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Useful Links:

VRBO.com

VacationRentals.com

HotSpotTax.com

VR Website Design

Advertise your property to 25 million travelers.

Please add our link to your website
Click here for info

 

The Complete Solution for Vacation Rental Properties

Recommended by authors: Alfred and Emily Glossbrenner in Choice VR Resources.

Vacation RentPro is a full-featured, single or multi-user, vacation rental management system that saves time and helps increase bookings by providing an integrated solution to manage all aspects of your vacation rental properties.

Below are some of the key benefits and time-saving features it provides.

Key Benefits

General

bullet Easy to get started!  Add your Properties, and start entering Bookings.
bullet Provides an intuitive, easy-to-use, look and feel with many powerful features.
bullet Screens can be displayed side-by-side allowing different types of information to be viewed and updated simultaneously.
bullet Includes powerful Data Filtering features with the ability to save and recall your own custom filters.
bullet Fully Multi-User capable so information can be shared and updated simultaneously on a local network.
bullet Complete Security features built in with optional passwords and sensitive data encryption.
bullet Accommodates multi-regional Currency symbols and Date formats.
bullet Fully compatible with Windows XP, Vista and Windows 7 operating systems.
bullet The perfect compliment to using popular vacation rental advertising sites such as: VRBO.com, HomeAway.com, VacationRentals.com, and others.
bullet Can be used for both Short-term and Long-term rentals.
bullet Customizable and Flexible for the way you do business.
bullet Includes complete Documentation with images and sample data to help you get started.
bullet Affordably Priced.  No recurring charges.  Updates are included for a full year.
bullet Streamlines the entire vacation rental process whether you have one property or many properties.

Bookings, Inquiries, and Quotes

bullet Displays Bookings and Available dates in multi color-coded formats by property, by location, by month, etc.
bullet Displays up to three years of bookings at a time using a unique Timeline Compression feature.
bullet Over 25 pre-defined Filters allow for quickly viewing: Unpaid bookings, Tentative bookings, Past due payments, Deposits to be returned, etc.
bullet Optionally tracks Inquiries up through the actual bookings.
bullet Includes a powerful Click-and-Reply feature for easily responding to rental inquiries with either: Detailed Quotes, Available Dates or Property Lists using custom "Templates" you define.
bullet Instantly creates Bookings from Inquiries in any email program you use. (Recognizes VRBO.com, HomeAway.com, VacationRentals.com and other rental Inquiry sources).
bullet Displaying of Available Dates and Quotes within the Timeline can be turned on and off as preferred.
bullet Tracks important Work Flow items, including: when agreements were sent and received, when cleaners were notified and paid, when confirmations were sent, and others including your own "user-defined" work flow items.
bullet Automatically displays Alerts for upcoming Payments Due, Check-ins, Check-outs, Deposits to Return, etc.
bullet Cleaning dates can be scheduled manually or automatically set to the Check-out date.
bullet Provides User-defined Booking Reminders with automatic notification.
bullet Tracks Owner Pre-payments by booking, and deducts them from the Net Due to Owners on Property Statements.
bullet Provides automatic "Lockout" management for blocking out dates when booking adjoining units of a larger suite, and vice versa.
bullet Allows searching for available dates across all properties, or a specific location or group of properties, with or without specific Amenities.
bullet Tracks and reports on Advertising and Referral sources so you can better spend your advertising budget.
bullet Tracks and reports on "Reasons" so you can track how many tenants are booking for Weddings, Business trips, Vacations, etc., or why guests are canceling.

Documents, Templates, and Emails

bullet Includes a powerful Document Generator allowing an unlimited number of Templates which you can define for various purposes.
bullet Templates can be used to generate emails with attached files, including automatically generated documents and custom email messages with photos.
bullet Generated emails can be automatically sent to tenants, owners, cleaners, managers or other parties.
bullet Templates can be designed in either: Microsoft Word, Plain Text or Html format, and generated as either PDF, Word or Html documents.
bullet Documents can have text and images merged with any Information related to individual Bookings, Properties, Tenants, Owners, Cleaners, etc.
bullet Includes a built-in WYSIWYG Html Editor.
bullet Word Forms with Fill-in blanks and password protection can also be used and generated.
bullet Includes sample templates for Rental Agreements, Owner Management Agreements, Confirmation notices, Thank You notes, Payment Receipts, Cleaning notices, Referral emails, Inquiry Replies, and more.
bullet Emails and documents can be generated and emailed for individual bookings, or for multiple bookings matching certain criteria.

