Appfolio Owner Statements Customization: Making Them Work For You

Appfolio is a powerful property management software, and a crucial aspect of its functionality is generating owner statements. These statements are more than just numbers; they're a key communication tool between you and your property owners. A clear, concise, and even branded owner statement can significantly improve owner satisfaction and build trust. But out-of-the-box, Appfolio's standard owner statements might not perfectly reflect your brand or the specific information your owners value most.

Fortunately, Appfolio offers a degree of customization. While you can't completely reinvent the wheel, understanding the available options allows you to tailor these reports to better suit your needs and present a more professional image. This post will guide you through the key areas you can customize within Appfolio to create owner statements that truly work for you and your clients.

Understanding the Limitations

Before diving into the customization options, it's important to acknowledge the limitations. Appfolio's owner statement customization isn't infinitely flexible. You can't fundamentally alter the structure or add completely new sections. The customization primarily focuses on:

  • Branding: Adding your logo and company information.
  • Messaging: Including custom notes and disclaimers.
  • Formatting: Adjusting some layout elements and display options.
  • Information Display: Choosing which details to include or exclude.

Keeping these limitations in mind will help you approach the customization process with realistic expectations.

Key Areas for Customization in Appfolio Owner Statements

Here's a breakdown of the main areas where you can customize your Appfolio owner statements:

1. Branding: Adding Your Logo and Company Information

This is the most straightforward and impactful customization. Adding your logo instantly elevates the professionalism of your owner statements.

  • How to: Navigate to Settings > Company > Company Profile. Here, you can upload your logo, which will then appear on all generated statements. Ensure your logo is high-resolution and appropriately sized for optimal display. Also, double-check that all your company information (address, phone number, website) is accurate and up-to-date.

  • Why it matters: Consistent branding reinforces your company's identity and builds trust with owners. A professional-looking statement reflects a professional management service.

2. Custom Notes and Disclaimers: Communicating Effectively

Appfolio allows you to add custom notes and disclaimers to your owner statements. This is a valuable feature for providing context, explaining specific charges, or including important legal information.

  • How to: Go to Settings > Owner Statements > Statement Options. Here, you'll find fields for adding a "Statement Note" and a "Statement Disclaimer." The note is typically used for general messages, while the disclaimer can include legal or regulatory information.

  • Example:

    • Statement Note: "Thank you for your continued partnership. Please note that the management fee for [Month] reflects the increased rent collection efforts due to [Specific Situation]."
    • Statement Disclaimer: "This statement is for informational purposes only and does not constitute legal or financial advice. Please consult with a qualified professional for any specific concerns."

  • Tip: Keep notes concise and relevant. Avoid jargon or overly technical language.

3. Choosing What Information to Include: Tailoring to Owner Preferences

You have some control over the level of detail included in your owner statements. Appfolio lets you choose which financial information to display, such as specific expense categories or detailed transaction breakdowns.

  • How to: In Settings > Owner Statements > Statement Options, explore the various checkboxes and dropdown menus related to "Statement Details." You can typically choose to show or hide things like:

    • Individual expense transactions vs. summarized categories.
    • Property address on each page.
    • Detailed rent collection information.
    • Specific reserve account balances.

  • Consider: Think about what information your owners typically ask about. Including those details upfront can reduce inquiries and improve satisfaction. However, avoid overwhelming owners with unnecessary information.

4. Formatting Options: Adjusting the Layout

While you can't drastically change the layout, Appfolio offers some basic formatting options to improve readability.

  • How to: Look for options related to date formats, currency symbols, and number formatting within Settings > Owner Statements > Statement Options. You might also have some control over font sizes or bolding of certain sections.

  • Example: Ensure the date format is consistent with your region (e.g., MM/DD/YYYY or DD/MM/YYYY). Choose a currency symbol that is easily recognizable by your owners.

5. Utilizing Owner Portals: Providing Additional Information

While not directly related to the printed statement, the owner portal is a crucial extension of your communication strategy. Encourage owners to access the portal for more detailed information and real-time updates.

  • Benefits: The owner portal typically provides access to:

    • Historical statements.
    • Lease agreements.
    • Maintenance requests and updates.
    • Property performance reports.

  • Tip: Regularly promote the owner portal to your clients and provide clear instructions on how to access and use it.

6. Custom Fields and Reporting: Advanced Customization

For more advanced customization, explore the use of custom fields and reporting within Appfolio. While this requires more technical knowledge, it allows you to track and report on specific data points that are relevant to your business and your owners.

  • Example: You could create a custom field to track specific property upgrades or renovations and include that information in your owner reports. You can then use Appfolio's reporting tools to generate custom reports that highlight this data.

Common Mistakes to Avoid

  • Over-Customization: Don't try to cram too much information into the statement. Keep it concise and easy to read.
  • Inconsistent Branding: Ensure your logo and company information are consistent across all communication channels.
  • Ignoring Owner Feedback: Ask your owners what information they find most valuable in the statements and adjust accordingly.
  • Not Reviewing Statements: Always review a sample statement after making changes to ensure everything looks correct.
  • Neglecting the Owner Portal: The owner portal is a powerful tool for providing additional information and improving communication.

Conclusion: Elevate Your Owner Communication

Customizing your Appfolio owner statements is a worthwhile investment of time and effort. By adding your branding, tailoring the messaging, and choosing the right information to include, you can create statements that are both informative and professional. Remember to regularly review your statements and solicit feedback from your owners to ensure they are meeting their needs. By taking the time to customize your owner statements, you can strengthen your relationships with your clients and build a successful property management business.