Property Management Software for Vacation Rentals

Plans and Options

Our comprehensive range of solutions offers everything you need to professionally manage your vacation rentals.
Click the tabs to see solutions by plan type. Integrated websites and channel manager are offered separately. 

Professional Plan

On its own, the 365Villas Professional Plan is still more comprehensive than the entirety of most systems on the market, yet it offers a budget-friendly on-ramp to a truly up-market platform. It can also be topped up with additional Enterprise features and other bolt-on options on an a la carte basis. Upgrades or changes to your plan can be made at any time.

Enterprise Plan

The Enterprise Plan is for property managers with larger portfolios, or those looking to get the best value-for-money from our system. This plan comprehensively caters to a broader range of needs, including not just the already extensive domain of Reservation Management, but also Property Management, Owner Management, Housekeeping, Maintenance, and more.

Bolt-on Options

No other provider in the industry offers as much commercial flexibility as 365Villas. To the extent it is practicable, we think that customers should have freedom of choice in choosing the feature-functionality they need or want and to pay for only that. Our users can add or remove bolt-ons from their plans as they like at any time. This ethos also serves as a valuable feedback loop, whereby we can see which features users value most and then ensure our investments are properly aligned with those priorities.

Reservation Manager

Manage quotes, bookings, calendars, communications, payments and more – all in one place. Our Reservation Manager unifies your front and back-office efforts by intelligently integrating previously separate work streams into one joined up workflow, giving you unbeatable control over your operation.

Mobile Responsive PMS

Few PMS platforms offer a comprehensive mobile solution. Whether you have 5 properties or 500, 365Villas puts leading functionality in the palm of your hand. Perhaps you wouldn’t manage a 500 property portfolio entirely from your phone, but the fact that you could opens up possibilities you never imagined. 

Performance Analytics

Get to the heart of what’s working and what’s not with graphically presented Key Performance Indicators (KPIs) to help ensure your efforts are informed and geared towards continually improving your business performance.

Unified Communications

Email, texting, Airbnb Messenger, and WhatsApp communications from all your channels come together in one Unified Inbox and dynamically integrates with the rest of your workflow to deliver industry-best productivity gains for your business.  

Payment Management

Flexibly customize and automate payment methods and policies. Powerful filters, status icons, reports and system reminders keep you fully informed, making payment management on our platform failsafe and easy. 

Inquiry Management

Generate detailed quotes, dynamic rental agreements, and customized responses with online payment buttons on-demand. Unlimited email templates, customizable short-codes, and built-in visual editor are all included as standard. 

Integrated Email

Purpose-built for vacation rental management, our built-in email platform powerfully integrates email and other comms mediums with the rest of your workflow. This dynamic approach to integration offers twice the multi-tasking capability of most systems. 

Email Templates

Extensive scenario-based templates are fully stocked with content for use out of the box. Create and store an unlimited number of customized templates. Configure ‘Pay Now’ buttons, Digital Signature links, social media icons, attachments, and your own stylized professional graphics as desired.

Automated Messaging

We’ve got Automated Messages for virtually every occasion. What you automate is up to you. Use default content out of the box or tailor as needed. A master dashboard lets you centrally administer your automation settings.

Rental Agreements

Enjoy all the benefits of professional, fully customized rental agreements – with none of the work. Agreements can be created, sent, stored, and updated – all automatically. 

Digital Signature

Have guests sign agreements digitally. 365 updates the guest file and relevant reports when they do. Our cost-effective in-house solution offers a seamless user experience for guests that Docusign and other third-party solutions can’t compete with. 

Invoicing

Instantly generate customized invoices for guests and owners. Branding, color-schemes, and content are configurable. Invoices update themselves when there’s a change. They can be set by scenario to be automatically attached to outgoing communications or added on-demand. 

Business Reports

Professionals need professional reporting. From quotes, bookings, and payments to taxes, commissions, housekeeping, reports are always up to date automatically. Powerful filters with customizable settings, inline editing, and Excel compatibility are offered as standard. With 365Villas you can say goodbye to manual reporting forever.

Dynamic Report Builder

This industry-first lets you create your own customized business, accounting, and staff reports, which are then stored and updated in real-time. Why spend time worrying about whether limited reporting from other providers can work for you when you can dynamically build an unlimited number your own reports in 365Villas? 

Integrated Accounting

Most PMS systems don’t offer a robust accounting option. Our platform has an extensive accounting solution, including an expense manager, commission and tax reports, profit-loss statements, basic cash-flow and Trust Accounting, and more. Crucially, unlike generic accounting platforms, everything has been purpose-built for the vacation rental industry.

