Vacation Rent Pro - Product Info

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VacationRentals.com
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The Complete Solution for Vacation Rental Properties

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

Vacation Rent Pro is a full-featured, 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

	Easy to get started! Create your Properties, and start entering Bookings.
	Provides an intuitive, easy-to-use, look and feel with many powerful features.

	Screens can be displayed side-by-side allowing different types of information to be viewed simultaneously.
	Screens include a powerful Filtering feature with the ability to save and recall custom filters.
	Fully Multi-User capable so information can be shared and updated simultaneously on a local network.
	Complete Security features with optional passwords and sensitive data encryption.
	Accommodates multi-regional Currency symbols and Date formats.
	Fully compatible with Windows XP and the new Vista operating systems.
	Customizable and Flexible for the way you do business.
	The perfect compliment to using popular vacation rental advertising sites such as: VRBO.com, HomeAway.com, VacationRentals.com, and others.
	Includes complete Documentation with images and sample data to help you get started.
	Affordably Priced. No recurring charges. Updates are included for a full year.
	Streamlines the entire vacation rental process.

Bookings, Inquiries, Quotes

	Displays Bookings and Available dates in multi color-coded formats by property, by location, by month, etc.
	Displays up to 2 years of bookings at a time using a unique Timeline Compression feature.

	Over 25 pre-defined Filters allow for quickly viewing: Unpaid bookings, Tentative bookings, Past due payments, Deposits to be returned, etc.
	Displaying Available Dates and Quotes can be turned on and off as preferred.
	Optionally tracks Inquiries up through the actual bookings.
	Includes a powerful Click-and-Reply feature for quickly responding to rental inquiries with Detailed Quotes or Available Dates using custom "Templates" you define.

	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.
	Provides User-defined Booking Reminders with automatic notification.
	Automatically displays Alerts for upcoming Payments Due, Check-ins, Check-outs, Return Deposits, etc.
	Tracks Owner Pre-payments by booking, and deducts them from the Net Due to Owners on Property Statements.
	Provides automatic "Lockout" management for blocking out dates when booking adjoining units of a larger suite, and vice versa.
	Allows searching for available dates across all properties, or a specific location or group of properties.
	Tracks and reports on Advertising and Referral sources so you can better spend your advertising budget.

Documents, Templates, Emails

	Includes a powerful Document Generator allowing an unlimited number of Templates which you can define for various purposes.
	Templates can be used to generate emails with attachment files, custom messages and generated Documents, and automatically emailed to tenants, owners, cleaners, managers or other parties.
	Templates can be designed in either Microsoft Word, Plain Text or Html format, and generated as either PDF, Word or Html documents.
	Text and images can be merged with any Information related to individual Bookings, Properties, Tenants, Owners, Cleaners, etc.
	Includes sample templates to generate Rental Agreements, Confirmation notices, Thank You notes, Payment Receipts, Cleaning notices, Referral emails, Inquiry Replies, and more.
	Emails and documents can be generated and emailed for specific bookings, or for multiple bookings matching certain criteria.

Fees, Discounts, Taxes

	Provides a powerful Rental Fees feature allowing fees to be set up by Property, or at the individual Booking.
	An unlimited number of Fees can be defined (ie. Cleaning fees, Admin fees, Snow removal, Additional cleaning, Discounts, etc.).
	Fees can be specified as to which taxes to apply to each fee and whether or not to apply a processing fee.
	Fees can be a Fixed amount, or a Percentage based on either Total Rent or Total Sale (ie. Travel Insurance).
	Fees can also be "Triggered" based on the number of Nights occupied, allowing you to offer Discounts or add additional charges.
	Fees can also be triggered based on the number of "Extra persons" over a standard number for each property.
	Credit Card Processing fees or Cash Discounts can be calculated based on Total Rent or Total Sale.
	Rental Taxes are automatically calculated, including both Sales Tax and/or Lodging Tax.
	Tax names and Tax calculation methods can be changed to accommodate Canadian and other Taxes.

