Send owners their yearly statement

Who this is for

Property managers whose owners file their rental income on their own taxes. Anyone on your team can make a yearly statement, open it and download it. Only an Owner on your team can send one to an owner.

A yearly statement is a summary of what was recorded in eSamaHomes, for the owner's tax professional. It is not tax advice.

Before you start

• See what an owner gets, made from a made-up owner: a sample yearly statement.
• Money counts in the year it reached the bank. A check counts once its deposit is recorded.
• The owner reads the statement in their owner portal, so they need to have accepted their invite. See Invite tenants, owners and vendors.

Steps

1. Open Reports under Money in the menu and click Open yearly owner statements, then pick the Year. It starts at last year, the year owners file for. A statement is made only after its year ends: for this year, the page says the day you can make it, for example "You can make 2026’s statements from January 1, 2027.", in place of Generate.
2. Pick an Owner, or leave All owners to make one for every owner with money recorded that year, and click Generate. Each statement is added under Statements.
3. A statement has one column per property the owner has a share of, and Total, by the lines of IRS Schedule E. Each amount is the owner's share. Under the table, Not income or expense shows what was paid out to them, what they put in, and the reserve and tenant deposits held for them at year end.
4. Click View PDF to print or save it, or Excel for a spreadsheet. On a phone, they are under ⋯ on the statement's row, with Send to owner.
5. For an Owner on your team: click Send to owner. It shares the statement in the owner's portal and emails them a link, never the file, then shows Sent with the date. Send again emails them again.
6. Under Your fees for the year, the management fees you took are listed by owner and property, with their total. Click Download fees CSV for your own accountant.

Example

Priya manages Maple Court for Oscar Owner, its only owner. Last year the tenant paid $1,650.00 every month, Priya took her 8% fee, a faucet was replaced for $340.00 in June, and Oscar was paid out each month.

$19,800.00 − $1,584.00 − $340.00 = $17,876.00: everything collected for Oscar, less the fees and the repair, was paid out to him. Priya generates his statement, sends it, and Oscar opens it under Reports in his portal.

What happens next

• The owner gets an email with a link to their portal, and a notice there. They open the statement under Reports, with Download PDF and Download Excel.
• A yearly statement is saved when you click Generate: money recorded later is in the next one you generate, not in this one.
• Its notes say what is not in it: the owner's mortgage, depreciation, and bills they paid themselves. They add those with their tax professional.
• Your fees for the year is your own income, worked out each time you open the page. It is not on the owners' statements as income.
• For the 1099s you send owners and vendors, see Year-end tax reports.

If something looks wrong

• There is no Generate button. The year you picked isn't over yet. Pick last year, or come back on January 1.
• A statement says "Made before 2026 ended: can’t be sent". It was made before eSamaHomes stopped statements for a year that isn't over, so it doesn't cover the whole year. You can view it, but not send it. From January 1, make that year's statement again and send the new one.
• There is no Send to owner button. Only an Owner on your team can send a yearly statement.
• An owner's statement is missing a property. It lists the properties the owner has a share of now, and any with money recorded for them in the year.
• A payment is missing. Check its deposit is recorded and it reached the bank in that year, then click Generate again and send the new one.
• The owner can't open it. They need to accept their invite to the owner portal first.