Vacation Rental Bookkeeping for Short Term Rental Managers
Vacation rental bookkeeping built for property managers: payouts reconciled, owner statements by the 5th and books your CPA can use.
Running a short-term rental portfolio should feel organized, predictable, and profitable. Too often, property managers are stuck reconciling OTA payouts, managing owner distributions, and chasing down tax obligations, without the time or tools to do it efficiently.
We built our short term rental processes around how this industry actually works. From Airbnb and Vrbo to PMS and beyond, we understand the platforms, the payout structures, and the reporting requirements that define your business.
Our goal is simple: save you time, reduce the noise, and give you clear financial data so you can grow your portfolio with confidence.
Who This Is For
Vacation rental and short term rental management companies that pay owners every month. You list on Airbnb, Vrbo or Booking.com, run the portfolio in a property management system such as Guesty, and keep the books in QuickBooks Online or Xero.
Our case studies cover managers with 55 to 150 properties, including portfolios spread across six and eight states. If you own your rentals rather than manage them for others, Airbnb bookkeeping for hosts is the better fit.
What Makes Us Different
Insights over data entry
We surface the numbers that matter, such as occupancy trends, revenue by property, and net income after fees, so you spend less time in spreadsheets and more time making decisions.
Automation as an advantage
Our PMS Automation Suite reduces manual work across payout reconciliation, owner statements, and reporting, cutting hours from your month-end close.
Founder-level service
You work directly with experienced professionals who understand the short term rental space, not entry-level staff cycling through tickets.
Our Key Offerings
Monthly Bookkeeping
Full-service bookkeeping including OTA payout reconciliation, expense categorization, and monthly financial statements.
Performance Analytics
KPI dashboards, property-by-property revenue comparisons, occupancy tracking, revenue optimization recommendations, and owner statements delivered by the 5th of each month.
Tax-Ready Books and Year-End Package for Your CPA
A reconciled year-end close, a P&L by property and the supporting reports your CPA needs, so return preparation starts from clean numbers.
PMS Automation Suite
Proprietary Excel automation for PMS users: one-click owner statements, multi-property consolidation, and a faster reconciliation process that can reduce bookkeeping time by up to 90% (one 70-property client went from 15 hours a month to under 1).
What We Do Every Month
The same close, in the same order, every month.
- 01
Reconcile OTA payouts from Airbnb, Vrbo and Booking.com to the bank deposits and to the reservations in your PMS.
- 02
Categorize expenses by property and check which ones should be billed back to owners. One client was absorbing 10 to 20% of expenses owners should have paid.
- 03
Prepare owner statements and deliver them by the 5th of the month.
- 04
Track occupancy and lodging tax by jurisdiction, including which taxes a platform collected for you and which it did not. Background: occupancy tax on short term rentals.
- 05
Close the management company books: P&L, balance sheet and a property-by-property revenue view.
- 06
Flag underperforming properties and unusual costs. In one portfolio the first monthly review found 5 underperformers.
Platforms We Work In
Every tool we work in, by category.
Guesty with QuickBooks Online: the setup behind our 70-property and 150-property case studies.
Other property management systems: Hostaway, OwnerRez and VRPlatform.
Booking channels: Airbnb, Vrbo and Booking.com payouts and reports.
Ledgers: QuickBooks Online, Xero, Zoho Books and MYOB. See every platform we work in.
Free Owner Statement Template
Still building owner statements in a spreadsheet? Start from our vacation rental owner statement template: bookings, gross revenue, management commission, pass-through expenses and net owner payout, with the formulas already in place.
How It Works
- 01
Discovery Call
A 15-minute discovery call to learn your portfolio size, platforms, current pain points, and the support you need. Book quickly through Calendly or email us directly.
- 02
Setup & Integration
We connect your PMS, OTA accounts, and bank feeds, then configure automation and reporting workflows.
- 03
Initial Cleanup
We review recent transactions, build or refine your short term rental chart of accounts, set up owner statement templates, and create your baseline performance dashboard.
- 04
Ongoing Monthly
Monthly bookkeeping, reconciliations, owner statements, dashboard reporting, and proactive insights, with deliverables typically completed by the 5th of each month.
- 05
Quarterly Strategic Reviews
Regular strategy calls to review performance, prepare for year-end, and identify opportunities to improve.
Tools We Work With
Why FinAccurex Stands Out
| Feature | FinAccurex | Local Bookkeeper | Generic Offshore |
|---|---|---|---|
| Deep short term rental specialization | |||
| Proprietary automation | |||
| Founder-level service | |||
| Owner statements by 5th | |||
| Quarterly strategy reviews | |||
| Multi-platform reconciliation | |||
| Competitive pricing |
Results From Clients
Written up from real engagements, with the numbers from each.
70-Property Multi-State Portfolio
93% time reductionReal-Time Financial Visibility Achieved
Read Case Study150-Property Portfolio: $24K Statement Errors Eliminated
92% fewer disputesEliminated $24,000 in Annual Statement Errors
Read Case StudyEscrow Reconciliation: $87K Compliance Crisis Averted
$87K escrow liability identified$87,000 Compliance Crisis Averted Through Forensic Reconciliation
Read Case StudyExpense Leakage: 55 Luxury Properties
$18K revenue recovered+12% Profitability Through Expense Recovery
Read Case StudyFrequently Asked Questions
Yes. We work in the systems you already own, using dedicated user IDs you create for us, so you control access. Our 70-property case study is a Guesty and QuickBooks Online portfolio.
The IRS says the gross payment amount on a Form 1099-K is not adjusted for fees, credits or refunds, so it will not match your bank deposits. We reconcile gross bookings, host fees, refunds and payouts every month so the difference is explained. See how to reconcile Airbnb payouts to your 1099-K.
In some places Airbnb collects and remits certain occupancy taxes for you, and in others the host has to collect them. We track what was collected, by whom and for which jurisdiction, so whoever files has the right numbers. See our occupancy tax guide.
After a discovery call, we can typically begin setup within the first week and deliver ongoing services by week three.
Yes. For a 150-property manager we reviewed 18 months of Excel owner statements, found $24,000 in cumulative errors and corrected every month. Read the case study.
Access to your PMS, booking channels and bank feeds is set up once during onboarding. After that we come to you only with the items we cannot resolve from the records, such as an unexplained charge or an owner expense that needs your approval.
They stay with you. We work in your own QuickBooks or Xero file and keep no local copies of your data, so there is nothing to hand back.