# Owner Statement Notes: Explain Unusual Lines

Source: https://maito.app/workflows/explain-unusual-lines-in-owner-statements

Each month Maito reviews owner statements, writes a plain-language note for every unusual transaction and flags balances that do not match accounting.

Before statements go out, get a plain explanation for each unusual transaction so owners don't have to ask.

[Finance](https://maito.app/workflows/team/finance) · [Property management](https://maito.app/workflows/industry/property-management) · On a schedule · Updated October 19, 2026

Works with

-   Slack
-   Email
-   [QuickBooks](https://maito.app/workflows/tool/quickbooks)
-   [Xero](https://maito.app/workflows/tool/xero)
-   Gmail
-   Microsoft 365
-   Superhuman Mail

## How 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

1.  Pull the reconciled statement and balances
2.  Find unusual transactions
3.  Write plain explanations from the records
4.  Hold the pack for review before release

## Example

Loop run: 4th of the month · Owner statements

**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

On a schedule Explain unusual lines in owner statements

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

### Does it send notes to owners?

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.

### What if the statement and the accounting software disagree?

It reports the difference, points to the likely cause, and holds that statement. It does not correct entries.

### Which software does it read?

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.

## More finance workflows

-   [Log and match every invoice Invoices from email get read, logged and matched to purchase orders. Finance · When something happens Works with Gmail, Microsoft 365, QuickBooks, Xero.](https://maito.app/workflows/log-and-match-every-invoice)
-   [Review expenses against policy Expenses get checked against the policy before a person approves them. Finance · When something happens Works with Ramp.](https://maito.app/workflows/review-expenses-against-policy)
-   [Prep the month-end close checklist Know which close tasks are done, late or blocked. Finance · On a schedule Works with Linear, Asana.](https://maito.app/workflows/prep-the-month-end-close-checklist)
-   [Explain a budget variance See why spending is over or under budget, line by line. Finance · When you ask Works with QuickBooks, Xero, Airtable, Microsoft 365.](https://maito.app/workflows/explain-a-budget-variance)
-   [Chase overdue invoices Customers with overdue invoices get polite, correct reminders. Finance · On a schedule Works with QuickBooks, Xero, Gmail, Microsoft 365.](https://maito.app/workflows/chase-overdue-invoices)
-   [Build a forecast scenario Ask "what if" and get the forecast redone with your assumptions. Finance · When you ask Works with Airtable, Microsoft 365.](https://maito.app/workflows/build-a-forecast-scenario)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

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