Property Management Trust Account Spreadsheet – Owner Ledger, Reserves, Pass-Through Expenses & Monthly Reconciliation, Excel, No Canva

Owner Funds Trust Ledger is a property management trust account spreadsheet for Excel and Google Sheets. It keeps a separate running balance for every owner you hold money for: payouts in, expenses out, management fees, reserves and owner draws, with the checks you need to prove the bank account matches the ledger at the end of the month.

Why it is different: an owner statement is the monthly report you send. This workbook is the ledger behind the statement. It tracks each owner's available funds and reserve, flags any owner whose balance goes below zero, checks that every pass-through expense has a receipt and a ledger entry, and reconciles the bank statement to the ledger and to the sum of owner balances.

No Canva needed. This is a plain spreadsheet with no macros and no add-ons. Yellow cells are for typing and gray cells hold the formulas. It works in Excel, Google Sheets and Numbers.

Template only, not legal or accounting advice; have a local professional review your set-up. Trust-account rules vary by state, so check the rules that apply to you.

What is inside (7 sheets)

• Owners - three sample owners with management fee % and reserve target, with room for six.
• Ledger - 60 rows (37 filled): date, owner, type (payout in, expense out, management fee, reserve, owner draw), description, reference, amount, effect, suggested fee and a running balance per owner using SUMIFS on the rows above, with an overdrawn flag.
• Reserve Balance - reserve target against reserve held for each owner, % funded, status, monthly top-up and a chart.
• Pass-Through Expenses - receipt number, vendor type, owner, amount and a receipt attached Y or N, with flags for a missing receipt, an expense not in the ledger, a different amount and an approval limit.
• Monthly Reconciliation - bank statement balance plus deposits in transit minus outstanding items, compared with the ledger and the owner balances, with an OK or Investigate flag and a six-month log with a chart.
• Multi-Owner Summary - payouts, fees charged and due, expenses, draws, reserves, available balance, total held and share for every owner.
• Read Me - how to use the workbook and what the colors mean.

Sample data (three owners and 37 transactions) is included, so every number, flag and chart shows a real result from the first click. Replace it with your own in about 30 minutes.

Files you receive

• Owner-Funds-Trust-Ledger.xlsx - editable workbook
• Owner-Funds-Trust-Ledger.pdf - printable overview of every sheet
• START-HERE-How-to-Edit.pdf - editing guide for Excel, Google Sheets and Numbers

How it works

1. Download the ZIP after checkout.
2. Open the .xlsx in Excel, or upload it to Google Drive and open it with Google Sheets.
3. List your owners, then add each payout, fee, expense and draw to the Ledger.
4. At month end, type the bank statement balance on Monthly Reconciliation and check that it says OK.

FAQ

Do I need Canva? No, this is an Excel file.

Is this legal or accounting advice? No. Trust-account rules vary by state, so check the rules that apply to you and ask a local professional to review your set-up.

Can I use it for one owner? Yes. Keep a single row on the Owners sheet. It also works for several owners at once.

Does it work in Google Sheets? Yes. Upload the file and open it with Google Sheets. The formulas avoid add-in functions.

License: personal and single-business use. Please do not resell or redistribute the files. Template only, not legal, tax or financial advice; have a local professional review your numbers. Airbnb, VRBO and Booking.com are trademarks of their respective owners; this product is not affiliated with or endorsed by them.