Tenants, Deposits, Payments

	Tracks Tenant information including addresses, phone numbers, email addresses, notes, etc.
	Provides the ability to categorize tenants, and to Alert you when booking certain "problem tenants".
	Tracks when Security Deposits were returned, the amount returned, and any notes pertaining to deposits withheld.
	Tracks all Payments Received and provides automatic notification of Next Payments due.
	Provides the ability to easily email tenants from various locations throughout the application.
	Builds lists of Tenant Email addresses based on your selection criteria so you can send bulk email from any email program you choose.
	Exports tenant information to Excel for use with any Mail-merge program you prefer.
	Prints Envelopes for one or more Tenants.
	Allows you to quickly view All bookings for an individual Tenant.

Properties, Rental Rates, Contacts

	Property information includes Rental Rates, Rental Fees, Amenities, Commissions, Rental Agreements, Contacts and Resources, Posting Accounts, Photos, and more.
	Properties can be grouped by Location and/or Groups for easier management of bookings and available dates.
	Groups can also be used for posting to Group Web pages showing multiple Availability calendars.

	Accommodates multiple Rental Rates including Daily, Weekly, Monthly, Week-to-week, Month-to-month, Weekend, and Seasonal rates.
	Property "Parent/Child Relationships" can be defined to provide automatic Lockouts.
	Provides Contacts and Resources which can be linked to individual Properties.
	Provides "Owner" and "Blockout" bookings in order to lock out dates.
	Provides "Extension Bookings" for when tenants extend their stay or change properties.

Web Posting

	Creates Property Group Web pages for Multiple Properties based on user-defined Property Groups.
	Creates Property Web pages with up to 8 photos including custom formatting, backgrounds and colors.
	Optionally posts and updates Availability Calendars to your own Web site automatically.
	Optionally posts and updates Cleaning Schedules to your own Web site, as just one of the options for keeping housekeepers informed.
	Optionally posts and updates Booking Calendars to your own Web site for Owners or others to view.

Online Bookings and Availability Calendar Interfaces

	Optionally Interfaces Online Bookings with Webervations.com.
	Uploads Availability Information for properties you've selected to interface with Webervations.
	Downloads new Reservations made by Guests from Webervations, and allows you to review them before creating actual bookings.
	Note, these Interfaces are "in addition" to the web posting features listed above.
	Additional Interfaces are planned for the future.

Expenses and Commissions

Optionally tracks Expenses by Property, Vendor and User-defined Accounts.

	Automatically calculates Commissions to one or more parties, and tracks when they were paid.
	Prints detailed Payment Vouchers for cleanings, commissions and other expenses owed to Vendors, Cleaners, and other parties.

Reports

	Provides professional, pre-built reports for bookings, workflow management, owner statements, and more.
	Reports can be emailed directly or output to Excel, PDF, Html pages, and other formats.
	Reports can also be automatically generated and emailed to owners and other parties for multiple properties in a single step.
	Creates Booking Calendars for one or more properties either combined on one calendar or shown separately.

Prints or emails detailed Housekeeping Cleaning Schedule Reports.

	Creates Booking Charts with Visual Graphs based on actual nights occupied and revenue per month.
	Creates detailed Property Statements for Owners, showing bookings, commissions, expenses, owner pre-payments and net amount due to Owner.
	Creates Follow-up and Work-flow management reports to follow up on unfinished tasks.

Synchronizing and Exporting

	Optionally synchronizes Bookings with Microsoft Outlook Calendar, which can then be synced with your PDA or Smart Phone for mobile access to bookings and tenant information.
	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.

	Optionally Exports Financials to Quicken or QuickBooks 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.
	Includes a powerful Query designer with the ability to extract information into Excel and other formats.

Database and Backups

	The Database can be located on your PC or in a shared folder on your local network.
	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.
	Provides full Backup and Restore features including documents and image files associated with your Templates.
	Provides the ability to Backup and Restore to your own FTP web site (with data encryption) for offsite backup requirements.

The Complete Solution for Vacation Rental Properties

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