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Rental Ninja Help Center Help

Accounting Module Setup

Say 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

βœ… 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.

πŸ”„ Daily Operations

πŸ“Š Generate Statements

  • Automatically or manually create summaries

  • Includes bookings, services, fees, and earnings

  • Preview and confirm before sending

πŸ”— Generate Statements & Payments

πŸ” Booking Breakdown

  • View and edit booking details

  • Add one-time costs like cancellation or maintenance fees

πŸ’Έ Recipient Payments

  • Review calculated payouts per recipient

  • Apply manual adjustments if needed

  • Reset or edit payout logic as needed

πŸ”— Set up Recipient Strategies

🧾 Invoicing & Communication

Create & Send Invoices

  • Generate from individual payments or statements

  • Customize logos, VAT, and recipient details

  • Send by email with attachments

πŸ”— Invoice Generation Guide

βš™οΈ 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

    πŸ”— Add One-Time Costs
    πŸ”— Track Payment Status

🧠 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

πŸ› οΈ 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

Last modified: 24 April 2025