Staff Portal SOP
Finance & Disbursements
This page outlines how bookings are reconciled, expenses recorded and owner disbursements processed using Property Stack and trust accounting procedures.
Accuracy first
All payouts must be correct before releasing funds.
Match records
Property Stack, bank and invoices must align.
Document everything
Every adjustment must be recorded clearly.
Disbursement Workflow
Step 1
Confirm Booking Complete
- Guest checked out
- Cleaner report received
- No outstanding issues
Step 2
Review Charges
- Accommodation amount
- Cleaning fee
- Channel fees
- Commission correct (NOT on cleaning)
Step 3
Add Expenses
- Linen costs
- Maintenance
- Admin charges
- Owner-approved costs
Step 4
Check Property Stack
- Ledger matches booking
- No duplicate charges
- No missing items
Step 5
Process Disbursement
- Confirm payout amount
- Run payment (ABA / transfer)
- Record payment reference
Step 6
Final Check
- Statement reflects payout
- Owner balance correct
- No outstanding discrepancies
Common Errors to Watch
Commission Errors
Commission applied to cleaning instead of accommodation only.
Missing Linen Charges
Linen not recorded correctly from cleaner report.
Duplicate Charges
Same cost added twice in Property Stack.
Incorrect Channel Fees
Booking.com or OTA fees misapplied.
Timing Errors
Bookings falling into wrong statement period.
Unrecorded Adjustments
Manual corrections not noted for future reference.
Non-Negotiables
- Never disburse without checking Property Stack
- Never guess missing amounts
- All adjustments must be recorded
- Trust account compliance must be followed
- Errors must be corrected and documented immediately