Accounting Module Setup
Last modified: 24 April 2025Say Goodbye to your Hated Accounting Spreadsheets! Streamline Finances in Your Vacation Rental Business: Setting Up the Accounting Module
This Module is designed to handle the Accounting of YOU as a Vacation Rental Manager, to help you save time and reduce human errors.
It will show what you, your Rental Owners and other collaborators should earn from the activity.
Moreover, you can create Invoices, send the details to your collaborators, keep track of the payouts that were done and get Net Accounting Statistics.
The Accounting Module is adaptable to any type of business. No matter how you operate, we can help you find the way to fit your needs.
How to set up a successful strategy in your Vacation rental Business
✅ Core Concepts
What you need to know:
The module runs on three building blocks:
Recipients: Who gets paid
Strategies: How the money is split
Statements & Payments: When and how you confirm and process those payouts
The Recipients are all persons and/or companies that should earn money from any given Reservation/Service/Fee/Tax. You will need to create a Strategy for each one of them to indicate to the system how much each of them receives from the earnings of each of the Rentals. This is a one time set-up.
Once the Strategies are set up, you'll choose the periodicity you'll want to account your Bookings for, decide whether you'll group them per Rental Owner, per location, or do a Statement for each Rental individually.
You can do this by simply scheduling out the Statements + Payments with the periodicity needed in each case. This is a one time set-up.
Statements = summary of the incomes of your Bookings during the selected period + for the selected Rental(s)
Payments = the result of applying the Recipients Strategies on your Statements = how much each collaborator should earn for each Statement
You will just need to open the Statements each accountable period to check that all details are correct and send it to your collaborators.
🔄 Daily Operations
📊 Generate Statements
Automatically or manually create summaries
Includes bookings, services, fees, and earnings
Preview and confirm before sending
🔍 Booking Breakdown
View and edit booking details
Add one-time costs like cancellation or maintenance fees
💸 Recipient Payments
Review calculated payouts per recipient
Apply manual adjustments if needed
Reset or edit payout logic as needed
🧾 Invoicing & Communication
Create & Send Invoices
Generate from individual payments or statements
Customize logos, VAT, and recipient details
Send by email with attachments
⚙️ Configuration Options
Setting | Description |
|---|---|
Net/Gross Calculation | Decide if income is calculated after (net) or before (gross) OTA commissions |
Booking Date Basis | Use check-in or check-out dates for accounting periods |
Fees and Services | Specify who earns income from added fees |
✏️ Optional Features
Add one-time costs (e.g., repairs, penalties)
Mark payments as paid to track completed payouts
Use Accounting Statistics to view net income per recipient
🧠 Tips & Best Practices
Create a recipient named “Clients with Incidences” for irregular charges
Use Preview Mode to verify statements before sending
Periodically review and update recipient strategies
🛠️ Troubleshooting
Issue | Solution |
|---|---|
Incorrect payouts | Review the applied strategy settings |
Missing invoices | Check recipient email and role setup |
Email not sent | Verify connectivity and SMTP configuration |