Accounting and owner statements

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.

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. Santara is not a bookkeeping system, and it does not try to be your general ledger — it is the operational record that feeds one.