Rent collections, expenses and receipts are compiled per property into a branded PDF statement and emailed to every owner on the first of the month — with anomalies flagged for review before anything goes out.
Typical results
Minutes
of review, down from 6 days of work
100%
delivered on the 1st of the month
−90%
"where's my report?" calls
Figures reflect typical results for this kind of automation.
The challenge
Producing monthly statements for two hundred owners took the office most of a week: exporting ledgers, pasting into templates, attaching receipts and answering a stream of "where's my report?" calls in the meantime.
Before and after
Statement production time
−99%Owners getting statements on the 1st
2.5×Status calls per month
−90%The automation
We automated the whole cycle: on month-end the system compiles each property's income, expenses and receipt copies, renders a clean branded PDF, and checks the numbers against expected ranges. Statements pass a one-click review queue — anomalies are held back with an explanation — and everything else is emailed to owners automatically.
How it works
- 01
Month closes
On month-end the cycle starts by itself — no exporting, no pasting.
- 02
Per-property compilation
Rent collections, expenses and receipt copies are gathered for each property.
- 03
Branded PDF rendered
Each owner's statement is laid out as a clean, branded PDF.
- 04
Anomaly check
Numbers are compared against expected ranges; anything odd is flagged before sending.
- 05
One-click approval and send
Statements go out to every owner on the first of the month.
Starts from
- Rent & expenses
- Property ledger
Delivers
- PDF statements
- Sent to owners
- Anomaly flags
The impact
Statement day typically shrinks from six days of work to a few minutes of review. Owners get their reports reliably on the first, incoming status calls nearly vanish, and the team starts the month managing properties instead of paperwork.
Questions about this automation
What goes into each owner's monthly statement?
Each statement covers one owner's properties for the month: rent collected, expenses paid, management fees, the net amount transferred and copies of the receipts behind each expense. The data comes from the property ledger, and the layout uses the company's branded template, rendered as a PDF.
How does the anomaly check work?
Before anything is sent, each statement's figures are compared against expected ranges, such as rent that differs from the lease amount, an unusually large repair bill or a missing receipt. Statements that pass go to a one-click review queue, and flagged ones are held back with a short explanation of the issue.
What systems does the statement flow connect to?
It reads from the property management system or accounting ledger, pulls receipt files from a shared drive, renders PDFs from a template and sends them through the company's email account. Simple automations like this are usually live within days, once the ledger export and statement template are agreed.