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How do I automate rental statements?

The Rental receipts workflow turns your monthly property-manager statements into rental income and expense transactions. You set up one workflow per property, forward the statement, review the extracted lines and post them to the property's books.

You need at least one rental property first — see How do I add a rental property?

Set up a property's workflow

Step 1. Go to Workflows and open the Rental receipts card.

Step 2. Click Add property and pick the rental property. Each card shows whether the workflow is set to Auto-post on or Manual review.

Step 3. Open the property's setup page. The Forwarding address shown here is your personal address (like u.xxxxxxxx@inbox.myaccountant.com.au) — one address works for every property. Use Manage inbox to copy or rotate it.

Step 4. Under Default account mapping, choose a Default income account and Default expense account. These are used when an extracted line doesn't match any rule.

Step 5. Turn on Auto-post runs if you want statements with no review flags posted to your books without manual review. It's off by default.

Step 6. Under Label rules, map specific statement labels to accounts — for example "Management Fee" to your property-management-fees expense account. Type the label, pick the account and click Add. Rules win over the defaults, and labels are matched regardless of case and spacing.

Step 7. Click Save settings, then set up a Gmail/Outlook auto-forward filter from your property manager — see What are Workflows?

When a statement can't be matched to a property

Statements forwarded to your personal address are matched to a property automatically using the addresses in the email. If a statement can't be matched confidently, it appears on the Rental receipts page in an amber panel — "… statements need a property". For each one, use Pick a property and click Assign. The lines are re-mapped using that property's rules, and myaccountant remembers the sender so future statements from them match automatically.

Review a statement

Step 1. Open the property's workflow to see its Statement history. Each run shows the statement period, when it was received, the gross rent, net deposit and number of lines, plus a status badge — Pending review, Needs property, Posted, Failed or Duplicate.

Step 2. Click a run to expand it. You'll see the extracted lines — each with its label, direction (Income or Expense), the account it's mapped to, a confidence percentage and the amount — plus the Stated net deposit against the total Computed from lines.

Step 3. Fix anything that's off. Click a line's pencil icon to open Edit line: change the Mapped account or correct the Amount (a Reason for override is required when you change an amount — the original value is kept for audit).

The run tells you when it's ready: "All lines mapped and net balanced. Ready to post." If there's a net mismatch or an unmapped line, posting is blocked until you fix it.

Post, reject or delete

  • Post to ledger — creates the income and expense transactions on the property. Once posted, the run shows "Posted to ledger on" with the date.
  • Reject — type a reason and click Reject run. The run is marked as failed, stays in history for audit, and never posts.
  • Delete run — permanently removes an unposted run and its extracted lines. Posted runs can't be deleted.
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