Marketing & CRM

Whether it’s promo codes, discount campaigns, an intelligent contact database, or direct marketing, it’s all here. Create campaigns from scratch or customize any of the professionally designed templates we provide. Tags for guests, owners, bookings and properties enable precision targeting that’s simply not available in an external solution. Add our MailChimp integration option to get the best of both worlds. 

Booking Engine

Where most PMS systems offer limited choice, our Booking Engine comes with not one, but three entire suites of calendar and online booking assets, delivering far more design choice than you’ll find elsewhere. Every asset is mobile responsive, has different formats and styles available and comes with flexible color-scheme and settings controls.

Search Engine

Few providers offer a stand-alone search engine  out of the box. 365Villas is the exception to the rule. Our search engine is highly customizable and, of course, fully mobile responsive. Naturally, we offer total website solutions as well, but with 365Villas the choice is always yours. If you prefer to continue working with your existing website – you can!

Online Payments

Let guests seamlessly pay with any major credit card. We’re integrated with over 30 payment gateways, including Stripe, Authorize.net, WorldPay, PayPal, First Atlantic Corporation (Caribbean), PayFort (Middle East) and PayGate (South Africa) and more. Wherever you are in the world, we should have a solution for you. Need a gateway we don’t have? Why not reach out for an integration quote?

Housekeeping & Maintenance

Create unique logins for individual housekeepers and maintenance personnel. Permissions are purpose-built for each role and customizable by individual. Simply assign the desired properties to the corresponding user profiles. Automated messages let you notify staff of scheduled, pending, changed or cancelled jobs.

White Labelling

Overlay your brand on 365 generated rental agreements, online payment pages, invoices, reports and Owner Login pages.

User Rights Management

Add an unlimited number of users and control their access credentials. Decide who sees what and what they can do, from handling bookings to viewing reports and accounting, making settings changes and more.

Owner Statements

Welcome to the most powerful Owner Statement solution in the industry. Flexibly configure and automate it all. Depending on your portfolio size, you’ll save days or weeks each month. When used in conjunction with our Invoicing and Trust Accounting the productivity gains are even greater.

Owner Login

Whether they own one property or several, your owners will love our Owner Login. Everything’s configurable, so you decide what each owner can see and do, including simply blocking calendars, making bookings of their own, accessing reports or using our integrated accounting tools and more.

Trust Accounting

This module tracks owner monies in individual trust ledgers within your 365Villas account. It is used track and administer owner related funds, including monies held, monies owed and supporting transaction history by individual property and or portfolio.

Lead-time Pricing

Automate algorithmic discounting based on vacancy status versus booking lead-time. If you use the Channel Manager, you’ll be able to push these discounts out to all your channels automatically as they are triggered.

API Access

Larger property managers with stand-alone websites can use our API to protect their investments and bring them to life by integrating them with our software. Users with unique or complex needs love our API. 

Auto Responder

Automate sophisticated responses to inbound inquiries from your 365 website with detailed quotes, personalized emails, custom rental agreements, online payment options and more. Run it 24/7 or just when you are offline. Why wake up with inquiries to answer when you can wake up to inquiries answered and answered inquiries booked?

Quote Chaser

The Quote Chaser eliminates work and increases conversion by sending follow-up messages to prospects who haven’t replied to quotes you’ve sent. You configure the messaging schedule and number of attempts. Prospects will think you’re personally emailing. If they respond at any point, the Quote Chaser automatically stops chasing.

Multiple Languages

Interchangeably use up to any six Roman character languages for all guest-facing needs, including booking and search engines for your websites, email templates and automated messages, quotes, rental agreements and more. This bolt-on also gives your individual staff members access to our system language in their choice of English, French, Italian, Portuguese and Spanish. 

Multiple Currencies

Create and manage individual quotes, bookings, reports, and accounting in any currencies. Enjoy real-time API generated exchange rates or fix preferred rates yourself. Our multiple currency functionality is comparable to that of a major airline or global OTA provider, which is a standard that very few competing PMS systems can offer. 

WordPress Plugin

Those with WordPress experience or access to their own developers can integrate their stand-alone WordPress website with our software using our WordPress plugin. Our Booking Engine, Search Engine, and Reviews Module are included in our WordPress bolt-on option as a bundle and do not need to be purchased separately.

