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How to handle a mid-month owner transition for a listing (VRPlatform)

When a new owner takes over a listing mid-month: create a new QBO class, manually create and link a new listing in VRP, reclass transactions by effective date, and clean up after the month closes.

When a property management client has a new owner taking over a listing in the middle of the month, you need to transition the listing to a new VRP listing and a new QuickBooks Online (QBO) class so that accounting and owner statements split cleanly between the outgoing and incoming owner. This guide walks through the full process: creating the new class, manually creating and linking the new listing in VRPlatform, reclassing transactions by effective date, and the cleanup to perform after the month is closed.

Before you begin, make sure the new owner has been added in VRPlatform (how to add owners).

1. QuickBooks Online — create the new class

Create a new class in QBO using the same name as the existing class with " - New" appended to denote the incoming listing. For example, a property named Aqua Vista would get a new class called Aqua Vista - New. The suffix keeps the two listings distinguishable during the transition month.

2. VRPlatform — create and link the new listing

  1. Update the QBO connection to pull in the new class. On the Connections page, run a fetch on your QBO connection so the new class is available for mapping.

  2. Go to the Listings screen.

  3. Click Link Units in the top-right corner to open the Link Units to Listings modal.

  4. Uncheck "Unmapped Only" so that you can see all listings, not just unmapped units.

  5. Click + Add listing to create the new manual listing, naming it Listing Name - New (matching the class naming convention).

  6. Find the listing that is changing and map both the PMS and the Airbnb connection to the new listing you just created. Mapping both connections ensures all reservation and payout data routes to the new listing.

  7. Map the new class to the new listing on the Mappings page under Classes (Classes Mappings section). Do not set a fallback/default — each listing maps to its own individual class.

  8. Add the new owner and assign them to the new listing.

3. QuickBooks Online — reclass transactions by effective date

  • Based on the effective date of the ownership change, move invoices, commission, expenses, and similar transactions to the new listing/class.

  • Tech fee: if there is a tech fee between the two listings, prorate it based on the sale (effective) date so each owner is charged for their portion of the month.

4. After the month is closed

Once the transition month has been closed, finish the cleanup so the old listing and class are fully retired.

VRPlatform

  • Disable the old listing so it no longer posts transactions or generates statements.

  • Remove the " - New" suffix from the new listing's name so it reads as the standard listing name going forward.

QuickBooks Online

  • Update recurring entries to point at the new class — tech fee, commission, etc.

  • Check the balance sheet into the future (Balance Sheet by Class) to make sure no bookings, expenses, or other activity are still coded to the old class.

  • Make the old class inactive. If it is a parent class, remove it as a sub-class first, then mark it inactive.

Note: Class designations are shared across all VRPlatform automations, so mapping the class once applies it everywhere — but transactions already generated under the old class will not move on their own. Reclass them in QBO and re-run any affected automations, then regenerate the affected owner statements for both the outgoing and incoming owner. For payment journal entries specifically, see why are my journal entries missing classes.

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