Month-end

Close each month in this order. Each step relies on the one before. Steps 1 to 4 go faster when you also do them weekly.

1. Deposits

• Match every deposit to its payout: Airbnb and other channels, Stripe and other processors, payments recorded by hand. When one is missing, fetch it from the connection.
• Review deposits with non-reservation lines, such as guest payments without a reservation. Assign them to a reservation or reclassify them. See Deposits.

2. Bank reconciliation

• Bring every bank feed up to the last day of the month. Import missing records from CSV.
• Reconcile every trust and operating account to a difference of zero. See Bank reconciliation.

Never publish owner statements before the banks are reconciled.

3. Guest balances

Clear guest balances of departed and cancelled reservations. See Guest balances. Then fix how revenue is split with fee adjustments, and check guest balances once more.

4. Fees, commissions and expenses

• Check that the commission columns of the owner statements match the rates of each listing.
• Bring every owner expense into VRTrust: from QuickBooks, Breezeway, Ramp or vendor bills paid elsewhere. An expense that is not in VRTrust is not on the owner statement. Check listing, owner or manager, expense account, period, and duplicates across systems.

5. Owner statements

Review the drafts and clear their warnings, such as unmapped accounts or “Net revenue does not match GL”. See Owner statements.

6. Trust reconciliation

Run the trust reconciliation report. Total trust cash must equal total trust liabilities: owner payables, guest deposits, deferred revenue and other funds held. Explain or fix every difference before you publish.

7. Publish and pay

Publish the owner statements and pay the owners. Check that owners have portal access.

8. Your own statement

Review your property manager statement and pay yourself from trust. If you sync to QuickBooks or Xero, send the statement there and fix sync errors.

9. Sign off

Confirm that banks are reconciled, clearing accounts are reviewed, outside expenses are in, owner balances make sense and statements are published. Write down any issue you carry into next month. When the month is final, set the books closed date.

The Dashboard links the month-end checklist under Quick Learning Guides.