What reports to send the owner of an Airbnb you manage

If you manage other people’s properties, you know the messages. The owner wants to know whether the place is ready, how much the month has made so far, who arrives this weekend and whether the house is free in December so they can go with the family. And when something breaks, how much it’s going to cost.

Each question takes two minutes to answer. The hard part is that they come in at any hour, from every owner, and the answer is nearly always somewhere else: the photos in the cleaner’s group, the money in Airbnb and the repairs in your head. A manager we spoke with told us that when the owner asks whether the pool has been cleaned, he sends screenshots from the internal operations group.

With a report that arrives on its own, the owner has the answer before writing to you and asks a lot less.

After every checkout, the first thing the owner wants to know is whether the place is ready for the next guest, so that goes first, with the time it was finished.

The photos go underneath, room by room and in order, instead of the 24 the cleaner sent you mixed in with voice notes. Put together one report per clean with the kitchen, the bathroom and the bedrooms, and add the list of what was done: change sheets and towels, restock paper and soap, take out the trash and check that the AC cools. If something was missing, like two towels or a dead bulb, it goes right there.

The photos need the time they were taken. If a guest later says the bathroom was dirty, that photo is what you have, and it works for the owner as much as for you. How to put that report together without going to the property is in our article on checking a clean without going.

Once a month, the owner wants to see what came in and what was spent, side by side.

If the property is on Airbnb, what came in is in the Earnings dashboard. On a computer you go to Today, then Menu, then Earnings, filter by that property’s listing and by the month’s dates, and export a CSV file. If the owner would rather have something they can read without Excel, the same section lets you create a custom report for those dates and that listing and download it as a PDF.

If the listing is on your account and the owner wants to see it in Airbnb themselves, you can add them as a co-host, but watch the permission level. According to Airbnb’s help pages, only full access shows the earnings dashboard, and that same access also lets them edit the calendar and the prices. With calendar access they see the dates, without being able to change them and without seeing the earnings.

What was spent is what gets argued about most. Send the list of what broke at their property that month, with the photo of each fault, who reported it and whether it’s resolved. A manager who also does maintenance put it this way on a call: for him every one of those reports is money, because a new shower head or a pest problem ends up as a quote for the owner. How to keep that list property by property is in our article on preventive maintenance.

Some owners would rather go in and look on their own, whenever suits them. For them there’s Upbridge’s owner portal, where each owner logs into their own panel and sees their property.

There they see the report of every clean, with the photos of each room and the tasks that were done. On the calendar they see who arrives and when their place gets cleaned, along with their bookings. If they want a few nights for themselves, they book them from their panel instead of messaging you. You decide what each owner sees.

And if they’d rather ask, they message Cleo, our AI operations assistant, on WhatsApp. Cleo answers in that same chat and sends them the cleaning report, so the Sunday “is it ready?” no longer lands on you.

Pick a format and stick to it. After every clean, send the owner the time the place was ready, four fixed photos and whatever was missing. On the 1st they get the month’s earnings report as a PDF, together with the list of faults and where each one stands.

Once the owner knows the report always arrives on the same day, they ask a lot less. And when there are several owners and putting it together by hand piles up on top of everything else, the page below shows how each one sees it in their panel.

1. Airbnb, Help Center: Download your earnings report (Spanish, airbnb.mx).
2. Airbnb, Help Center: What co-hosts can do (Spanish, airbnb.mx), the co-host permissions table.

He wrote and checked this page. Every source is public and linked above.