Who this is for: Property managers moving to trust accounting with VRTrust, who need to explain the change to owners and get their buy-in.
This article pulls together everything you need to introduce trust accounting to your owners and get them comfortable in their new owner portal. Use it as your starting point: share the resources below and personalize the email template to fit your voice.
What's in this toolkit
Owner Guide: "Trust Accounting 101" — a plain-language explainer covering why trust accounting matters, what VRTrust is, and the benefits to owners. Available as a short article and a companion slide deck.
Owner portal & statement articles: Three help articles that walk owners through navigating their new portal and reading their statements.
Email template: A copy-paste starting point for introducing the change to your owners.
Attachments: Attach the Trust Accounting 101 article link or PDF to your own outbound email before sharing with owners.
Step 1: Build buy-in before you switch
Before owners see any changes in their portal, help them understand why this change is happening. Share the article and/or PDF below so owners understand:
Why trust accounting is the industry standard, and how it differs from co-hosting
What VRTrust is
The benefits to them as owners — protected funds, traceable statements, real-time visibility
A short personal note goes a long way here. See the suggested email template below.
Step 2: Help owners navigate their new portal
Once an owner has accepted their portal invite, send along these articles so they can find their way around and understand their statements:
Navigating Your Owner Portal — a tour of each section: Statements, Calendar, Reservations, Files, Access, and Settings
Understanding Your Owner Statement — what each line in the summary box and statement body means
Understanding Your Owner Statement Summary — how to read the consolidated, multi-period view
These three articles are currently in draft. Publish them from your Intercom workspace before sharing so the links above go live for owners.
Suggested email template
Copy, paste, and personalize before sending to your owners.
Subject: An update on how we manage your funds
Hi [Owner Name],
I wanted to let you know about an important change to how we handle your property's finances.
We're moving to formal trust accounting, powered by VRTrust — a platform built specifically for short-term rental accounting. Your funds will now be held in a dedicated trust account, separate from our operating funds, with every dollar tracked from the moment a guest pays to the moment it's paid out to you.
I've attached a short guide that explains what trust accounting is and what this means for you.
Here's what to expect:
Our relationship stays exactly the same — I'm still your main point of contact.
Your property and ownership details carry over as-is.
You'll receive an email invite to a new owner portal soon, where you'll be able to view your statements and account activity any time.
Take a look at the attached guide when you get a chance, and let me know if you have any questions — happy to walk through it together.
Best,
[Your Name]
Need help?
If you have questions about any of these resources or want help customizing them for your business, reach out to our support team via the help chat.