Fees, Discounts, and Taxes

bullet Provides a powerful Rental Fees engine allowing fees to be created at both the Property, and the individual Bookings level.
bullet An unlimited number of Fees can be defined (ie. Cleaning fees, Admin fees, Snow removal, Additional cleaning, Discounts, etc.).
bullet Fees can be specified as to which taxes to apply to each fee and whether or not to apply a processing fee.
bullet Fees can be a Fixed amount, or a Percentage based on either Total Rent or Total Sale (ie. Travel Insurance).
bullet Fees can also be based on the number of "Extra persons", the number of Pets, or other criteria.
bullet Fees can also be "Triggered" based on the number of Nights occupied, allowing you to offer Discounts or add additional charges.
bullet Credit Card Processing fees or Cash Discounts can be calculated based on Total Rent or Total Sale.
bullet Rental Taxes are automatically calculated, including both Sales Tax and/or Lodging Tax.
bullet Tax names and Tax calculation methods can be changed to accommodate Canadian and other Taxes.
bullet Future Tax Rate changes can be specified and automatically applied in future bookings and quotes.

Tenants, Deposits, and Payments

bullet Tracks Tenant information including addresses, phone numbers, email addresses, notes, etc.
bullet Provides the ability to categorize tenants, and to Alert you when booking certain "problem tenants".
bullet Tracks when Security Deposits were returned, the amount returned, and any notes pertaining to deposits withheld.
bullet Optionally generates multi-payment Payment Schedules based on defined payment terms.
bullet Tracks all Payments Received and provides automatic notification of Next Payments due.
bullet Includes a Payment Processing feature which automatically fills in your Payment Processing website forms (virtual terminals) with the Tenant credit card, address and payment details with just one click.  No additional monthly gateway fees are required.
bullet Provides the ability to easily Email tenants from within the application.
bullet Provides the ability to Call or Text message tenants directly using Skype (if installed).
bullet Builds lists of Tenant Email addresses based on your selection criteria so you can send bulk email from any email program you choose.
bullet Exports tenant information to Excel for use with any Mail-merge program you prefer.
bullet Prints Envelopes for one or more Tenants.
bullet Allows you to quickly view All bookings for an individual Tenant.
bullet Your existing Tenants can be Imported from Excel spreadsheets or Outlook Contacts.

Properties, Rental Rates, and Contacts

bullet Property information includes Rental Rates, Rental Fees, Amenities, Commissions, Rental Agreements, Owner Agreements, Contacts and Resources, Posting Accounts, Photos, and more.
bullet Properties can be grouped by Location and/or Groups for easier management of bookings and available dates.
bullet Groups can also be used for posting to Group Web pages showing multiple Availability calendars.
bullet Accommodates multiple Rental Rates including Daily, Weekly, Monthly, Week-to-week, Month-to-month, Weekend, and Seasonal rates.
bullet Property "Parent/Child Relationships" can be defined to provide automatic Lockouts.
bullet Contacts and Resources can be linked to individual or multiple Properties.
bullet Up to 11 Photos can be specified for each property and included in Document Templates and Web pages.
bullet Provides "Owner" and "Blockout" bookings in order to lock out dates.
bullet Provides "Extension Bookings" for when tenants extend their stay or change properties.
bullet Your existing Properties can be Imported from Excel spreadsheets.
bullet Contacts and Resources can also be Imported from Excel spreadsheets or Outlook Contacts.
bullet Provides the ability to easily Email contacts from within the application.
bullet Provides the ability to Call or Text message contacts directly using Skype (if installed).
bullet Generates Owner Management Agreements and tracks when they were sent and received.

Web Posting

bullet Creates Property Group Web pages for listing Multiple Properties based on user-defined Property Groups.
bullet Creates Property Web pages in selectable formats with up to 10 photos including custom formatting, menus, backgrounds and colors.
bullet Optionally posts and updates Availability Calendars to your own Web site automatically.
bullet Optionally posts and updates Cleaning Schedules and Group Cleaning Schedules to your own Web site, as just one of the options for keeping housekeepers informed.
bullet Optionally posts and updates Booking Calendars to your own Web site for Owners or others to view.