Review Module

This module can integrate with your stand-alone website to provide guests a way to post reviews. These can be set to publish automatically or held for your approval. Include Call-to-Action buttons in your ‘Thank you’ automated message to systematically solicit reviews from your guests.

Arrival Form

A simple online experience where guests provide any info you require, such as photo ID, estimated arrival times, and special preferences. You provide any special instructions or advice. Automation helps throughout.

Revenue Management

Use our in-house Lead-time Pricing bolt-on option to automate progressive discounting as time to vacancy shortens. We are also integrated with PriceLabs for real-time market-based algorithmic Revenue Management Solutions. (Pricelabs bolt-on option and Pricelabs account required.)

Third-Party Solutions

We are integrated with a large and ever expanding list of complementary solutions from other leading providers in the industry, as well as over 30 different payment gateways around the world. Click here to see our current list of integrations.

Advanced Payment Management

This bolt-on option enables automatic recording of payments, auto-debiting of scheduled payments, card payment holds, and debits and refunds on-demand, all from your 365Villas account. It is available with Stripe, Authorize.net, and close to 20 other gateway integrations we offer. 

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Frequently Asked Questions

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What is Vacation Rental Property Management Software (PMS)?

Property Management Software (PMS) is an innovative digital solution designed to facilitate the comprehensive management of vacation rental properties. This sophisticated software streamlines a myriad of operational tasks, including but not limited to booking and reservation management, guest interactions, property maintenance, financial accounting, and reporting. 

For vacation rental businesses, PMS plays a pivotal role in enhancing operational efficiency by automating routine tasks, thus allowing Property Managers and owners to focus more on guest experience and less on administrative duties. It serves as a central hub for managing all aspects of the property management process, from marketing and leasing to maintenance and tenant relations. 

By leveraging the power of PMS, Property Managers can efficiently manage their portfolio, regardless of the size or type of properties they oversee, ensuring a high level of tenant satisfaction and operational excellence. The advent of cloud-based PMS solutions has further revolutionized the property management industry by offering scalability, remote accessibility, and integration capabilities with various online marketplaces and technology tools, thereby broadening the operational horizon for Property Managers worldwide.

How does Vacation Rental Property Management Software work?

Vacation Rental Property Management Software operates as an all-encompassing platform that integrates various functions essential for the efficient management of rental properties. 

At its core, PMS automates the process of booking and reservation management, streamlining the workflow associated with guest communications, financial transactions, and maintenance scheduling. It offers a unified dashboard that provides Property Managers with real-time insights into the operational status of their properties, including occupancy rates, upcoming reservations, financial performance, and maintenance issues. 

Through its integration capabilities, PMS can synchronize data across multiple booking platforms, ensuring that availability calendars are up-to-date and minimizing the risk of double bookings. Additionally, PMS facilitates direct communication with guests, enabling prompt and efficient handling of inquiries, check-in instructions, and feedback. 

Payment processing is another critical feature, allowing for secure and swift transactions, thus enhancing the guest experience. The software’s reporting tools enable Property Managers to analyze performance metrics, identify trends, and make informed decisions to optimize their operations. By automating routine tasks and centralizing management activities, PMS significantly reduces the administrative burden on Property Managers, enabling them to focus on strategic growth and guest satisfaction.

What are the advantages of using Vacation Rental Property Management Software?

The advantages of using Vacation Rental Property Management Software are manifold, significantly impacting the efficiency and profitability of managing rental properties. Firstly, it streamlines the booking and reservation process, enabling seamless handling of guest interactions from initial inquiry to post-stay feedback. 

This not only enhances the guest experience but also optimizes occupancy rates and revenue. Secondly, PMS automates payment processing, reducing the administrative workload and minimizing the risk of errors associated with manual financial management. 

The software’s ability to manage multiple properties from a single dashboard offers unparalleled convenience for Property Managers, facilitating effective oversight and strategic decision-making. Additionally, PMS improves maintenance management by tracking and scheduling regular upkeep tasks, thereby ensuring properties remain in optimal condition and guest satisfaction is maintained. 

The integration capabilities of PMS extend its functionality, allowing for seamless connectivity with other essential tools such as accounting software, customer relationship management (CRM) systems, and online travel agencies (OTAs), further enhancing operational efficiency. 

By leveraging data analytics and reporting features, Property Managers can gain valuable insights into business performance, identify areas for improvement, and implement data-driven strategies for growth. Overall, the adoption of PMS represents a strategic investment in operational excellence, guest satisfaction, and business scalability.

