Month end for a managed site
The operator runs a flexible workspace floor in a landlord's building under a management agreement. Each month, it reports revenue, costs, occupancy and the calculation of the landlord's share and the operator's fee. The agreement defines which revenue counts, which costs can be deducted, and how fees are calculated.
The finance team exports invoices from Xero, filters by site, adjusts for credit notes and deposits, pulls occupancy from the membership platform, adds costs from the ledger and applies the fee calculation in a spreadsheet. The landlord's asset manager asks why meeting room revenue is lower than last month and why a cleaning invoice was included. Answering takes another day.
Why landlord reporting is manual
Management agreements and revenue share deals have become more common as landlords look for flexible space in their buildings without running it themselves. Each agreement is negotiated separately, so no two report the same way.
- Revenue definitions differ: memberships, meeting rooms, events, virtual office, extras.
- Deductible costs differ, and some need allocating between sites.
- Fee calculations have tiers, thresholds or incentives.
- Credit notes, discounts and deposits need specific treatment.
- Each landlord wants its own report format and supporting detail.
How the agreement is read is for your finance team and advisers. Once it is agreed, applying it each month can be automated.
The data is also coded for your own purposes, not the landlord's. Your chart of accounts may lump meeting room income across sites, or record a shared community manager's cost centrally. Each month, someone splits those figures by hand to fit the agreement.
What the monthly rebuild costs
Senior finance time goes into assembly each month for each managed site. Errors in the calculation affect the operator's income and the landlord's trust. Queries from the landlord take days to answer because the working is in a spreadsheet. And as you add managed sites, the reporting burden grows with each one.
The relationship with the landlord depends on it. A partner who receives a clear, consistent report on time, with answers to hand, is a partner more likely to offer you the next building.
The landlord reporting we build
- Each agreement's definitions are written into rules: which revenue types count, which costs are deductible and how they are allocated, how fees and shares are calculated, and how credit notes and discounts are treated.
- Revenue data comes from your membership platform and accounts system, tagged by site and type. Costs come from the ledger, tagged or allocated by site.
- Each month, the calculation runs per site and agreement, with every line traceable to the invoices and costs behind it.
- Sense checks compare with previous months and flag large movements, with the invoices that explain them.
- The report is produced in each landlord's format, with occupancy and commentary prompts, for your finance lead to review and send.
- Landlords can be given a view of the supporting detail they are entitled to, through a portal, if you choose.
| Report line | Source | Rule |
|---|---|---|
| Membership revenue | Platform and invoices | Agreement's revenue definition |
| Meeting rooms and events | Bookings and invoices | Included or excluded per agreement |
| Operating costs | Ledger | Deductible list and allocation |
| Operator fee | Calculated | Tiers and thresholds from the agreement |
| Landlord share | Calculated | Agreement's share mechanism |
How month end changes
The report is ready soon after the month closes, calculated the same way every time. Landlord queries are answered by opening the line. Adding a new managed site means adding its rules, not another spreadsheet. And your finance team spends time on the relationship rather than the arithmetic.
Forecasts for each managed site can use the same rules, so both sides see the expected share for the months ahead from known agreements and notices.
Is this your landlord reporting?
- Landlord reports are rebuilt in a spreadsheet each month.
- Each agreement defines revenue and costs differently.
- Landlord queries take days to answer.
- Costs are allocated between sites by hand.
- Adding managed sites adds reporting work.