Document Index

Who issues which document, how often, in which file to store it, and where this is explained.

Much of the tension between a property owner and their property management company stems from a simple question: Who produces which document, and when? In short-term rentals, documents pile up—invoices, reports, inspection reports, and certificates—and each follows its own timeline.

This page brings together all the documents related to your vacation rental: those issued by Loca'Zen, those you provide, and those from third parties such as the city hall or your insurer. It also clarifies what is not our responsibility.

• The monthly summary invoice: your accounting document, broken down by stay.
• Performance Reporting: Key Metrics for Managing Your Property.
• The service report: a written record of all maintenance work performed on the residence.
• The damage report: the document that initiates the claims process—whether through a platform or an insurance company—within strict and mandatory timeframes.
• The Annual Summary: a summary of the fiscal year, intended for your tax return.

• Your tax return. This is the responsibility of your accountant.
• Calculating Your Taxes. We provide the amounts, not their classification.
• Advice on selecting a plan under the concierge service agreement. A study may still be conducted under a separate framework, pursuant to a separate engagement letter.

• Send the summary to your accountant early. In March, he has time; by May, he doesn't.
• Reconcile your bank statements with the summary every month. A discrepancy found in January can be corrected; the same discrepancy found in April must be accepted.
• File documents as you go. The documents can be kept for ten years, and reconstructing them later is much more expensive than filing them.
• Year-end documents arrive at different times. A December stay for which payment was received in January is recorded in the fiscal year in which the payment was received: this is the primary source of discrepancies with your statements.

When will I receive my monthly bill?

At the end of the month following the billing period. Therefore, you will receive an invoice for July at the end of August.

Can I send these documents to my accountant as is?

Yes. They are issued in electronic format and designed to be archived and used without requiring any further processing on your part.

What should you do if a document is missing?

Report it in writing, through a traceable channel. Reissuing it is not a problem.

Do you provide a certificate for my insurance company?

We provide the Loca'Zen insurance certificate upon signing the contract and at each renewal. You are responsible for arranging your own non-occupant landlord insurance.

Updated as of July 27, 2026 · Describes the current service agreement. The agreement and its appendices take precedence over this content, which is provided for educational purposes.