Software package

Villa rental booking package

Whole-property bookings with changeover days and per-property seasons, quotes for flexible dates, deposits and balances, damage deposit release, arrival details unlocked after payment, calendar sync per villa and statements for the owners you manage for.

Custom build Concept demo

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Who it is for

Built for

A good fit

Villa owners letting one or a few properties, holiday-let managers and rental agencies managing portfolios of whole properties for other owners, from a single cottage to a few dozen villas across a region. Daily users are the rental manager who prices quotes and watches arrivals, reservations staff answering enquiries, housekeepers working from a changeover list on a phone, owners who log in to see their bookings and statements, and guests who book, pay in stages and receive arrival details.

Not the right fit

It is not for urban serviced apartments with nightly stays, guest verification and self check-in at scale, which the short-term rental package handles, nor for hotels and guesthouses that let rooms rather than whole properties. Agencies that need multi-currency payouts across several countries are better served by a custom build.

The operational problem it solves

How it runs, step by step

Saturday, changeover day.

The rental manager opens the week board at eight: thirty-two properties down the side, each with its own season colour, today's departures and arrivals marked.
The housekeeping list on each cleaner's phone shows their changeovers in order with the agreed departure and arrival times, including the late checkout that reservations granted on Thursday.
An enquiry sits in the quote queue: ten nights at a Saturday-changeover villa starting Wednesday, across two seasons.
The manager checks the cleaner's availability for a mid-week turnaround, prices it with the engine, adjusts the figure, and sends a quote that holds the dates for forty-eight hours.

At ten a family's balance clears for a stay in three weeks; the arrival instructions and the key-safe code, which were locked, are released to them automatically.

At eleven a guest who left Thursday is two days past departure, so the damage deposit workflow prompts the manager to inspect; the housekeeper's note mentions a broken lamp, the manager records a deduction with the photograph and releases the remainder, and the guest sees the itemised history.
A listing site sells a villa for August; the imported feed blocks the dates here.
At three a booking is confirmed online for a standard Saturday-to-Saturday week, which needed nobody's approval.
On the last day of the month the manager runs owner statements: each owner's rentals, commission at their rate, cleaning fees passed through, a repair invoice and the payout figure, published to the owner login.
The owner of the lamp villa logs in that evening and reads it.

Features

What the package does

The package ships as modules that mirror the letting cycle: the property calendars and pricing that decide what can be booked, the quote and payment flow from enquiry to balance, the operational layer of housekeeping, arrival details and damage deposits, and the owner layer of statements and logins. Each module below lists what it does; the comparison table shows which package variant includes it.

Staff and capacity

Whole-property units and changeover daysSell each property as a whole unit by the week or night, with changeover days and minimum stays by season.
Per-property seasonal pricing and quotingSet seasonal prices for each property, quote across seasons and apply occupancy rules.
Enquiry-to-quote with holdGuests with flexible dates get a quote, and the dates are held until they accept.

Billing and payments

Deposits, balance schedule and cancellationTake deposits, run a balance schedule and apply the cancellation policy you set.
Cleaning fees and damage depositsCharge cleaning fees and hold damage deposits, with an inspection and release workflow after the stay.
Housekeeper pay per changeoverRecord housekeeper pay per changeover and carry it onto owner statements.

Messaging and notifications

Arrival instructions released after balanceArrival instructions and key handover notes are released to the guest once the balance has cleared.

Workflow and tasks

Housekeeping changeover listA changeover list with notes and photographs for the housekeeper at each property.

Integrations

Calendar feeds, guest messaging and reviewsImport and export a calendar feed per property, message guests and ask for a review after the stay.
Owner statements and loginOwner statements with commission rules, expense pass-through and payout figures, viewable through an owner login.
Smart lock or key-safe codes per stayIssue a smart lock or key-safe code for each stay.

Package variants compared

Website
Business Software

Which features each package variant includes
Feature	Website	Business Software
Whole-property units and changeover days	Included	Included
Per-property seasonal pricing and quoting	Included	Included
Enquiry-to-quote with hold	Included	Included
Deposits, balance schedule and cancellation	Included	Included
Cleaning fees and damage deposits	Not in this variant	Included
Arrival instructions released after balance	Not in this variant	Included
Housekeeping changeover list	Not in this variant	Included
Calendar feeds, guest messaging and reviews	Included	Included
Owner statements and login	Not in this variant	Optional
Housekeeper pay per changeover	Not in this variant	Optional
Smart lock or key-safe codes per stay	Optional	Optional

