Define the reporting period first
Choose whether you track stays by departure, bookings by confirmation or money by payment date. You may keep several views for everyday assessment, provided you do not combine them into the same total without explanation.
A booking may be confirmed in October, take place in November and appear in a different bank transaction. Comparison becomes meaningful when all lines follow the same agreed approach and differences are identified.
At Hostions, the management fee is settled in one payment at the close of each calendar month. Platforms pay revenue directly into your account under their own procedures. The monthly close concerns our fee, rather than withholding your receipts.
Separate five different amounts
Record accommodation value, additional guest charges, platform commission, the management fee and third-party expenses separately. Taxes and levies collected or remitted also require their own tracking.
The final amount of a bank deposit does not by itself reveal which of these have already been deducted. The Airbnb fee breakdown helps check platform charges. The Hostions fee is 14% of net rental income, after platform fees and the cleaning charge are deducted.
A hypothetical monthly statement with 14%
Assume rent of 2,400 euros and cleaning charges of 300 euros, a total of 2,700 euros before platform deductions. Also assume platform commission of 418.50 euros and agreed consumables expenditure of 60 euros.
- Net management basis: 2,700 − 418.50 − 300 = 1,981.50 euros.
- Hostions fee: 1,981.50 × 14% = 277.41 euros.
- Balance after management and consumables: 1,981.50 − 277.41 − 60 = 1,644.09 euros.
The booking and expense amounts are illustrative. The calculation follows the Hostions 14% model, while the balance is not a net profit forecast: other expenses and tax obligations remain.
The guest covers cleaning through the booking. The platform pays the amount to you, and the corresponding cost is charged to your card 3 days before the scheduled work.
The cost is recorded once in the report, regardless of the card charge date.
Cancellations and refunds
If part of the rent is refunded, keep a connection between the original entry and its correction. Check the contract to establish whether the management fee also decreases, when adjustments are made and what happens to work already completed.
A cancellation does not automatically mean zero revenue or zero cost. AADE provides guidance on short-term stay declarations and cancellations, which needs to be considered alongside the actual records and your accountant's advice.
A month without bookings
Under the Hostions model, when there is no net rental income on which to calculate the fee, the percentage-based management fee is zero. Agreed additional work and the property's operating expenses are tracked separately.
Also plan a reserve for equipment replacement, so that a good month does not appear artificially more profitable. New equipment purchases and routine maintenance require different interpretation in a financial assessment, depending on the circumstances.
What the monthly close should include
Every expense should have a reason, date, supporting document and any required approval. Agree the opening balance, new receipts, deductions and final amount payable, identifying pending bookings or open refunds. For consumables, agree the items and a cost limit in advance; no repeated approval is needed within that limit.
For the 14% basis, cleaning and agreed additional charges, see Hostions fees. To compare proposals, read the guide to choosing a quotation. The aim is a statement you can reproduce yourself from the original records.
