Property managers need efficient ways to keep rental property owners informed about their investments. The Rental Owner Statement report in Buildium shows a complete summary of money in and money out through asset, income, expense, liability, and equity transactions for any time period.

Creating professional owner statements builds trust with clients and demonstrates transparency in property management operations. Property managers can set automatic statement periods and customize reports to match their business needs.

This guide covers the complete process from initial setup to delivery, helping property managers streamline their reporting workflow and maintain strong relationships with property owners.

Key Takeaways

• Property managers can automate statement generation by configuring default periods and preferences in Buildium's settings
• Professional owner statements require proper financial data organization, attachments, and thorough review before delivery
• Buildium allows multiple delivery methods and maintains complete records of all generated statements for easy access

Setting Up Owner Statements in Buildium

Property managers need to configure their owner statement settings before generating professional reports. The setup process determines how statements appear and what information they contain.

Access Statement Settings

Navigate to the Settings menu in the bottom left corner of Buildium. Select Application settings from the menu options.

Scroll down to find the Business rules section. Click on Rental owner statements to access configuration options.

Configure Statement Options

Property managers can customize several key elements:

• Statement frequency - Monthly, quarterly, or custom periods
• Include tenant liabilities - Security deposits and prepaid rent
• Financial data display - Income, expenses, and net distributions
• Document formatting - Headers, footers, and company branding

Set Up Owner Portal Access

Enable owners to view their statements through the online portal. This feature allows 24/7 access to financial reports without manual distribution.

The Owner Portal provides transparency and reduces administrative tasks for property management teams.

Test Configuration Settings

Generate a sample statement to verify all settings display correctly. Check that financial data appears accurate and formatting meets professional standards.

Review the statement layout with your team before rolling out to all property owners. Make adjustments to settings as needed for optimal presentation.

Configuring Statement Preferences in Buildium

Property managers can customize statement formats and adjust specific settings to create professional owner statements that meet their business needs. These configurations determine how statements appear and what information gets included.

Statement Formats in Buildium

Buildium offers multiple statement formats to accommodate different reporting needs. Property managers can generate statements as PDF downloads or create mailings for direct distribution to owners.

The platform provides three main statement period options:

• Current period - Based on settings defined in Application Settings
• Last period - Ending on the last day of the previous period
• Year to date - Comprehensive annual view

Property managers can access these options by clicking the Statement button within the owner's profile. The rental owner statement settings determine which format appears by default.

Custom statements offer additional flexibility. These allow property managers to configure specific date ranges and data points through the Reports page.

Customizing Statement Settings in Buildium

Statement customization begins in the Application Settings section. Property managers navigate to Settings in the bottom left corner, then select Application settings to access rental owner statement preferences.

The key configuration option is setting the statement period end date. Property managers can set rental owner statement periods to automatically default start and end dates each time they generate statements.

This automation saves time by eliminating manual date entry. Once configured, Buildium remembers the preferred period structure for all future statements.

Property managers should verify their period settings include all necessary transaction dates. Buildium reports transactions based on transaction dates, so proper period configuration ensures complete financial data appears on statements.

Including Financial Data in Buildium Owner Statements

Property managers can include comprehensive income and expense data in owner statements, along with detailed transaction records that provide transparency and accountability to property owners.

Income and Expenses in Buildium

Buildium automatically categorizes rental income and property expenses into clear sections on owner statements. The platform displays monthly rent collections, late fees, and other income sources at the top of each statement.

Property managers can view operating expenses broken down by category. Common expense categories include:

• Maintenance and repairs
• Property management fees
• Insurance premiums
• Property taxes
• Utilities
• Vendor payments

The system calculates net operating income by subtracting total expenses from gross rental income. This calculation appears prominently on each statement.

Buildium allows property managers to generate financial reports including profit and loss statements that complement owner statements. These reports help property managers provide additional context about property performance.

Transaction Details in Buildium

Each owner statement includes a complete transaction ledger showing individual income and expense entries. Property managers can see the date, description, and amount for every transaction during the reporting period.

The transaction section displays tenant-specific charges such as security deposits and prepaid rent. These items appear separately from regular operating income and expenses.

Property managers can access detailed transaction history through the Financials tab in each property record. The system maintains a chronological record of all financial activity.

Buildium owner statements include contributions and draws made on behalf of each property. This feature helps property managers track cash flow between owners and management companies.

Transaction details include reference numbers and payment methods for easy reconciliation. Property managers can export this data for additional accounting purposes.

