Viewing and Editing an Owner

The owner profile page gives you a complete view of an owner's details, banking information, linked properties, invoices, statements, and contacts — all in one place. Use this page to keep owner records up to date and manage everything related to how you communicate with and pay that owner.

The Owner Profile Page

To open an owner's profile, go to Owners in the left navigation and select the owner's name from the list.

Side Cards

The right side of the profile displays several summary cards:

• ACH Banking Details — Shows the routing number, account number, account type, and beneficiary name on file. Stored numbers are masked for security (for example, *****0021), showing only the last four digits.
• Wire Banking Details — Shows wire transfer banking information if it has been entered. Fields display masked when values are saved.
• Inventory Settings — Shows the owner's inventory pricing tier (for example, Cost (No Markup)). If the owner inherits a global markup rule, the label notes this.
• Owner Portal — Lets you invite the owner to the Topkey portal so they can log in and view their statements. If the owner has no email address on file, this card prompts you to add one first.
• Request ACH Info — Explains how to collect banking details securely. To request ACH information from an owner, add a contact for them and use the Send Secure ACH Link action on that contact record (covered in the Contacts section below).

Each card with a pencil icon in the top-right corner links directly to the edit form so you can update that information quickly.

Tabs

The main area of the profile contains six tabs:

• Addresses — Billing and mailing addresses on file for the owner. Use Add Address to add a new one.
• Properties — All properties linked to this owner. Use Add Property to associate additional properties.
• Invoices — Invoices sent to this owner, with dates and statuses.
• Payment Requests — Owner payment requests, including amounts, what the payment is for, and current status. You can initiate a new payment from this tab using Pay Owner.
• Statements — Owner statements with payout amounts, routing number used, and payment status.
• Contacts — All contacts linked to this owner (covered in detail below).

Editing Owner Details

To edit an owner's information, click the pencil icon on any side card or navigate to the owner profile and select the edit option. The Edit Property Owner form opens as a modal.

Editable Fields

Basic Information

• Name — The owner's full name or business name.
• Phone number — Enter the number along with the country code (selected from the flag selector on the left).

Address Information

• Street address, city, state, and ZIP code for billing and mailing addresses.

Banking Info

• Account Type — Choose checking or savings.
• Beneficiary Name — The name on the bank account.
• Routing Number — Must be exactly 9 digits. If a value is already saved, it displays masked (for example, *****0021). Leave it as-is to keep the existing number.
• Account Number — Displays masked if previously saved. Leave it as-is to keep the existing number.

Wire Information

• A separate section below ACH Banking Info collects wire transfer details: beneficiary name, account type, routing number, and account number. These are used when paying an owner via wire transfer.

Inventory

• Inventory Pricing — Set to Cost (No Markup) or Markup to control how inventory items are priced for this owner.

Owner Statement

• Contract — Assign an owner statement contract template to use when generating statements for this owner.

Saving Changes

When you are finished making changes, click Save Owner. Click Close to discard changes and return to the profile.

1099 Reporting Fields

The 1099 Reporting section of the edit form stores the tax information needed for year-end reporting.

• Tax ID (SSN/EIN) — Enter the owner's Social Security Number or Employer Identification Number. The field accepts formats such as XXX-XX-XXXX or XX-XXXXXXX.
• Tax Classification — Choose one of:
  • Employee (W-2)
  • Individual Contractor (1099)
  • Business Contractor (1099)
• Upload W9 — Attach a signed W-9 or 1099 form. Accepted formats are PDF and Word documents; the file must be under 5 MB. Once uploaded, a download link appears on the ACH Banking Details card on the profile page.

Merging Duplicate Owner Records

If you have a duplicate owner record, you can merge it into another owner directly from the edit form. At the bottom of the Edit Property Owner form, find the Merge Options section.

1. Under Merge with another owner, select the owner record you want to merge this one into.
2. Click Save Owner to complete the merge.

When a merge is completed, all properties, statements, and banking information from this record transfer to the selected owner. For identity fields such as name and external IDs, records sourced from a PMS take precedence. All other data — banking details, contacts, properties, and statements — fills in any gaps on the surviving record without overwriting existing values.

