Setting up an owner payout

If you manage properties on behalf of an owner, owner payouts are the monthly disbursement of net rent (collections minus expenses minus your management fee) into the owner’s bank account, with a statement attached.

Step 1 — capture the agreement

1. Owners → + New owner. Capture the owner’s contact details and bank account.
2. Attach the properties they own. (Each property can have only one beneficial owner; co-ownership is captured at the title-deed level, not the system level.)
3. Fee terms. Pick one of:
   • % of collections — you earn a percentage of what actually arrived in the bank.
   • % of gross rent — you earn a percentage of what was invoiced, regardless of collection.
   • Flat monthly — fixed fee per property.
4. Save. The agreement now drives every owner statement going forward.

Step 2 — run the monthly statement

On the last working day of the month, Owners → Statements → Generate:

1. The system pulls every receipt against the owner’s properties for the period.
2. Subtracts approved expenses (maintenance jobs, recurring costs, levies).
3. Subtracts the management fee per the agreement.
4. Produces a one-page PDF statement with line-by-line detail.

Review it. If the numbers look wrong, the underlying transactions are wrong — fix them at source rather than overriding the statement.

Step 3 — release the payout

1. Click Approve on the statement.
2. From EFT Approvals → New batch, attach the approved bills (your owner payouts), route through a second approver if your team is set up for maker-checker, then export an ISO 20022 PAIN.001 XML file ready to upload to your bank’s bulk-payment portal.
3. Once the bank confirms the EFT, mark the batch Settled and the underlying bills auto-flip to Paid.

v1.0 note: the statement PDF is downloaded for you to share with the owner — South PropMan does not currently dispatch it automatically by email. Send it to the owner via your usual channel, or grant them owner-portal access and they’ll see every statement in their portal. Automated owner-statement email delivery is on the post-1.0 roadmap.

What the owner sees

• One PDF statement per month per portfolio (delivered manually for now).
• A read-only owner portal where they can view historic statements, download tax-year summaries, and see outstanding arrears across their tenants.

Common mistakes

• Releasing the payout before the bank reconciliation is current. The statement uses what’s reconciled, so an unmatched receipt is invisible to it. Reconcile first, then run the statement.
• Manually editing the management fee on the statement instead of fixing the agreement. The next month will repeat the error.