So many options with tools & software, what are you using?

Question

We are buying our first STR on Florida’s Space Coast. It is a higher end beachfront home and we plan to manage remotely from Nashville. We have started to assemble our team and feel like we have a good crew to help us provide a great experience for our guests. We plan to purchase additional STR’s, but for now we have full time jobs. We would like to look at whatever tools could help us streamline our process, save time, automate wherever it makes sense while still keeping a good handle on the biz and scale for an additional 3-5 properties  in the next year or so.  It seems like many of the tools do a few things well and I’m sure some integrate better than others. I know it’s probably overkill for one property, but we are wanting to setup a process that will grow with us.

Here are some the things we are trying to solve:

-track income/expenses (preferably integrate with QuickBooks)

-manage listings and dynamic pricing

-sync bookings/calendars

-automate guest reservation/check-in communications

-create guest welcome book/guide

-automate remote lock access codes

-manage cleaning crew/handyman tasks

-create preventative maintenance schedule for handyman

-eventually create/manage website with booking

Any input you have on process or tools would be appreciated.

Nathan Gesner · Answer

Part of the problem is that new Landlords immediately run to software as if that erases or simplifies all your work. Some software only helps when used at larger scales.

I recommend using excel or other existing tools to start out. Figure out where you spend the most time or have bottlenecks in your operation, then look for tools to help in that area. One rental should not take up a lot of time.

Brian Barch · Answer

I am VERY MUCH with John on this one.  So many STR influencers out there are being paid to confuse you and convince you that you need a huge set of tools to run one or even a few STRs.I'm not saying tools can't have their time and place, but in hindsight I can say that I would advise someone to:

1) start on Airbnb.  Use their tools.  Get in a routine

2) Add VRBO, sync the calendars

3) THEN determine if you want to add things like dynamic pricing and whatnot.

To me, you can paralyze yourself and never just get started.  You add unnecessary complexity to just starting out trying to make sure everything syncs just right and works super hands off.  Start small, and your gut will tell you if and when you need to add "passive" tools to help you

John Underwood · Answer

1 property, just start with the built in tools that Vrbo and Airbnb provides.

Sarah Kensinger · Answer

I'll have to completely change the thought here. :) To optimize guest experience and not leave money on the table you should use software. Do you need a bunch probably not, but it's best to plan ahead especially if you plan on expanding and also not rely on the OTA to handle all the details of your property.

Here are some I would suggest..... PMS; Hospitable, Dynamic Pricing; Pricelabs, Digital Guidebooks; make your own with a google doc for free or Hostfully offers a paid version, Remote Lock management; Remote Locks, Manage cleaning and handyman; Turno and possibly Whatapp chats. You could also check into Breezeway but with one property that might be a little ahead of the game.

Everything else you mentioned should be covered and automated by your PMS, and of course you can always change and adapt over time. I believe Rankbreeze was mentioned but I would postpone that until you notice a slight slug in bookings and need some insight to your listing.

Hope that helps!

Melissa Nash · Answer

Airbnb- but don't just set it and forget it. You need to make sure you set up to attract your perfect guest and know the amenities they want.

Then Pricelabs--- MUST!

Guesty for hosts - communications (make sure you are using the right ones and when to send them)

and quickbooks---easy peasy.

Best of luck!

My go to!

Joseph Kirton · Answer

Hospitable is the easiest and most intuitive. Even with one property, use price labs. we own 3 and manage 8 and still use both of those. Track your search rankings with rankbreeze

Calvin Baughman · Answer

Turno. Recommend for cleaning aspect of managing an STR. My cleaner is actually the one that brought me onto the app and now we use it for everything. Scheduling, checklists, inventory, payment, etc. Started off with one property so it was completely free

Theresa Holl · Answer

Booking Website Builders

• Hosty is most recommended by homeowners
• Wix and WordPress are good if you have a bit more experience or tech know-how
• Notable Mentions: LiveRez, Lodgify, Lodgix, Wix, Guesty

Content Creation

• Canva is great to make a consistent post template or text overlay with property website. 
• Social Pilot is great for scheduling your posts
• Jasper is great for creating blog posts
• Apollo is great for creating cold emails for your blog posts- shoot for retreats, wedding planners, event coordinators, local traffic, etc

Accounting Software

• REI Hub is a smaller company with great customer service, best for 2-20 home range
• FutureStay and Bookerville are a bit more all-in-one, but great tools

Thermostat and chargers

• Nest is great for remote control of the settings, even if just to turn off between guests or alerts for certain temps
• Thermostat locking containers- some like this. Or if you have charger theft issues, can lock them as well.

Advertising and Social media

• Find local city Facebook groups and promote your stay with specials and giveaways
• Boost posts, have off-day promos for influencers to pop in, share blogs on city highlights that link back to your booking site

Digital Welcome book/ Guide book

• Hostfully all the way.
• Have a comments book physically available (coffee book style) for guests to write their own recommendations and favorite things
• Have a physical book when can, photo albums and scrapbooks work great.

Managing your Maids and Handymen

• Breezeway hands down. Love em.

Scott Meier · Answer

We use OwnerRez and Beyond Pricing. I am going to look at wheelhouse this winter. I like OR and it saves us a ton of time. I created a direct booking site and it syncs all our calendars in real time. From booking to our guest arriving everything is automated. Right down to lock codes being autogenerated for their booking times. We are obviously available but that takes out most of the work.

So many options with tools & software, what are you using?

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