Custom owner statement software for holiday homes
Appfront builds settlement software for rental organisations and parks that let owners' holiday homes: every booking from the reservation system assigned to the property and therefore to the owner, the commission and costs according to that owner's contract, the cleaning and maintenance carried out on their property, and for each period a settlement that matches what was booked. So the owner doesn't call to ask why their house was full in August and the statement doesn't show it.
What is owner settlement software for holiday homes?
An owner settlement is the periodic accounting to the owner of a holiday home: which bookings there were on their property, what they generated, what commission the rental company retains, which costs are charged on and what is paid out. The software pulls bookings per property from the reservation system, applies the owner's contract (commission percentage, what is and isn't charged on, personal use) and produces a settlement per period with supporting detail for each line.
Without a system like this, the administration exports the bookings every month, filters them by property, searches a separate file for the cleaning jobs and the email for the maintenance invoice, and works out the commission using a formula that differs slightly for each owner. With two hundred owners, that is a week's work, and an owner who lays their statement next to their own calendar will spot the difference.
We build custom software because the statement has to match your contracts and your booking system: which commission models you use, whether costs are charged per job or per period, how personal use is recorded, and which package handles the bookings and invoicing. A booking system knows the booking, but not the contract with the owner.
Bookings per property
Every booking from the booking system linked to the property and the owner, with arrival, departure, rental rate and the associated channel costs.
Contract per owner
Commission percentage, recharged costs, personal use and VAT arrangements recorded for each owner, so the statement follows from the contract rather than from a formula.
Settlement with supporting detail
A statement for each period with every booking, every cost line and the payout, as a PDF in the owner portal and as an entry in the accounts.
How we build your owner statement software for holiday rentals
We start with the statement of an owner who asked questions: what was on it, where each figure came from and how long it took to explain. The software follows from that.
Which commission models you have, which costs you recharge, how personal use is currently tracked, which booking system and accounts package you use, and how the statement is currently produced.
For each owner, the properties, the contract with percentages and arrangements, and the bank details. The basis from which every statement is calculated.
Bookings from the booking system per property, cleaning and maintenance from the schedule or work order, personal use from the calendar. Everything brought together per period.
The statement per period, the owner portal, the payout into the accounts, and then management and the extension to annual overviews.
What owner statement software for holiday rentals does in practice
The components below come up in almost every rental organisation. Which ones you need depends on your contracts and your booking system.
Owner register
For each owner, the properties, the contract, the bank details and the preferences for the statement, with a history of contract changes.
Booking import
Bookings from the booking system or channel manager per property, with rental rate, channel costs and cancellations processed.
Cost lines
Cleaning, linen, maintenance and repairs per property, with evidence, recharged according to the owner's contract.
Statement per period
The calculation per owner per month or quarter, with commission, costs, personal use and VAT, and the payout as the result.
Owner portal
The owner sees their occupancy, their statements and the supporting detail for each line, and blocks personal use in the calendar.
Accounting integration
The statement as an entry in your accounting package, the payout as a payment batch, and the VAT correct for each component.
Who we build owner statement software for holiday rentals for
The software is intended for organisations that rent out properties belonging to others, and where the statement currently costs the administration days every period.
Letting organisations
Hundreds of properties owned by private individuals, rented through several channels. The booking import and the statement per contract are the core.
Holiday parks with owners
Parks where some of the properties belong to owners and the park handles the letting. Personal use and the recharging of park costs matter most.
Managers of second homes
Management and letting for owners who live far away. The portal with occupancy and supporting detail is what is needed.
Organisations with varying commission models
Contracts that differ per owner or per year. The contract register with its history is at the core.
Test your idea first: a working prototype in 1 day
With OneDayBuild, we turn your idea into something tangible in one day for €1,150, so you can see whether further development is worth the investment. Decide to go ahead with the full build? Then we credit the full cost.
Explore OneDayBuild →Technology and integrations
This page is about settling accounts with the owner. For the changeover day itself, including cleaning and readiness sign-off, see our page on a changeover day planning app. For the night register and tourist tax, see our night register app page, and for the park as a whole, our page on software for parks and recreation. You can read about how we work at custom software development.
If you want to check the cleaning contractor's invoice per changeover, look at our office software for changeover day planning.
For owners who want to see bookings and their statement on their phone, alongside the software, there is our app for holiday home owners.
Why choose Appfront for your owner statement software for holiday rentals?
An owner statement is only as good as your answer to the question of where this figure comes from. That is what we build on: every line traceable to a booking, a contract or a receipt.
The contract does the calculating, not the formula
For each owner, the commission and what is charged on are fixed. The statement applies that automatically; a deviation is a contract change, not a manual correction.
The owner sees what you see
Occupancy, bookings and costs in their portal, with the supporting detail for each line. The question "why?" no longer comes up, or it comes with the line already explained.
One period, one push
Bookings, costs and owner use are already in place. Settling accounts for two hundred owners is a check, not a week's work.
Security and privacy in owner statement software for holiday rentals
The software handles owners' bank details and revenue figures, and guests' booking data. Access is set by role and by owner: administration sees everything, while the owner in the portal sees only their own properties and statements, never guest data not meant for them. Once sent, each statement is locked; a correction is a new version with the change clearly shown.
The software runs in a European data centre, with encrypted storage and daily back-ups. Integrations with the booking system, accounting and the bank use their own keys, which can be revoked per integration.
Frequently asked questions about owner statement software for holiday rentals
Questions rental organisations ask before getting started.
It pulls bookings per property from the booking system, applies the owner's contract with commission, recharged costs and owner use, and produces a statement per period with the supporting detail for each line. The owner sees their statement and occupancy in a portal, and the payout goes to accounting as a booking.
Yes. Bookings, cancellations and channel costs arrive via an integration or an export from the system you already use, linked per property to the owner. We connect to what you have; the software does not become a second booking system.
Yes. For each owner you set the commission percentage, which costs are charged on and how, and the agreements on owner use and VAT. If a contract changes, the new terms apply from the effective date and the old ones remain visible on earlier statements.
From the schedule, the work order or the supplier's invoice, per property and per date, with the evidence attached. What is charged on and at which rate follows from the contract; the owner sees for each cost line where it comes from.
The owner blocks their own use in their portal, or the administration records it. Those days don't count as rental and, depending on the contract, are charged or not charged with the associated costs, such as cleaning. They appear separately on the statement.
Yes. In the portal, they see the statement per period as a PDF, the bookings and costs behind it, and their occupancy in a calendar. If they have a question, they raise it on the specific line concerned, so the administration can see exactly what is meant.
Check that first. Some systems have a simple owner statement, and that may be enough with a single commission model and little re-charging. Custom development makes sense when contracts differ per owner, when costs come from several sources, when the owner's own use is counted, or when the administration is currently rebuilding the statement in Excel.
A correct statement for every owner, without spending a week on calculations?
Tell us how many owners you have, which booking system you use and how often an owner called about their statement in the last period. We'll show you what the contract register, the statement and the portal look like.