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Other fees: Allocate guest revenue to PM

Updated this week

By default, all revenue collected from guests through customer invoices is recorded as owner revenue in VRTrust.

To allocate certain revenues—such as booking fees—to the property manager, you must create fees that expense the owner and reallocate the revenue to the property manager.

This article walks through how to configure those fees.

1. Understand How Reservation Revenue Is Mapped

Each PMS line that appears on a reservation invoice is mapped to a specific account in your Chart of Accounts.

Example:

  • A Booking Fee line in the PMS

  • Mapped to a Booking Fees – Revenue account in VRTrust

If this revenue should belong to the property manager, you must:

  • Expense the amount to the owner

  • Allocate the revenue to the property manager using a fee

2. Navigate to Other Fees

  1. Go to Fees & Commissions

  2. Select Other Fees

  3. Choose Booking Fee

This fee will be used to reallocate booking fee revenue from the owner to the property manager.

3. Configure the Booking Fee

Set up the fee with the following configuration:

  • Rate: 100%

    • Ensures the property manager receives the full booking fee

  • Booking Channels:

    • Select the channels where this fee should apply

  • Advanced Settings:

    • Set the Revenue Recognition Date

    • Choose whether the fee applies to:

      • All reservations, or

      • Only booked reservations

4. Review Revenue and Expense Account Mapping

This fee uses two sides of the same account:

  • Revenue Account:

    • Booking Fees (Revenue)

    • Party: Property Manager

    • Appears on the Property Management Income Statement

  • Expense Account:

    • Booking Fees

    • Party: Owner

    • Appears as an expense on the Owner Statement

This configuration:

  • Removes booking fee revenue from the owner

  • Reallocates it to the property manager correctly

5. Apply the Booking Fee to Listings

  1. Go to Fees & Commissions → Listings

  2. Select the listings where booking fee revenue should belong to the property manager

  3. Click Add New

  4. Select Booking Fee

  5. Set Start Fee From to:

    • The first day of your Go-Live month

  6. Click Submit to save

This ensures the fee is applied to your first owner statements.

6. Repeat for Other Revenue Types

Repeat this same process for:

  • Any other revenues collected from guests

  • That should belong to the property manager, not the owner

Each revenue type should have its own fee configured and applied to the appropriate listings.

Summary

Setting up additional owner expense fees allows you to:

  • Correctly reallocate guest-paid revenues

  • Remove those amounts from owner statements

  • Record them as property management income

  • Keep owner and PM reporting accurate

This setup is essential for ensuring booking fees and similar charges are attributed to the correct party in VRTrust.

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