Owner statement checklist: review the statement difference and the proposed transfer separately

Free Excel workbook: example and blank sheets

Download without registration. Includes formulas, field notes and an example matching this article; fill it in your own spreadsheet software.

Download owner statement review workbook

Fill in the downloaded file in your own spreadsheet software. This file does not upload entries to HouseHu; it contains no macros or external data connections. This is a manual review aid, not a HouseHu import format, bank integration or tax return. Confirm actual responsibilities and amounts against source records and approvals.

Prepare: one owner, one month and one data version

Fix a completed month and data cutoff. Confirm the owner and property assignments, reviewing who each record belongs to when ownership changed. Prepare receipt and refund details, expense evidence, deposit movements, unresolved prior items and contractual fee and payment terms.

• Identify the owner, properties, period, financial sources and reviewer. Do not infer every historical item solely from the property’s current assignment.
• Confirm the service-fee base, rate, expense treatment, payer and transfer conditions. Leave unsupported items pending clarification.
• Check receipt dates, expense billing periods and refund attribution. A receipt month may differ from a bill month.
• Assign preparation, review and actual transfer responsibilities. Receiving a statement does not mean the owner has received money.

Checklist: reconcile recorded facts before deciding the transfer

HouseHu’s owner statement provides receipts, expenses, the period difference and separately listed deposits. The period difference is total received minus total expenses. The system does not calculate a management fee from the landlord record’s free-text note or directly determine the amount to transfer.

• Does every rent or other receipt have supporting collection details? Were unpaid rent and pending evidence kept out of confirmed receipts?
• Are expenses confirmed and assigned by the billing-period end date used in the system? Are drafts and cancelled items excluded?
• Was electricity already converted to a confirmed expense counted only once? Unconverted or invalid expense drafts remain pending work.
• Are deposit principal movements separate? Was a refund or expense deducted once in the system and again in a manual adjustment?

Worked example: the statement difference is NT$43,000

All amounts are hypothetical New Taiwan dollar figures. Assume the owner’s properties received NT$42,000 of current-period rent, NT$4,000 of older arrears and NT$1,500 of utility pass-through. Confirmed expenses are repairs of NT$2,500, electricity of NT$1,500 and common costs of NT$500. The example has no receipt reversals, advances or other adjustments.

• Rent cash received = 42,000 + 4,000 = NT$46,000.
• Total received = 46,000 + 1,500 = NT$47,500.
• Total expenses = 2,500 + 1,500 + 500 = NT$4,500.
• Period difference = 47,500 − 4,500 = NT$43,000.
• Another NT$6,000 of unpaid rent is excluded from receipts. A separate NT$30,000 deposit collection is excluded from the period difference.
• An additional NT$600 unconfirmed expense draft is excluded from expenses for now. Recalculate after its validity, attribution and status are confirmed.

Review the fee separately: NT$40,700 is this example’s transfer proposal

For illustration only, assume an individual contract charges 5% of rent actually received this month, including older rent recovered this month and excluding utility pass-through. Assume the service fee is not in the NT$4,500 expenses above. The 5% is not a statutory rate, HouseHu pricing or an automatic system calculation.

• Assumed fee base = rent actually received NT$46,000, not total received NT$47,500 or billed rent plus unpaid amounts.
• Assumed contractual fee = 46,000 × 5% = NT$2,300.
• Proposed transfer = period difference 43,000 − separately approved fee 2,300 = NT$40,700.
• The example also assumes no prior payables, company advances, reserves, other deductions or additional applicable charges, with deposits retained separately by their existing custodian. Recalculate if any assumption differs.
• If the service fee is already included in total expenses, do not deduct it again. If the contract uses billed rent, a fixed monthly fee or another basis, this 5% example does not apply.

Arrears and deposits: disclose them without adding them to the transfer

Assign follow-up for the NT$6,000 arrears. Do not treat it as cash already received or advance it into the example’s NT$40,700. Keep the NT$30,000 deposit in custody and return records, rather than current-period owner earnings. A separate contractual arrangement for advancing arrears or transferring deposits requires its own reviewed movements and calculation; this example cannot simply be reused.

• For arrears, identify the bill, received amount, balance, responsible person and next follow-up.
• For deposits, identify the lease, actual collection/refund dates, custodian and unresolved responsibility. Keep principal separate from the rental difference.
• Keep unidentified receipts or pending payment reports as exceptions until their month and owner attribution are established.

Exceptions: retain the reason for every recalculation

Late records and corrections can change an already-exported statement. Keep the earlier and revised versions, affected items and review conclusion rather than only replacing the file.

• Installments across months: check each receipt’s actual date and retain the original bill link for recovered arrears.
• Property reassigned to another owner: check the assignment period and individual record dates. Do not assume the system prorates a single amount by day.
• Expense draft later confirmed, omitted refund or mistaken collection: document its source and before-and-after difference, then repeat statement and transfer review.
• Disputed fees, advances or deductions: send the amount and reason to the contract owner for confirmation. Do not describe unresolved amounts as completed transfers.

Handover: separate the statement pack, review and payment outcome

The owner’s pack may contain the statement, detailed income and expenses and a separate deposit schedule. Internally retain the contract calculation, transfer proposal and exceptions. Authorized company staff export the statement and deliver it themselves; the independent landlord payment-review portal currently does not provide this statement.

• The preparer hands over the period, version, data cutoff, financial sources and open work.
• The reviewer verifies the NT$43,000 factual difference, NT$2,300 assumed contractual fee, NT$40,700 proposal and the basis for excluding deposits and arrears.
• Payment staff separately transfer the approved amount to a confirmed account, retaining the actual date, amount, traceable evidence and approval record. Exporting a statement does not initiate a bank transfer.
• Confirm delivery of the statement pack. Complete payment review separately against actual money movements and receipt confirmation. Assign owners and follow-up dates to unresolved exceptions.

Continue monthly statement work in HouseHu

Use landlord records, statements and CSV/XLSX exports within your permissions, then calculate the intended transfer separately under the individual contract. Features and permissions depend on activated access. The system does not automatically debit bank accounts or complete a transfer when a statement is downloaded.

Related features and complete product guides

• View and export a landlord's monthly statement
• Create a landlord record and complete the receiving account
• Reconcile monthly income, expenses and unpaid rent
• Export income and expense details for a period
• Confirm an expense and bill the tenant
• Explore rental management for teams
• Landlord statement features