Adding Attachments and Notes in Buildium Statements

Property managers can enhance owner statements by adding supporting documents and custom notes to provide complete financial transparency. These features help explain transactions and build trust with rental property owners.

Uploading Supporting Documents in Buildium

Buildium allows property managers to add dedicated bill files or attachments to support financial transactions. This feature helps owners understand expenses by providing receipts, invoices, and repair estimates.

Property managers can attach multiple file types including PDFs, images, and spreadsheets. The system stores these documents securely within each property's financial records.

Common attachment types include:

• Maintenance receipts
• Vendor invoices
• Insurance documents
• Tax statements
• Repair estimates

The attachment feature works best when files are named clearly. Property managers should use descriptive names like "June_2025_HVAC_Repair_Invoice.pdf" instead of generic names.

Attachments appear directly on owner statements. This eliminates the need for separate emails or document sharing platforms.

Inserting Custom Notes in Buildium

Property managers can add custom notes to provide context for financial transactions. Buildium's notes feature allows documentation of conversations, explanations, and important reminders.

Notes can be added to individual transactions or entire properties. They appear on statements to help owners understand specific charges or credits.

Effective note examples:

• "Emergency plumbing repair - tenant reported water leak"
• "Annual property tax payment for 2025"
• "Security deposit refund processed after move-out inspection"

Property managers should keep notes brief and factual. Clear explanations prevent owner confusion and reduce follow-up questions.

Notes remain permanently attached to transactions. This creates a complete audit trail for future reference and helps with year-end reporting.

Reviewing and Editing Owner Statements in Buildium

Property managers must check owner statements for accuracy before distribution and update any incorrect information to maintain professional relationships. Common errors include missing transactions, incorrect dates, and outdated owner details that can cause confusion or disputes.

Error Checking in Buildium

Property managers should verify all financial data appears correctly on each owner statement before sending. The most common errors include missing rental income, incorrect expense allocations, and wrong property assignments.

Check that all rent payments match the actual amounts received during the statement period. Review each expense line item to ensure proper categorization and accurate dollar amounts.

Key areas to verify:

• Rental income totals match deposit records
• Maintenance expenses show correct vendor payments
• Property management fees calculate properly
• Security deposit transactions appear accurately

Missing transactions often occur when entries are posted to the wrong date range. Property managers can cross-reference the rental owner statement with bank records to catch these discrepancies.

Run the statement for different date ranges if numbers seem incorrect. This helps identify when transactions were posted outside the intended period.

Updating Information in Buildium

Property managers can modify owner contact details and property assignments directly within Buildium's system. Outdated information leads to communication problems and delayed payments.

Navigate to the rental owner's profile to update addresses, phone numbers, and email contacts. Changes take effect immediately for future statements.

Information that requires updates:

• Mailing addresses for statement delivery
• Email addresses for electronic distribution
• Phone numbers for urgent communications
• Banking details for direct deposits

Property assignments may need adjustment when owners buy or sell properties. The system allows managers to transfer properties between different owner accounts while maintaining historical records.

Update owner information promptly when changes occur. This prevents statements from being sent to wrong addresses or outdated contact methods that could delay important financial communications.

Delivering Owner Statements in Buildium

Property managers can distribute owner statements through email or by giving owners direct access to view their financial reports through the owner portal. Both methods ensure timely delivery and maintain professional communication with property owners.

Sending by Email in Buildium

Property managers can email owner statements directly from Buildium to maintain consistent communication. The system allows managers to send statements to multiple owners at once or individually based on their needs.

To email statements, managers navigate to the Reports section and select the appropriate owner statement report. They can choose specific date ranges and select which owners should receive the statements.

Email delivery benefits include:

• Automated distribution to multiple owners
• Customizable message content
• Delivery confirmation tracking
• Professional formatting maintained

Managers should set up regular email schedules to ensure owners receive their statements on time each month. This creates predictable communication patterns that owners expect.

The system maintains email logs so managers can track which statements were sent and when. This helps with record keeping and ensures no owner is missed during distribution.

Providing Portal Access in Buildium

The owner portal tutorial shows how property managers can give owners direct access to view their statements online. This self-service option reduces administrative work while giving owners 24/7 access to their financial information.

Owners can log into their portal accounts to view current and historical statements. They can download reports in PDF format or print them directly from the portal.

Portal access features include:

• Real-time statement viewing
• Document download capabilities
• Historical report access
• Mobile-friendly interface

Property managers must set up user accounts for each owner and provide login credentials. The portal allows owners to view only their own properties and financial data for security.

