Platform Capability
Owner Funds, Properly Separated.
Statements That Reconcile.
A dedicated trust account, monthly statements your owners can actually read, and an audit trail that holds up.
Book a consultationThe Problem
Most short-term rental property managers running more than a handful of doors land in one of two financial postures, and neither holds up under scrutiny. The first commingles owner funds with operating cash in a single business account, which is a clean legal exposure in many U.S. states and most regulated overseas markets. The second maintains a nominally separate trust account but reconciles it sporadically, often quarterly, often by the same person who issues the statements, with no independent check.
The owner-facing symptom is the same in both cases: a monthly statement the owner cannot tie back to their own bank deposits. They ask a question, the answer takes three days and an email thread, and the trust in the relationship erodes faster than any single underperforming month would erode it. The fix is not more effort. The fix is structural — a separate account, a fixed close cadence, a reconciliation that a CPA or a state examiner could read on the first pass.
The CoHost Pro Approach
We set up the trust account before the first reservation lands, with a banking provider that supports the segregation properly — Rho, Mercury, or a community bank that understands property management workflows. We pick the rhythm of the monthly close together with you, fix the calendar day it lands on, and hold ourselves to it. Each owner receives a statement that matches their bank deposits line by line: reservation revenue at the gross, channel and processing fees pulled out at the source, our management fee, the property's operating expenses with receipts attached, the owner's reimbursements, and a closing balance that reconciles to the trust account ledger. When an owner has a question — about a cleaning charge, a refund, a rate adjustment — the answer is already in the chain of custody. Before they ask.
What's Included
- +Dedicated trust account setup with your business banking provider
- +Monthly reconciliation of owner funds against bank records
- +Owner statement generation, scheduled and consistent
- +Reservation revenue, fees, expenses, and reimbursements categorized at the line level
- +Reservation-to-payout chain of custody for every transaction
- +Quarterly financial review with you and (optionally) your CPA
- +Clean handoff archive on engagement exit
How It Connects
Trust accounting does not sit on its own. It is where the numbers from every other operational surface land — pricing decisions, channel revenue, owner reimbursements, vendor payouts. The clean version of this picture depends on the PMS configuration underneath it and on the pricing discipline above it. Sibling capabilities like an owner portal, dynamic pricing management, and revenue estimates feed directly into the trust ledger and the monthly statement.
- +OwnerRez setup — the PMS-level configuration that makes trust workflows work end-to-end
- +PriceLabs optimization — top-line revenue tuning that feeds straight into the trust ledger
- +All CoHost Pro services — how trust accounting sits inside the broader engagement
- +STR tech stack guide — the integration map the financial layer assumes
Compliance & Standards
Our workflows align with the financial-control expectations most U.S. state real estate licensing boards and overseas property-management regulators apply to operators holding owner funds — segregation of funds, documented reconciliation cadence, named signatories, and retained transaction-level records. Specifics vary by jurisdiction, and licensed-broker requirements differ in some U.S. states. Records are retained digitally for the full duration of the engagement and handed off in a complete archive if you ever leave us. This is operational tooling and process, not legal advice — your CPA and licensing attorney remain the authoritative source for jurisdiction-specific guidance.
Frequently Asked Questions
Do you hold owner funds in a separate trust account?
Yes. Owner funds are held in a dedicated trust account that is legally and operationally separate from CoHost Pro's operating funds. Reconciliation runs monthly and is documented for every property under management.
How often are owner statements issued?
Monthly. Each owner receives a statement on a consistent calendar day with reservation revenue, fees, expenses, reimbursements, and ending balance, fully reconciled to the trust account.
Which PMS platforms do you support for trust accounting?
We configure trust accounting workflows on OwnerRez, Guesty, and Hostaway, and reconcile against bank records from Rho, Mercury, and most standard business banking providers.
What audit trail do you maintain?
Every transaction has a documented origin: reservation, fee schedule, expense receipt, or reimbursement. We keep digital records for the duration of the engagement and hand off a complete archive if you ever leave us.
Is this legal or tax advice?
No. We configure tools and processes that align with standard property management financial controls. Your CPA and attorney remain the authoritative source for jurisdiction-specific legal and tax guidance.
Bring your owner trust under one operator.
Thirty days to live. We do the setup, we run the monthly close, we keep the audit trail. The cost lands well below an in-house bookkeeper or a fractional CFO retainer, because the work is already structured.