Check the calculation behind your monthly minpaku payout
Reconcile the period, source records, fee basis, external costs, and adjustments instead of reading only the final amount.
A monthly settlement statement is not only a scorecard for whether revenue was high or low. It should show which reservations were included and how cancellations, refunds, OTA fees, management fees, and external costs led to the owner's final payout.
In short: confirm that you can trace gross revenue to the final payout using the same source records, that management fees and external costs are separated, and that pending or next-month adjustments are visible.
StayJP includes a monthly settlement statement in every plan. Covered fields, formulas, closing date, delivery date, and format are set by contract. It is not a tax return or a real-time dashboard.
Three questions a monthly statement should answer
First, which reservations and revenue belong to the period? Second, what was added or deducted under which contractual rule? Third, what is the owner's payout and which pending items carry forward?
If those answers do not match reservation details, OTA transaction records, and approved costs, the final figure cannot be reconciled. Look beyond labels and confirm identifiers and calculation rules that lead back to source data.
Do not confuse StayJP's three reports
- Weekly operations report
- Every plan
- Monthly operations report
- 15% and higher
- Monthly settlement statement
- Every plan
Organizes verifiable reservation, accommodation revenue, occupancy, and upcoming operations data.
Organizes reviews, cleaning schedules, and verified operating issues for the month.
Separates revenue, fees, costs, adjustments, and the owner's payout under the contract.
Nine items to check in a monthly settlement
- 1. Period and property: confirm the closing basis, property or room, currency, and balance carried from the previous month.
- 2. Accommodation revenue by reservation: trace reservation ID, stay date, payout date, OTA, and room charge to contractual gross revenue.
- 3. Changes, cancellations, and refunds: identify the month containing rate changes, cancellation fees, guest refunds, and OTA adjustments.
- 4. OTA and payment fees: match amounts and currencies to OTA statements and show them separately from management fees.
- 5. Management fee: match the 10%, 15%, 20%, or 30%+ rate and its revenue basis to the contract.
- 6. Consumption tax on the management fee: separate the tax amount and taxable basis from the management fee itself.
- 7. Cleaning costs: match cleaning count and reservations and identify owner-paid items or 30%+ inclusion within the contract limit.
- 8. Supplies and approved extras: separate basic supplies, +alpha extras, and owner-paid actual vendor costs.
- 9. Owner payout: reproduce the same result from revenue, deductions, additions, carryovers, and next-month adjustments.
Use the same defined terms as the contract
A monthly settlement generally applies adjustments to contractual revenue, separates OTA and payment fees, the management fee and its consumption tax, and owner-borne external costs, then confirms the owner's payout.
The contract must define the fee basis, the order in which cancellations, refunds, taxes, and cleaning are treated, and how closing and payout dates are handled. A general formula does not establish the actual payout.
- Use the same definitions of gross revenue, management-fee revenue basis, and owner payout in the contract and statement.
- Confirm whether reservation date, stay date, or OTA payout date controls monthly recognition.
- Define how next-month items such as cancellations, refunds, chargebacks, and exchange differences are corrected.
- Keep the original figure and record the adjustment reason and affected reservation.
Carry plan cost boundaries into the statement
- The monthly settlement statement is included in every 10%, 15%, 20%, and 30%+ plan. The delegated work and cost scope differ, not the existence of the statement.
- Cleaning costs under 10%, 15%, and 20% are not automatically included in the management fee and are identified as owner-borne under the contract.
- Under 30%+, cleaning, basic linen, towels based on guest count, shampoo, conditioner, body wash, and laundry detergent are included within the contract limit.
- Under 30%+, toothbrushes, slippers, extra towels, air freshener, and similar extras use a +alpha percentage agreed before work, not receipt-by-receipt reimbursement.
- Repair, replacement, interior, and appliance arrangements and all related product, part, travel, installation, removal, and construction costs remain owner-managed under every plan.
- If onsite inspection or emergency local response has additional conditions, connect the task, date, approval, and contractual cost category in the statement.
A monthly settlement is not a tax return
After contract, StayJP organizes OTA revenue, management fees, and contract-defined operating costs in monthly settlement data. Tax classification, deductible-expense decisions, return preparation or submission, and tax representation are excluded.
The owner checks costs and original evidence outside StayJP's records and gives them to the owner's tax accountant, who specifies the required format and additional documents. Statement labels do not determine tax treatment.
Reconcile unsettled items when changing managers
- Separate the old and new manager's settlement periods, final closing dates, and final payment dates.
- Assign payout, refund, and fee responsibility for reservations booked before but staying after the transfer date.
- Transfer receivables, payables, deposits, refunds, chargebacks, and next-month adjustments by reservation.
- Receive OTA statements, cost approvals, cleaning records, carryovers, and prior correction history.
- Preserve necessary transaction data and reports before removing account access.
Summary: verify a reproducible calculation, not only the total
A useful monthly statement does not make revenue or costs look impressive. It lets the owner reproduce the payout from reservation records using consistent rules. When comparing managers, inspect field definitions, source reconciliation, correction history, and owner-borne costs rather than presentation alone.
- Expect a monthly settlement statement under every plan.
- Define revenue basis, cancellations, refunds, and closing date in the contract.
- Separate management fees from OTA, cleaning, repair, and other external costs.
- Do not mix 30%+ limited inclusions, +alpha items, and owner-paid vendor costs.
- Confirm tax decisions and filing with the owner's tax accountant.
StayJP reviews current OTAs, payout accounts, and the treatment of cleaning, supplies, and additional costs before discussing the settlement fields and delivery method for an available plan.
Check contractual fee, cost, and reporting items in official sources
Official materials support the remuneration, necessary-cost, and management-performance items a Housing Accommodation Manager explains and reports. StayJP's monthly settlement is an additional contractual report, not the statutory periodic report or a tax return.
- Japan Tourism Agency: manager remuneration, costs, and reports
- MLIT: standard Housing Accommodation Management contract
Reviewed: August 20, 2026
Frequently asked questions about monthly settlement
Which plans include a monthly settlement statement?
Every 10%, 15%, 20%, and 30%+ plan includes it. Fields, formulas, closing date, delivery date, and format are set by contract. It is separate from the monthly operations report included from 15% upward.
Which revenue is used to calculate the management fee?
The contract defines how accommodation revenue, cancellation fees, refunds, taxes, and cleaning are treated. Confirm that the statement's management-fee revenue basis matches the contract definition.
Does 30%+ include every cleaning and supply cost?
No. Cleaning and specified basic linen and supplies are within the contract limit. Toothbrushes, slippers, extra towels, air freshener, and similar items use a +alpha percentage agreed before work.
Can repair costs be deducted through the monthly statement?
Repairs, replacements, interior work, appliance arrangements, and external costs remain owner-managed under every plan. If a settlement entry is needed, confirm the work, approval, original evidence, and recognition month in the contract and individual agreement.
Can I use the monthly statement directly as a tax return?
No. StayJP organizes contractual operating settlement data; it is not a completed tax return. Ask the owner's tax accountant to determine tax classification, deductible expenses, and return preparation and submission.