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Monthly Owner Statement

Example prompt: "On the first working day of each month, build an owner statement for last month's completed stays — gross revenue, OTA fees, cleaning fees, our commission, and the owner payout. Save a Google Doc per property in the owner's folder, email each owner their statement, and post a one-line summary per property in #managers on Slack."

The Problem

A property manager running ten to fifty short-lets across a handful of owners spends the first week of every month rebuilding the same statement in a spreadsheet — pulling last month's checked-out bookings, applying OTA fees per channel, deducting commission at the per-property rate the owner agreed, netting through the cleaning fee that's collected from the guest and paid through to the cleaner, and laying it all out in a doc the owner will actually read. It takes a working day per ten properties, the rounding is done by hand at display time so totals drift, and the month-on-month comparison gets dropped because there isn't time. The owner sees a number and has no narrative around it.

How GloriaMundo Solves It

The workflow rebuilds the statement the manager would build by hand. A code step does the arithmetic — gross, OTA fee per channel, net after OTA, management commission at the per-property percentage, cleaner cost passed through against the cleaning fee charged — and rounds at the calculation step rather than at display so the totals are honest. A Google Doc per property is written into a YYYY-MM month folder with a per-stay table and a totals block. An LLM step writes a short plain-language paragraph from the totals — how the month compares to last month (read from the 'Statement History' tab), occupancy as a percentage of the calendar month minus blocked nights, and any noteworthy items the manager would have called out themselves. Each owner gets a single email with one line per property they own and a link to that property's doc, saved as a Gmail draft for the manager to send. The Glass Box preview shows the totals and the first statement doc before any of it is filed.

Example Workflow Steps

  1. Trigger (schedule): First working day of each month at 9am.
  2. Step 1 (integration): Read the 'Bookings' tab for every row with status 'Checked Out' and departure_date in the previous calendar month.
  3. Step 2 (integration): Read the 'Properties' tab for the per-property owner, commission percentage, cleaning fee, and cleaner cost; read the 'OTA Fees' tab for the per-channel fee percentage.
  4. Step 3 (code): For each booking, calculate gross_revenue, ota_fee, net_after_ota, management_commission, cleaner cost vs cleaning fee, and owner_payout — rounded to two decimal places at the calculation step.
  5. Step 4 (integration): For each property, build a Google Doc statement in the 'Owner Statements/[YYYY-MM]/' Drive folder with the per-stay table and totals block.
  6. Step 5 (llm): Write a one-paragraph plain-language summary from the totals — month-on-month, occupancy percentage, noteworthy items.
  7. Step 6 (llm + integration): For each owner, draft a single Gmail summarising their portfolio month with a line per property and a link to each statement doc; save as a Gmail draft.
  8. Step 7 (integration): Append a row per property to the 'Statement History' tab with the month's owner_payout total, booking count, occupancy percentage, and doc link.
  9. Step 8 (integration): Post a one-liner in #managers on Slack with the run summary and a link to the month folder.

Integrations Used

  • Google Sheets — the 'Bookings' tab as the source of completed stays, the 'Properties' and 'OTA Fees' tabs for the per-property and per-channel arithmetic, the 'Blocked Dates' tab for occupancy, the 'Statement History' tab as the month-on-month source
  • Google Docs — the per-property statement doc with table, totals, and narrative
  • Google Drive — the 'Owner Statements/[YYYY-MM]/' month folder so a year's worth of statements is one click away
  • Gmail — the per-owner draft with the portfolio summary and the doc links, saved for the manager to send
  • Slack — the #managers one-liner with the run totals and the month folder link

Who This Is For

Property managers running short-let portfolios on behalf of multiple owners — five properties up, where the manual statement-build is the longest single task of the month. The workflow assumes the booking-level data already lives in the portfolio sheet (which the manager is keeping for tax and occupancy reasons anyway) and turns it into something the owner can read in two minutes.

Time & Cost Saved

A statement run for fifteen properties across six owners is a full day's work by hand — pulling the bookings, applying the channel fees, calculating commission, formatting the doc, writing the cover email. The workflow does the build and the drafting; the manager spot-checks the totals against the spreadsheet they were going to look at anyway and presses send. That recovers six to eight hours a month directly. The bigger gain is the narrative — the one paragraph that explains the totals to the owner — which currently doesn't get written most months because there isn't time, and which is the difference between an owner who feels informed and one who emails three days later asking what the cleaning fee line means.