# Accounting and owner statements

> Costs against each property, management agreements, and a statement an owner can be sent without a spreadsheet.

Source: https://docs.santara.ai/money/accounting/

Accounting is the cost side. If you manage villas for other people, it is also how they get paid.

## The ledger

Log what you spend against a property: cleaning, maintenance, utilities, supplies, anything.
Each entry carries:

- **The property** it belongs to.
- **The date it was incurred** — when it happened, not the day you typed it.
- **The amount**, and who bears it: you or the owner.

Whatever the owner bears carries through to their statement.

:::note[Issued entries are frozen]
An entry that has already appeared on an issued statement cannot be edited — record a **correction**
instead. That is what keeps a statement you sent last month reproducible.
:::

## Owners

Add the people whose properties you manage. Each owner gets:

- **A share of a property** — which properties, and how much of each.
- **A management agreement** — the terms their statement is computed under: your commission, what
  costs they carry, how payouts are handled.

**Agreement terms are never edited afterwards.** Changing them closes the current agreement and
opens a new one from that date, so a statement issued under the old terms stays exactly
reproducible.

Bank details are deliberately **not stored**. You already know where to send the money, and holding
account numbers here would add a data-protection obligation with no operational benefit.

## Periods and statements

A period shows an estimate from the stays that checked out and the costs recorded in that window,
computed on the basis each agreement charges.

**An estimate is not a statement.** Before closing a period, check the coverage panel — it names
what is missing: stays with no payout figure yet, costs that look absent, an agreement that changed
mid-period. Close the period, and the statement is issued and frozen.

## What an owner sees

The statement: their share of revenue, the costs they bear, your fee, and what is due. Not your
inbox, not your other properties, not your pricing.

## Fitting it to your accountant

Everything here exports as CSV from [Reports](/money/reports/). Santara is not a bookkeeping
system, and it does not try to be your general ledger — it is the operational record that feeds one.