Breezeway Integration and Workflow for Property Management Efficiency
Before beginning, ensure you have:
Access to VRTrust with admin permissions
A Breezeway account
Your Breezeway Client ID and Client Secret Key
→ Contact your Breezeway representative if you do not have these credentials.
1. Connect Breezeway to VRTrust - 0:03
Go to Connections in VRTrust.
Select Add Connection.
Click Breezeway → Connect.
Enter your Client ID and Client Secret Key.
Save the connection.
If a connection already exists: proceed to enabling the workflow.
2. Enable and Configure the Breezeway Workflow - 0:30
Click into the Breezeway connection.
Navigate to Workflows & Settings.
Enable the workflow.
Select the Default Vendor.
Recommended: Set the vendor to your property management company, since imported Breezeway charges are reimbursable billable expenses to the owner.
3. Map Task Types to Expense Accounts - 0:47
Scroll to Task Type Configuration.
Map each Breezeway task type to a corresponding expense account in VRTrust.
Task Type | Example Mapping |
Housekeeping | Housekeeping Expense |
Maintenance | Maintenance Expense |
Inspection | Leave blank (no expenses imported for inspection tasks) |
Configure Markups & Tax Rates (Optional) - 1:07
Navigate to the Markup Settings tab.
Assign default markup percentages by department.
Apply tax rates if required based on your jurisdiction.
Note: Markups apply to labor and material costs only — not supplies.
4. Run the Workflow - 1:16
Choose a date range:
Single day
Multiple days
Full month
Run the workflow.
VRTrust will import all completed tasks from Breezeway where the expense is marked billable to owner.
5. Verify Imported Expenses in VRTrust - 2:04
Once imported, review the expenses:
Filter by Source: Breezeway
Verify:
Listing is tagged correctly
Expense account mapping is accurate
Description pulled from Breezeway task
Expense is marked as Billable to Owner
Total amount is correct
These expenses are posted as non-trust account items, meaning they represent reimbursable owner expenses and will appear on the monthly owner statement.
Understanding How Breezeway Data Imports
From Breezeway tasks:
Breezeway Item | Imported? | Notes |
Labor costs | ✔️ | Eligible for markup |
Material costs | ✔️ | Eligible for markup |
Supply items | ✔️ | No markup applied |
Non-billable costs | ❌ | Not imported |
Only charges explicitly marked Bill to Owner are included.
6. Updating or Reprocessing Expenses - 2:38
If configurations change or tasks are updated after initial import:
Locate the existing expense(s) in VRTrust.
Delete the affected line(s).
Re-run the workflow for the same date range.
Updated data will be pulled in automatically.
Completion & Expected Outcome
Once complete, all billable Breezeway expenses flow into VRTrust and are:
Categorized correctly
Assigned to properties
Available for reconciliation
Included on the owner’s monthly financial statements
This automation helps ensure accuracy while reducing manual entry.