Managing Contacts

The Contacts tab on the owner profile lists everyone associated with that owner — such as a spouse, bookkeeper, property manager, or other representative.

Adding a Contact

1. Click the Contacts tab on the owner profile.
2. Click Add Contact.
3. Fill in the contact's First Name, Last Name, Email, and Phone number (with country code).
4. Optionally check Preferred contact to mark this contact as preferred for communications.
5. Optionally check Receives owner statement emails to make this contact a statement recipient.
6. Click Create Contact.

Preferred Contacts

Each contact has a star icon next to their name. Clicking the star toggles their preferred status on or off. You can star as many contacts as you like — all starred contacts receive owner notifications. If no contacts are starred, all contacts receive notifications.

Statement Recipients

When adding or editing a contact, check Receives owner statement emails to ensure that contact automatically receives owner statement emails whenever statements are sent. This is independent of preferred status and can be set on any contact.

Sending a Secure ACH Link

Instead of entering banking details yourself, you can send the owner a secure link so they can submit their own ACH information directly. This keeps sensitive data out of email threads and preserves any existing masked values already on file.

To send the link from a contact record:

1. On the Contacts tab, locate the contact you want to send the link to.
2. Click Send Secure ACH Link next to that contact.
3. Choose the delivery method:
   • Send via Email — Sends the secure link to the contact's email address.
   • Send via SMS — Sends the secure link as a text message to the contact's phone number. This option appears only if the contact has a phone number on file.
4. Confirm the prompt to send.

The owner receives a tokenized link they can use to enter their banking details. When they submit, Topkey stores the information securely without exposing it in plain text. Any existing masked values are preserved if the owner does not change them.

Owner 1099 Reporting

The Owner 1099 Reporting page gives you a consolidated view of payment totals for each owner during a tax year, helping you identify who meets the IRS reporting threshold and export the data you need for filing.

To access the report, go to Reports → Owner 1099 Reporting in the left navigation.

What the Report Shows

Each row in the report displays:

• Owner — The owner's name.
• Tax Classification — The classification set on the owner's record (for example, Individual Contractor (1099)).
• Tax ID — Masked for security, showing only the last few digits.
• Address — Flagged as Missing in orange if no address is on file.
• Email — The owner's email address.
• 1099 Form — Indicates whether a signed W-9 or 1099 document has been uploaded. Flagged as Missing if none is attached.
• Total Paid — The total payments made to the owner for the selected tax year. Owners below the IRS reporting threshold are noted (for example, Below $2,000).

At the bottom of the page, summary badges show the total number of owners in the report, how many are over the reporting threshold, and the overall total paid.

Filtering the Report

Click Filters to narrow the report by:

• Tax year — Select the year you are reporting on.
• Tax classification — Filter to a specific classification such as Individual Contractor (1099) or Business Contractor (1099).
• Specific owners — Limit the report to one or more owners by name.
• Payment types — Filter by the types of payments included in the totals.

Exporting

Use the buttons in the top-right corner to export the report:

• Export CSV — Downloads a spreadsheet with owner details and payment totals.
• Export ZIP — Downloads a ZIP archive that includes uploaded 1099 forms along with the report data.

Frequently Asked Questions

Why are the routing and account numbers masked on the profile and edit form? Topkey masks stored banking numbers so that only the last four digits are visible, protecting sensitive financial information. If you edit the owner and leave a masked value unchanged, Topkey keeps the existing number on file — you do not need to re-enter it.

Can more than one contact be marked as preferred? Yes. You can star as many contacts as you like. All starred contacts receive owner notifications. If no contacts are starred, all contacts on the owner record receive notifications. For operations requiring a single recipient, Topkey uses the starred contact with the lowest record ID.

What happens to an owner's data when I merge two records? All properties, statements, banking details, and contacts from the record being merged transfer into the surviving record. PMS-sourced identity fields (name and external IDs) take precedence. Other data fills gaps without overwriting existing values on the surviving record. Merging cannot be undone, so confirm your selection carefully before saving.