Vacation rental owner management software and owner portal

Fewer owner calls. On purpose.

ApexOS builds owner statements from the same ledger the money moved through, so every line ties back to the reservation or fee behind it. When an owner wants theirs to read differently, describe it, and Apex redesigns the template for you to review.

Owner statements, inside the PMSOwner statements

An animation of the Owner statements screen at month end. August statements are generated one owner at a time for the Whitfield Family, Dana Okafor and the Rao Family, each as a draft. The Whitfields’ statement opens: every line carries the reservation, fee or bill it came from, rent for two reservations, 20% commission on each, a linen package owner fee and an HVAC bill, ending at $3,803.00, with $3,303.00 split 60/40 between Dana and Sam Whitfield. The statements are approved, then posted, and the payouts go out: three ACH payments in a NACHA batch that is generated, and one check to Sam Whitfield.

Vacation rental owner statements, contracts and owner portal

Clear statements. Deals kept. A portal owners actually use.

Statements owners understand. On the first read, even.

The statement comes out of the owner ledger the money moved through, not assembled beside it from exports. Every line ties back to its reservation or fee. When an owner calls about March, ask Apex while they’re still on the line.

  • Every line ties to its reservation or fee
  • Weekly or monthly periods
  • Ask Apex with the owner attached

A man reads his statement on a laptop by a pool. Over the photo, his March owner statement for Harbor View 4B lists rent and commission for two reservations and a water heater repair bill, each line with its reservation or bill number, and a payment to owner of $2,023.00. The operator asks Apex, with the owner attached, why March was lower. Apex answers from the statement: 7 booked nights across the two stays, and the $385.00 repair came off the payout.

Every owner wants a different statement. Fine.

One owner reads only the net. One wants every stay itemized. Describe how an owner wants their statement to read and Apex redesigns the template within its layout options. You review it, save it, and use it for anyone else who wants the same.

  • Describe it, don’t configure it
  • Save it as a template
  • A statement shaped per owner

The statement template designer. The operator types into the design prompt: just the payout up top, group it by type, and keep it compact. Apex redesigns the template within its layout options: the summary shows only the payout, the ledger is grouped by type and set to condensed, and the preview updates. The operator saves the template, then picks it as the statement template on another owner’s contract.

The deal you struck. Executed, not remembered.

A contract binds an owner to a unit with its own split and date range. An introductory rate runs to its end date, with the follow-on contract dated to start the next day. Owners with several people behind them get a login each.

  • Commission set per owner and unit
  • Intro rates end on their date
  • A login for every co-owner

An owner record for the Rao Family. Its contacts tab lists Priya and Sam Rao, each with a 50% ownership share and a portal login of their own. On the units and contracts tab, Lakeside A-Frame has a Year one intro contract at 15% commission ending March 31, and a Standard contract at 20% starting April 1. As a day marker crosses into April, the intro contract turns Past and the Standard one turns Active. Commission is shown as the share you keep.

Owners call because they can’t see. So now they can.

The owner portal shows how their property is listed, what’s booked, their statement history and the property care you’ve done, billed or not. Their portal profile sets how much guest and financial detail they see.

  • Live links to Airbnb, Vrbo and Booking.com
  • Statements and property care in one place
  • You choose how much they see

A man works on a laptop on a beach. Over the sea, cards from his owner portal show Harbor View 4B with links to the listing on Airbnb, Vrbo and Booking.com, then his upcoming reservations with the owner net for each, his statement history with gross and net revenue, and the property care done on the unit, open and completed.

Owner management software features for vacation rental managers

The parts owners notice. And the parts they shouldn’t have to.

An owner is one record with several contacts, each with an ownership percentage and their own portal login. A contract binds an owner to a unit with a split and a date range, reusable as a template.

Owners and contracts

Vacation rental owner management FAQs

Reasonable questions.

What should a vacation rental owner statement include?

An owner statement should let an owner answer their own questions without calling you. That means rental revenue by reservation, the management commission, owner fees kept separate from guest fees, maintenance and vendor costs, taxes shown the way they’re remitted, and the closing balance and payout. In ApexOS statements are generated from the owner ledger, so every line ties back to its reservation or fee.

What can owners see in the owner portal?

Their listings, with live links to Airbnb, Vrbo and Booking.com and a way to suggest edits. Reservations past and upcoming, with the guest and financial detail set by their portal profile. Their statement history, reviews, the property care you’ve done, and the nightly rate on the dates they block. It runs in the browser, so there’s nothing to install.

Can we customize owner statements for different owners?

Yes, by describing what you want. Tell Apex how an owner wants their statement to read and it redesigns the template within the statement’s layout options: grouping, columns, summary style and density. You review and save it, then apply the template to anyone else who wants the same.

How do owner payouts work?

Each owner record sits inside a trust fund, so the payout comes from that fund’s books. Statements move from draft to approved to posted, and you pay by check, ACH or NACHA file. A minimum balance holds back what you need to cover months with no rental income.

Can commission and fees vary by owner and by unit?

Yes. Commission is set on the contract that binds an owner to a unit, so different owners and units carry different splits, and a date range handles an introductory rate. Processing fees can come off owner proceeds rather than gross revenue, and vendor markup carries a hard cap.

Book a demo

Your next owner statement shouldn’t come with a follow-up call.