Roles and permissions

Who does what

Rental manager
- Set up properties with changeover days, seasons, minimum stays and occupancy rules
- Price and send quotes for flexible dates and hold the dates until accepted
- Run the damage deposit inspection and release workflow
- Run owner statements and payout figures by period
- See the week board, arrivals, balances due and deposits held
Reservations
- Answer enquiries and convert them to quotes or bookings
- Take deposits and balances and record payment status
- Grant late checkouts or early arrivals that appear on the housekeeping list
- Send or resend arrival details once the balance has cleared
Housekeeper
- See their changeovers for the day with departure and arrival times
- Mark a property cleaned and ready
- Leave notes and photographs about damage or supplies that feed the deposit inspection
Owner
- See bookings and occupancy for their own properties
- Read and download their statements
- Block dates for their own use
- Cannot see other owners' properties or guest payment details
Guest
- Search by dates and book standard stays or enquire for flexible ones
- Accept a quote, pay the deposit and the balance online
- Receive arrival instructions and the key handover note once paid in full
- See the damage deposit history after departure and leave a review

Example screen

Concept demo

Concept demo of a villa rental week board showing per-property rows, changeover markers, an open quote panel and a damage deposit release prompt.

The week board on changeover Saturday: properties down the side with their season colours, departures and arrivals marked, a pending quote for off-pattern dates open in a side panel with the cross-season price breakdown, and the damage deposit prompt for a Thursday departure.

Scope and options

What is included and what is extra

In the base package

Whole-property units with changeover days, weekly or nightly units and minimum stays by season
Per-property seasonal prices with cross-season quoting and occupancy rules
Enquiry-to-quote flow for flexible dates with a hold until accepted
Deposits, balance schedule and cancellation policy
Cleaning fees and damage deposits with an inspection and release workflow
Arrival instructions and key handover notes released once the balance clears
Housekeeping changeover list with notes and photographs
Calendar feed import and export per property, guest messaging and a review request after the stay

Common add-ons

Owner statements with commission rules, expense pass-through and payout figures, with an owner login
Housekeeper pay per changeover carried onto statements
Smart lock or key-safe codes issued per stay

Needs custom work

Channel manager connection, scoped per provider
Multi-currency payouts and statements across countries
Bespoke owner reporting or accounting exports beyond the standard statement

See the custom development service

Ownership, maintenance and pricing

After the build

Deployment and ownership

Runs on your own hosting or on hosting we manage; the choice is made in the proposal and can change later. You own the code and your data in both cases. Properties, bookings, payments, deposit histories and owner statements can be exported at any time in standard formats, and nothing in the package stops a move to another provider.

Maintenance

Maintenance is optional and scoped separately from the build. When taken, it covers security updates, monitoring of calendar feeds, payment callbacks, deposit holds and messaging, backups, and a monthly window for small changes such as a new property, a season change or an adjusted statement line. Larger changes are quoted as change requests.

Pricing model

Priced per proposal.

Sold as a one-off setup and customisation with optional monthly maintenance and hosting as separate recurring lines. The setup figure depends on the number of properties, how far their rules vary, whether owner statements and payouts are included, the number of calendar feeds, the payment provider and the data migrated. The proposal itemises each line so recurring costs are never hidden in the build.

Also used in

Software package

Custom build Concept demo

Variants

Whole-property units with changeover days, weekly or nightly units and minimum stays by season
Per-property seasonal prices with cross-season quoting and occupancy rules
Enquiry-to-quote flow for flexible dates with a hold until accepted
Deposits, balance schedule and cancellation policy

Priced per proposal. A written proposal is the only binding figure.

Get a quote for this package Prefer a fully custom build?

FAQ

Frequently asked questions

Does every property need the same changeover day?

No. Each property has its own calendar with its own changeover day, seasons and minimum stays. Standard stays that fit the pattern book themselves; anything else goes through the quote flow where the manager decides.

When do guests receive the key-safe code?

Arrival instructions and key handover notes are locked until the balance clears, then released automatically to the guest. The manager can release them early by hand for a specific booking if there is reason to.

How is the damage deposit released?

A set number of days after departure the manager is prompted to inspect. Housekeeper notes and photographs are already attached. The manager records any deduction and releases the rest, and the guest sees the itemised history. Whether the deposit is a card hold or a held payment depends on the payment provider chosen.

What do owner statements include?

For each period and property: rentals received, commission at that owner's rate, cleaning fees and other pass-through charges, expenses such as repairs, and the resulting payout figure. Owners read and download them through their own login and see only their own properties.

Does it connect to the listing sites?

Availability is synced by calendar feed per property in the base scope, which blocks dates sold elsewhere and publishes your own. A channel manager connection is an integration opportunity scoped per provider through custom villa rental development, not a built-in connection.

Is this a finished product I can see running?

Not yet. The readiness badge shows the real state: the package is a custom build assembled from our availability, orders, multi-owner and messaging modules for each agency, and the week board on this page is a labelled concept demo rather than a live client system.

Get a quote for Villa rental booking package

Tell us about your locations, the people who will use it and the add-ons you need. We reply with a clear, competitive proposal.