency | Currency shown on Owner's Statement |
Initial Balance |
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Excluding OTA | Selected OTAs will not be included on the owner's statement |
start date | Start date of contract with owner |
End Date | End date of contract with owner (not required) |
Commission Settings
Commission Rate (%) | ・Set the commission ratio to revenue in the owner statement ・Total revenue is calculated by deducting the set rate (%). |
Commission Calculation: Exclude guest-paid cleaning fees | ・Commissions on income statement = Total revenue * Commission rate If off, cleaning fee is not excluded - If on, excludes cleaning fees |
Commission Calculation: Channel fee included | ・Commission on income statement = (Total revenue - Channel commission) * Commission rate ・Channel fee + OTA fee (manually added) will be calculated (You can check the channel fee breakdown in Import & Export > Import Reservation Data > [OTA Service Fee] item in the output CSV. OTA fees (manually added) can be found in Accounting > Facility List > Register expenses for each facility.) ・If off, channel fees are not included - If on, channel fees are included |
Commission Calculation: Payment fees excluded | ・Commissions on income statement = Total revenue * Commission rate ・This refers to the payment fee calculated at the priority fee rate set in the payment account. (You can check the breakdown of payment fees in Import & Export > Import Reservation Data > [Payment Fees] section of the output CSV.) - If off, payment fees will be excluded ・If on, payment fees will not be excluded  |
Setting the Owner Statement
Owner statement automatic creation date | Choose from the 1st to 28th of the following month, or the last day of the following month |
Contracted facilities
Facility: Apartment type | Facility: Hotel type |
Scope of contract: [Entire facility] will be automatically set | Scope of service: Multiple room types and room numbers can be selected |
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Cleaning fee setting
Owner pays cleaning fee directly: On | Owner pays cleaning fee directly: OFF |
- Set this to on if payments are made directly between the cleaning company and the owner and do not affect the owner statement. | - If you want to automatically record cleaning fees as expenses, set this to off. - Set the cleaning fee that will be charged to the owner for each cleaning task. |
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After saving the owner contract
Learn more | ・Details of the owner contract set will pop up on the right side of the screen ・Once an owner contract is created, it cannot be edited. Therefore, if you want to change the contract contents, After creating a new contract, please terminate the old contract. |
Terminate the contract | ・Set the contract end date and save it  ・When the end date is reached, the status will change to [Ended]. 
Once a contract has been terminated, the contents of the contract cannot be changed or undone.  |
Deleting a contract | ・An alert will appear, so click Delete.  - Deleting a contract will delete all associated P&L and account transaction details. ・[Deleted successfully] will be displayed and the process will be completed. No history will be saved.  |
Entering expenditures (expenses )
Register expenses incurred in the operation of each facility. You can enter monthly fixed costs and expenses incurred on an as-needed basis.
Please watch the video below to learn how to register your expenses:
To add a recurring expense, please see below:
[Hint]
For OTAs such as Rakuten Travel and Jalan, where OTA fees are not automatically captured, you can add expenses by specifying the "OTA Fees (Manual Addition)" category, and they will be recorded as OTA fees in the owner statement.
Creating an Owner Statement
The "Owner Statement" shows monthly income and expenditures and can be saved as a PDF, so it can be used as a report form for the owner. It is automatically generated every month on the date set in the "Owner Agreement," but can also be created manually.
The created "Owner Statement" will be in the "Awaiting Audit" status. Once the contents are finally checked and approved, it will be in the "Confirmed" status. Once it is in the "Confirmed" state, it will be available for viewing when the client user associated with the owner logs in.
*If you have added an expense because it was missed, you can update it by clicking "Recalculate."
Please see the video below for the verification steps:
Checking the owner 's current income and expenditures and recording withdrawals
Monthly income and expenditures are reflected in the owner's current balance. Each owner's current balance can be checked from the [CRM Management] → [Owner] page. In addition, when you make a payment to an owner, you can record a "Withdrawal."
Please watch the video below for instructions: