Owner statements a managing agent does not rebuild by hand
Draw a statement per owner each month showing what their property earned, what it spent and your commission taken off - from the same rent runs and expenses you already recorded, rather than from a spreadsheet rebuilt every month.
How it runs
1 day → 1 action
every owner statement drawn, issued and paid from the same ledger
- What the property earned, what it spent, and what is the owner's.
- 1 day → 1 action — every owner statement drawn, issued and paid from the same ledger
- Same customers, same ledger, one follow-up trail
Who this is for
If you run Letting agencies and bill the same customers again and again, this page is for you.
- Property Management
- Letting agencies
A managing agent's month does not end when the rent is collected. It ends when every landlord has been told what their property earned, what came out of it, what your commission was, and what is being paid across. That report is almost always rebuilt by hand - rent from one place, repairs from a pile of receipts, commission worked out on a calculator - and it is the part of the job most likely to produce an argument with an owner.
Why the statement is the hard part
- Rent collected lives in the billing records and expenses live in a folder, so the two are joined by hand
- Commission is recalculated each month and occasionally at the wrong rate
- An owner asks why a figure moved and the answer requires rebuilding last month too
- A property with two or three owners needs the split done manually, every time
- Withholding tax is remembered rather than applied
Ownership recorded once, in shares
Each property records who owns it and in what share. A block owned outright, a block split between two siblings, or a unit-by-unit arrangement are all the same shape, and the split stops being something you redo each month.
Your commission rate, withholding rate, notice period, deposit months, rent billing day and statement day are set once as defaults for the workspace, and any property or tenancy can carry its own where the arrangement differs.
The statement draws itself from what already happened
Rent invoiced and collected comes from the rent runs. Costs come from expenses booked against the property - repairs, maintenance, cleaning, security, utilities, insurance, levies, legal or agency - each one categorised, approved before it counts, and marked as borne by the owner, the tenant or you, so it lands on the right side of the statement or not on it at all.
A work order raised for a fault, completed and then booked as an expense arrives on the statement with its trail intact, so "what was this KES 18,000" has an answer that is already written down.
Draw the statements for a period and each owner gets one: rent earned, expenses deducted, your commission taken off, withholding applied, and the balance that is theirs. Issue it as a PDF, then pay it out or record a payment you made outside the system.
Worked example. An agent managing six blocks for nine owners draws every statement for the month in one action. Each one already reflects the rent the runs collected and the expenses that were approved, with commission and withholding applied at the rates on file. The month ends with nine PDFs issued instead of nine spreadsheets rebuilt.
Recover what the estate spent
Costs the estate carries as a whole - bulk water, refuse, the generator, security - are apportioned across units equally, by size, by ownership share or by submeter and recovered from tenants as a service charge, then reconciled against what was actually spent so the budget and the outturn sit side by side. A bulk bill can also be recharged directly to the tenants who caused it.
The rest of the cycle, on the same ledger
Rent runs, submetered water on the same statement, arrears aged by property and unit, late fees charged once, reminders, inspections, rent reviews and notices all sit in the same workspace - and every payment, deduction and commission posts to double-entry books in the same transaction, so the statement reconciles because it reads the ledger.
What you'll need
- Your properties, their units, and who owns each property and in what share
- Your standard commission and withholding rates
- The tenancies you currently manage, with rent, deposit and billing day
What you’ll need
Billing is a paid product, priced on what you bill - so a small scheme pays like a small scheme and nothing is capped as you grow. Start with a 14-day trial of the whole thing, no card required, and we will quote you before it ends.
How pricing worksWhat this doesn’t do
Property Management is billing and collection. It does not cover:
- listings, viewings and tenant applications
- tenant screening or credit referencing
- property sales, valuation or title records
- procurement, stock or asset registers
- staff rotas and site security logs
If you need any of these, tell us before you sign up — we’d rather say so now than in month two.
The parts of Zana doing the work here
Run this on Zana
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