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Can Vacation Rental Property Management Software integrate with other tools and platforms?

Yes, one of the most significant benefits of modern Vacation Rental Property Management Software is its ability to integrate seamlessly with a wide array of tools and platforms, enhancing its functionality and efficiency. 

This interoperability is crucial for vacation rental businesses that rely on diverse systems for various aspects of their operations. For instance, integration with accounting software simplifies financial management by automating the flow of transactional data, reducing manual entry, and ensuring accuracy in financial reporting. 

Similarly, connecting with payment gateways facilitates secure and efficient processing of online payments, offering guests a smooth and trustworthy booking experience. Integration with Customer Relationship Management (CRM) systems enhances guest relations by centralizing communication and managing guest data effectively, enabling personalized service and marketing efforts. Additionally, 

PMS can connect with online travel agencies (OTAs) and other booking platforms, ensuring that availability and rates are synchronized across all channels, minimizing the risk of overbooking, and maximizing property exposure. This ecosystem of integrated tools and platforms not only streamlines operations but also provides a holistic view of the business, enabling Property Managers to make informed decisions and drive growth. 

The flexibility and scalability offered by these integrations make PMS a powerful asset for Property Managers seeking to optimize their operations and enhance their competitive edge in the marketplace.

Does my Vacation Rental Property Management Software need to integrate with other tools?

Yes, integrating your Vacation Rental Property Management Software (PMS) with other tools and platforms can offer numerous benefits, enhancing its functionality and efficiency. Here are some reasons why integration is important:

Streamlined Operations: Integration allows different systems to communicate and share data seamlessly, eliminating the need for manual data entry and reducing the risk of errors. This streamlines various operational tasks such as booking management, guest communication, and financial reporting.

  • Improved Guest Experience: Integration enables a more cohesive and personalized guest experience by centralizing guest data and preferences. This allows for better communication, customized service offerings, and smoother booking processes.
  • Enhanced Marketing Efforts: Integration with marketing tools and platforms enables targeted marketing campaigns, better tracking of marketing performance, and more effective lead generation. This helps in attracting more guests and increasing bookings.
  • Optimized Pricing Strategies: Integration with revenue management tools and platforms allows for real-time data analysis and pricing adjustments based on market demand, competitor pricing, and other factors. This helps in optimizing pricing strategies to maximize revenue.
  • Increased Visibility and Reach: Integration with online booking channels, travel agencies, and distribution platforms expands the reach of your property listings, increases visibility to potential guests, and maximizes booking opportunities.
  • Better Decision Making: Integration provides access to comprehensive data and analytics, enabling informed decision-making and strategic planning. This helps in identifying trends, forecasting demand, and optimizing business performance.

Overall, integrating your PMS with other tools and platforms is essential for optimizing operational efficiency, enhancing guest satisfaction, and maximizing revenue opportunities in the competitive vacation rental market.

Why should I choose 365Villas Vacation Rental Property Management Software?

Choosing 365Villas Vacation Rental Property Management Software (PMS) offers unparalleled benefits for those in the vacation rental market. The integrated architecture of 365Villas is not just robust but also a testament to our commitment to innovation, ensuring we stay at the forefront of property management technology. Our investment in innovation means that users benefit from the latest features designed to streamline operations, enhance guest satisfaction, and optimize financial performance.

One of the standout features of 365Villas is our 5-star support, including a dedicated agent assigned to guide users through every step of the process. This personalized support ensures that Property Managers can maximize the utility of our software, addressing any queries or challenges promptly and efficiently.

Furthermore, 365Villas boasts the best accounting features in the industry, tailored specifically for the vacation rental market. This specialized focus ensures that financial management is not only simplified but also optimized for the specific needs of vacation rental properties, including compliance, reporting, and revenue management.

A key component of our comprehensive offering is our Integrated Website Solutions, ranked among the best in the market. These solutions empower you to secure direct bookings, thereby reducing dependence on OTAs such as Airbnb, Booking.com, Vrbo, Agoda, etc. This capability is crucial for increasing profitability and control over the booking process.

Integration with the best tools in the industry is another key advantage. 365Villas is compatible with a wide range of essential services that simplify and enhance the management process, making it easier to deliver exceptional guest experiences while maintaining operational efficiency.

Lastly, 365Villas offers the most flexible pricing in the industry, allowing users to pay only for the features they use. This approach ensures that Property Managers can access high-quality vacation rental property management tailored to their specific needs and budget, making it a cost-effective solution for managing vacation rental properties.