Explain unusual lines in owner statements
Before statements go out, get a plain explanation for each unusual transaction so owners don't have to ask.
Finance · Property management · On a schedule · Updated
Works with
- Slack
- QuickBooks
- Xero
- Gmail
- Microsoft 365
- Superhuman Mail
Slack
QuickBooks
Xero
Gmail
Microsoft 365
Superhuman MailHow do you explain unusual lines in owner statements?
To explain unusual lines in owner statements, run a monthly Loop. Maito reviews each statement in your property management software, compares it with the ledger in QuickBooks or Xero, writes a short plain-language note for every unusual transaction, flags balances that do not match, and posts the pack in Slack for review.
How it's done today
Staff answer the same ledger questions every month.
What Maito does
- Pull the reconciled statement and balances
- Find unusual transactions
- Write plain explanations from the records
- Hold the pack for review before release
Example
Loop run: 4th of the month · Owner statements
October statements for 22 owners. 7 unusual transactions explained; notes attached. Examples: • Ms. Keller: $1,240 plumbing at 31 Oak. Emergency repair Oct 7, below her $1,500 limit, invoice attached • Mr. Frost: management fee shows $0. Unit vacant all month • Acme Holdings: $380 refund to a tenant for a double-charged fee One problem: Mr. Frost's statement ending balance is $380 lower than the accounting software. It matches the Acme Holdings refund, which was posted to the wrong owner. I did not correct anything. Source: the reconciled ledger and the invoices. Hold: Mr. Frost's statement, until the refund is moved.
@Maito right, I'll move the refund. Release the other 21 drafts to my review folder.
The 21 packs are in your review folder with notes. I'll recheck Mr. Frost's balance once you've moved the refund and tell you when it matches.
Maito (9:00 AM):
October statements for 22 owners. 7 unusual transactions explained; notes attached.
Examples:
• Ms. Keller: $1,240 plumbing at 31 Oak. Emergency repair Oct 7, below her $1,500 limit, invoice attached
• Mr. Frost: management fee shows $0. Unit vacant all month
• Acme Holdings: $380 refund to a tenant for a double-charged fee
One problem: Mr. Frost's statement ending balance is $380 lower than the accounting software. It matches the Acme Holdings refund, which was posted to the wrong owner.
I did not correct anything. Source: the reconciled ledger and the invoices.
Hold: Mr. Frost's statement, until the refund is moved.
Omar (9:12 AM):
right, I'll move the refund. Release the other 21 drafts to my review folder.
Maito (9:13 AM):
The 21 packs are in your review folder with notes. I'll recheck Mr. Frost's balance once you've moved the refund and tell you when it matches.
How to set it up
- Ask your agent
“On the 4th of each month, review the owner statements in the property management software. For any unusual transaction, draft a short plain-language note and post the pack in #bookkeeping for review.”
- Connect accounting software
- QuickBooks
- Xero
- Connect email
- Gmail
- Microsoft 365
- Superhuman Mail
- Use property management software
- AppFolio
- Buildium
No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault.
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It explains only from reconciled records and invoices. It does not correct the ledger or give accounting advice.
Questions
No. The notes go to your bookkeeper for review. Nothing is released to an owner without that review, and you can send it by Gmail or Microsoft 365 yourself.
It reports the difference, points to the likely cause, and holds that statement. It does not correct entries.
Your property management software through a skill with a login or API key in the Vault, for example AppFolio or Buildium, and QuickBooks or Xero for the ledger.
