Owner Management & Reporting

If you manage properties on behalf of other people, Vanio gives you everything you need to run those relationships — from the first sales conversation with a prospective owner, to signing them on, to paying them out every month. It is a full owner CRM and reporting suite, not just a statement generator.

A CRM for your owners

Every owner lives in the Owners section of your dashboard. You can view them as a searchable list or as a pipeline board, and move them through the stages of your sales process:

1. Lead — a new prospect, captured from your website, a referral, or added by hand
2. Contacted — you have reached out
3. Proposal Sent — you have sent them a management agreement to review
4. Onboarding — they have signed and you are setting up their properties
5. Active — live and earning
6. Churned — the relationship has ended or paused

This means you can use Vanio to grow your owner book, not just service the owners you already have.

The owner profile

Each owner has a full profile page with everything you need in one place:

• Contact details — multiple emails and phone numbers, with a primary contact and verification status
• Notes — an internal log of anything you want to remember about the owner, with who wrote it and when
• Documents — upload management agreements, IDs, tax forms, and insurance certificates
• Linked properties — the homes you manage for them, including the ownership type, the agreement start date, and the agreement expiry date so you can chase renewals before they lapse
• Activity timeline — every conversation you have had with the owner, across the portal, email, and SMS, in one thread

Revenue at a glance

The profile sidebar shows live numbers for each owner: how many properties they have with you, how many bookings those properties have taken, and how much revenue they have earned. These numbers update automatically as bookings come in — there is nothing to reconcile.

The owner portal

Every owner gets their own white-labeled portal, branded to your company. From it they can:

• See a live dashboard of their property performance
• View upcoming reservations and the booking calendar
• Download monthly statements and payout history
• See maintenance and cleaning history
• Message your team directly

On every owner profile there is a View as Owner button. Click it and a new tab opens showing exactly what the owner sees when they log in — great for checking things look right before you invite them.

Messages sent from the portal land in your inbox and appear on the owner's activity timeline alongside everything else.

Automated monthly statements

Vanio builds each owner's monthly statement from the same booking and expense data that runs the rest of your business. No spreadsheets, no copy-paste.

Each statement shows:

• Revenue — booking income, cleaning fees, upsells, and damage protection, broken down per property
• Expenses — cleaning costs, maintenance, platform fees, and any manual expenses you add against a property
• Your management fee — applied automatically based on the percentage in the owner's agreement
• Net payout — the bottom line the owner is owed for the month

Statements come out as a branded PDF, ready to email or publish straight to the owner portal. Go to Reports → Owner Statements, pick the properties, pick a date range, and export.

Analytics beyond statements

The owner section also gives you:

• Engagement — how often each owner logs into the portal and messages you
• Verification status — who has completed their contact details, signed agreements, and uploaded required documents
• Damage protection — claims raised, recovered, and net impact per property
• Upsell revenue — early check-in, late checkout, and add-on earnings per property and per owner
• Agreement expiry tracking — a list of owners whose management agreements are coming up for renewal so nothing slips through

Payouts are connected

Because owner management sits inside the same system as your payments, owners can be paid out automatically from the revenue their properties earn. You do not have to move money between tools or update two different systems when something changes.

Getting started

1. Go to Owners in your dashboard and add your first owner (or import a list)
2. Upload their management agreement under Documents and record the start and expiry dates
3. Link the properties they own to their profile and set your management fee
4. Click View as Owner to preview what they will see
5. Invite them to the portal
6. At the end of the month, go to Reports → Owner Statements and export their statement

From there, everything is automatic — new bookings flow into their revenue, new expenses flow into their statement, and their portal stays up to date in real time.

Common questions

Can owners log in themselves? Yes. Use View as Owner to preview what they see before you invite them.

How are management fees calculated? From the percentage on each linked property's agreement, applied automatically to gross revenue.

Can I track agreement renewals? Yes — every linked property stores the agreement start and expiry date, and Vanio flags the ones coming up.

Can I add manual expenses? Yes — anything you add against a property appears on the next statement automatically.