This method works well for tech-savvy owners who prefer immediate access to their financial information. It also reduces the number of phone calls and emails from owners requesting copies of their statements.

Managing Statement Records in Buildium

Property managers need effective systems to store and access historical owner statements for audit trails and tenant dispute resolution. Buildium provides built-in archiving capabilities and retrieval tools that maintain organized records across multiple reporting periods.

Archiving Previous Statements in Buildium

Buildium automatically archives rental owner statements once they are generated and saved. The system creates a permanent record that cannot be accidentally deleted or modified.

Property managers can access the archive through the Reports section. Navigate to Financial Reports and select Rental Owner Statements to view all previously generated statements.

Each archived statement includes:

• Generation date
• Reporting period
• Property details
• Owner information
• Financial summary data

The system stores statements in PDF format by default. Property managers can also export archived statements in Excel or CSV formats for external analysis.

Buildium maintains these records indefinitely unless manually deleted by users with administrative permissions. This ensures compliance with record-keeping requirements and provides long-term financial tracking capabilities.

Retrieving Past Statements in Buildium

Property managers can retrieve specific historical statements using Buildium's search and filter options. The system allows searches by owner name, property address, or date range.

Access past statements through the Reports dashboard. Use the date picker to select specific months or quarters. The system displays all matching statements in chronological order.

Filter options include:

• Owner name or ID
• Property type
• Statement status
• Date range

Property managers can preview statements before downloading or printing. The dynamic reporting features allow customization of retrieved statements for specific presentation needs.

Bulk retrieval is available for multiple statements simultaneously. Select the desired statements using checkboxes and choose Download All to create a compressed file containing all selected documents.

The system tracks retrieval activity for audit purposes. Property managers can view access logs to monitor who retrieved specific statements and when.

Frequently Asked Questions

Property managers often have specific questions about generating owner statements in Buildium, from customization options to distribution methods. These common inquiries cover the technical steps, formatting choices, and best practices for maintaining professional financial reporting.

What steps are involved in producing owner statements using Buildium software?

Property managers start by navigating to the rental owner statement section within their Buildium dashboard. The system requires selecting a specific date range for the reporting period.

Users must choose their preferred statement format and specify which properties to include. Creating rental owner statements involves selecting reporting options like income statements and transaction details.

The final step requires reviewing all selected parameters before generating the statement. Property managers can preview the document before finalizing to ensure accuracy.

How can I customize owner statements within Buildium for clarity and professionalism?

Buildium allows property managers to add custom messages at the top of each owner statement. This feature helps communicate important updates or explanations directly to property owners.

Property managers can access customization settings through the application settings menu. The platform offers various formatting options to match company branding and professional standards.

Statement templates can be modified to include or exclude specific financial details. Users control which transaction types appear on the final document based on owner preferences.

Can you explain how to access and understand the financial reports for owners in Buildium?

Property managers access financial reports through the owner portal dashboard within Buildium. The system organizes reports by property and time period for easy navigation.

Financial reports display income, expenses, and net proceeds in clearly labeled sections. Each report includes detailed breakdowns of rent collections, maintenance costs, and management fees.

The property owner portal provides 24/7 access to these financial resources, reducing phone calls and emails from owners seeking information.

What information is included on an owner statement generated by Buildium?

Owner statements include all rental income received during the specified reporting period. The document lists security deposits, rent payments, and any additional fees collected from tenants.

Expense details appear in separate sections showing maintenance costs, repairs, and management fees. Property managers can include vendor invoices and detailed transaction descriptions.

The statement concludes with net proceeds calculations and any owner distributions made. Bank account information and payment methods are documented for transparency.

How do I efficiently distribute owner statements through the Buildium platform?

Property managers can email owner statements directly from the Buildium platform to multiple recipients simultaneously. The system maintains email delivery records for tracking purposes.

Automated distribution schedules can be set up for monthly or quarterly statement delivery. This feature eliminates manual sending and ensures consistent communication timing.

The platform also allows owners to access statements through their personal portal accounts. Property managers can enable notifications when new statements become available online.

What are the best practices for recording financial transactions related to owner contributions in Buildium?

Property managers should enter all transactions on the same day they occur to maintain accurate records. Each entry requires specific categories and detailed descriptions for clarity.

Bank deposits and owner distributions must be recorded with matching dates and amounts. The system requires documentation of payment methods and reference numbers for audit trails.

Regular reconciliation between bank statements and Buildium records prevents discrepancies. Property managers should review all entries monthly before generating owner statements to ensure accuracy.