1. Review Your Accounting Settings
Before starting the payout process, review your accounting settings to ensure that Income Payout options are correctly configured.
Go to Settings
Select Account
Click Accounting
Open Accounting Tasks
Scroll to the bottom to find Income Payout settings
Make sure all options reflect how your company handles payouts.
What do these settings mean?
Omit Payables From Payout
Any outstanding bills for the property will NOT reduce the owner’s payout.
Example:
If the property has $5,000 available and a $600 plumbing bill outstanding, the owner will still receive the full $5,000 payout instead of $4,400.
Hold Prepaid Receivables
Any rent or charges paid in advance will be held and not paid out to the owner yet.
Example:
A tenant pays December rent early on November 10th. If this setting is enabled, that prepaid rent will be held until December and won’t be included in the November payout.
Hold Payables Outstanding as of the Posting Date
If there are unpaid bills on the posting date of the income payout, Propra will set aside enough funds to cover them and reduce the owner’s payout.
Example:
If there’s $5,000 available but a $1,200 invoice is still unpaid and there is a future bill for $500, the system will reserve the $1,200 and only make $3,800 available for the payout. The $500 future bill is not included in the calculation.
2. Confirm Receivables and Payables Are Updated
Before generating owner payout reports, review your:
Receivables — ensure all rent and other deposits have been recorded
Payables — confirm all bills and payments are up to date
Accurate payouts depend on accurate financial entries.
3. Set Up Your Owner Payout Bundled Report
Propra uses bundled reports to generate one payout report per owner and property. If your bundle is already created, you can skip this step. To create a bundled report:
Go to Accounting → Reports
Select Bundled Reports
Click the three-dot menu
Choose Manage Bundled
Select Add Report to Bundle
Name your bundle (e.g., Owner Payout)
Select the Income Payout report
Your bundle is now ready for use each month.
4. Review Variance Report and Investigate Findings
There are 2 reports that can be used to speed up reviewing the property's financial statements.
Income Payout Variance: This report will compare the payout for the report date against the previous payout and the average of the previous 6 months of payouts. By reviewing this report you will be able to see which properties have an unusual payout amount and can see which ones need investigating
Portfolio Disbursements: This report will show the balances for each section of the income payout reports for all properties under management
After identifying the properties that need investigation you can run the Income Payout report for each of those properties to see the exact transactions that create the payout amount.
If you need to make adjustments or more detailed investigation use our How to Investigate a Transaction article for step-by-step guidance.
5. Generate Owner Payout Reports
Go to Bundled Reports
Click + New Bundle
Select your Owner Payout bundle
Select the owners you want to generate reports for
If you cannot select “All,” increase the rows per page at the bottom of the screen
Choose your date range
From your last payout date
To your current payout date
Run the report bundle
Propra will generate an income payout report for each owner and property.
5. Review and Validate Reports
If you did not complete your investigation earlier it is important to open each report and review the details. The most important number to confirm is the Available for Distribution amount. Update the review status using the three-dot menu:
Green checkmark – report is correct
Orange triangle – requires financial review
Red X – report is incorrect
If you need to investigate any numbers, open a second window so you don’t lose your report list. Use our How to Investigate a Transaction article for step-by-step guidance.
After making corrections, re-run only the reports for the owners or properties you adjusted. Your reports will remain on the reports page for six days, so the new versions will appear alongside the originals. Delete the incorrect versions by selecting the garbage can icon and keep the accurate ones.
6. Share Reports With Owners
Once all reports are approved:
Select the reports
Click Share
Owners will receive an email letting them know a new document is available in their portal, and the PDF will also be attached to the email.
A copy of the PDF shared will also be available under the Owner's Document tab so that you can always see exactly what was shared with the owner.
7. Create the Income Payout Batch
Now that the reports are finalized and shared, you can create the payout entries.
Go to Accounting → Tasks
Select Income Payout
Choose your properties
Select the payout date, this should be the same date as the reports
Create the batch
You’ll see a preview of all payout amounts. These numbers should match the reports you reviewed. Click Confirm, then Post.
8. Post or Process Payments
After posting the batch, go to your Payables table and post the payment of the income payout bills.
To filter:
Use the search bar and type Income Payout.
Then:
Select the payouts you want to process
Choose either:
Process Payments (if using Autopay with VoPay), or
Post (if paying outside Propra)
Select your payment date
Choose your payment method
For Autopay, “EFT” will be selected automatically
Click Post
If using Autopay, the batch will move to the Approvals page, where your accounting administrator can finalize and process the payments.
9. Approve the Income Payout Payment Batch (Autopay Only)
If you are using Autopay with VoPay, there is one final step to complete before the funds are moved.
Go to Accounting → Approvals
Select Autopay Payments
Click on the Income Payout batch to review the payments
Use the + icon beside each line to expand and view full payment details
Once everything looks correct, select Approve Payment Batch
This finalizes the batch and begins processing the funds through VoPay. Once approved, the payouts will move according to your payment timelines and will appear in your Autopay history. The timeline for all Autopay transactions is 3-4 business days. When you process a payment the payee will receive a statement in their inbox once the funds have cleared. This ensures that they are not sent a notification about funds being settled prior to the NSF clearing period.
This workflow ensures clean accounting records and clear transparency for your owners.