Online Bookings and Interfaces with 3rd Party Websites

bullet Optionally Interfaces with Webervations.com for Online Bookings.
bullet Uploads both Availability Information and Rental Rates for properties you've selected to interface with Webervations.
bullet Downloads new Reservations made by Guests from Webervations, and allows you to review them before creating actual bookings.
bullet Automatically checks all your HomeAway Connect calendars for accuracy at the click of a button.  A window showing the required changes is displayed, which is viewable while updating your calendars.
bullet Interfaces with your HomeAwayPM account for updating HomeAway calendars.
bullet Bookings can also be automatically imported from booked dates on HomeAway calendars.  This can be useful if Owners or other parties are updating your HomeAway calendars also.
bullet Note, these Interfaces are "in addition" to the web posting features listed above.
bullet Additional Interfaces are planned for the future.

Expenses, Planned Work and Commissions

bullet Optionally tracks Expenses by Property, Vendor and User-defined Accounts.
bullet Optionally tracks Planned/Scheduled Expenses by Property, and includes Reminders.
bullet Optionally records Owner Payments and tracks Owner Funds on Account.
bullet Optionally tracks Additional Cleanings scheduled outside of Bookings.
bullet Automatically calculates Commissions to one or more parties, and tracks when they were paid.
bullet Prints detailed Payment Vouchers for cleanings, commissions and other expenses owed to Vendors, Cleaners, or other parties.

Reports

bullet Provides professional, pre-built reports for bookings, workflow management, owner statements, and more.
bullet Reports can be emailed directly, sent by FTP to a website, or output to Excel, PDF, Html pages, and other formats.
bullet Reports can also be automatically generated and emailed at the same time to owners and other parties.
bullet Creates Booking Calendars for one or more properties, either combined on one calendar or shown separately.
bullet Creates Occupancy Reports which also include average revenue, comped days, and can be grouped by Property Owners.
bullet Prints or emails detailed Housekeeping Cleaning Schedule Reports.
bullet Creates 3D Graphs of Booking Charts by Month summarizing revenue and nights booked.
bullet Creates 3D Graphs of Booking Charts by Property showing a comparison of selected properties.
bullet Creates detailed Property Statements for Owners, showing bookings, commissions, expenses, owner pre-payments and net amount due to Owner.
bullet Creates Expense Reports by Property and Owner which include cleanings and other expenses.
bullet Creates Follow-up and Work-flow management reports to help follow up on unfinished tasks.

Synchronized Interfaces and Exporting

bullet Optionally synchronizes Bookings with Microsoft Outlook Calendar, which can optionally be synced with Google Calendar and your PDA or Smart Phone for mobile access to bookings and tenant information.
bullet Alternatively, bookings and available dates can be synchronized with a Text File on your Mobile PDA device so you can respond to inquiries and contact tenants while on the road.
bullet Optionally Exports Financials to Quicken or QuickBooks Desktop versions using the accounts you specify, opening up many possibilities for tax reporting, reconciling, and most importantly, consolidating all of your personal and business accounting information into one place.
bullet Includes a powerful Query designer with the ability to extract information into Excel and other formats.

Database and Backups

bullet The Database can be located either on your PC or in a shared folder on your local network.
bullet The Database can also be located on a portable USB memory card or device so you can access your data on other computers which are not connected.
bullet Provides full Backup and Restore features with automatic reminders based on your preferences.
bullet External documents and image files used in your Templates can also be backed up.
bullet Provides the ability to Backup and Restore to your own FTP web site (with data encryption) for offsite backup requirements.

Security and Other

bullet Includes Full Security features, with ability to set privileges, assign users to groups, set password expirations, etc.
bullet Assignable User Privileges include: Read-write, View-only, No-Financials, Administrator, etc.
bullet Credit Card info is password protected from viewing and editing, and is also encrypted in the database.
bullet Two methods exist for Editing data:  Explicit Edit mode (requires pressing an Edit button first), or Immediate Edit mode (the Default).
bullet Holidays appear in all date selection popup calendars, and are User-definable in the system preferences.
bullet All email functions allow selecting additional email addresses stored in the Contacts & Resources.
bullet Weekend days can be specified (ie. Friday, Saturday, and/or Sunday) for calculating weekend rate charges.
bullet Many other Customizing options exist throughout the system, including User-preferences, System-wide preferences, Report parameters, Filters, Queries, Templates, Reminders, Alerts, etc.

 

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