Overview
If you're an accounting partner, you can switch a client from one property management system (PMS) to another without double-counting reservations. You run it through your AI assistant, using the VRPlatform MCP connection, and you don't need to write any code.
A PMS migration is built around one cutover date:
Reservations up to the cutover keep posting from the old PMS.
Reservations from the cutover onward post from the new PMS.
Listings and reservations that exist in both systems get merged, so each property and stay appears only once in the books.
You preview the cutover first. The preview changes nothing and lists anything that would block it. Once it's clean, you apply it in a single step.
Which date counts? A reservation's accounting date follows the team's revenue recognition setting: check-in (the default), check-out or pro-rata. Cancelled reservations post on their cancellation or booking date.
Before you start
Connect your AI assistant to VRPlatform MCP. Add https://mcp.vrplatform.app/ as a connector in Claude, Codex or any other MCP client. Then sign in with your VRPlatform account when you're prompted. See Connect an AI Assistant Using VRTrust MCP for setup steps.
Connect the new PMS to the same team. Both the old and new PMS connections must be active on the client's team.
Leave the new PMS without an accounting start date. The cutover sets that date for you. The old PMS must already have an accounting start date.
Remove any third PMS. No other PMS connection on the team can have an accounting window that overlaps the period after the cutover.
Pick the cutover date. It must fall after the old PMS's accounting start date and can't be earlier than the team's books-closed date. The first day of a month is usually the cleanest choice.
Check published statements. Reservations attached to published statements are locked and can't be moved. Plan your cutover date with that in mind.
Good to know: the assistant asks you to confirm before it makes any change. The preview step never changes data.
Migrate the PMS step by step
Run these steps in order, in a single conversation with your assistant. The prompts below are examples. Change the team, PMS names and date to fit your client.
Step 1: Review listing matches
"Using VRPlatform MCP, show me the listing mappings for moving Mountain Papa from Guesty to Hostaway. Which listings need a decision from me?"
VRT matches new-PMS listings to existing listings by title and address. Each new-PMS listing gets one of these statuses:
Status | What it means | What you do |
Already shared | The listing is already linked | Nothing |
Matched | Merged into the existing listing automatically | Nothing |
Suggested | A likely match that hasn't been confirmed | Confirm it or reject it |
Ambiguous | More than one possible match | Choose the right listing |
Unmapped | No match found, so it becomes a new listing | Nothing, unless it's really an existing property |
To keep a listing separate, tell the assistant not to merge it.
For example: "Don't merge Lake House 2, keep it as a new listing."
Step 2: Preview the cutover
"Preview the PMS cutover for Mountain Papa with a cutover date of 2026-11-01, using the listing choices we agreed on."
The preview changes nothing. It reports:
How many reservations the cutover affects
How many journal entries will be refreshed
Any blockers that would stop the cutover (see Step 3)
The preview runs in the background. Ask the assistant to check its status until it's finished.
Step 3: Resolve blockers
Run the preview again after each fix, and repeat until it reports no blockers.
Locked reservations: these are tied to a published statement or fall before the books-closed date. Unpublish the statement, choose a later cutover date, or contact support.
Unmatched reservations: these are old-PMS reservations after the cutover that have no matching reservation in the new PMS. Point each one to its new-PMS reservation, or retire it if the stay no longer exists, for example because it was cancelled.
Suggested or ambiguous listings: confirm the match, or keep the listing separate.
Locked listing moves: a merge would touch locked history. Clear the lock, or keep that listing separate.
Step 4: Apply the cutover
"The preview is clean. Apply the PMS cutover for Mountain Papa with the same date and mappings, then show me the result."
The apply step happens all at once. It:
Ends the old PMS's accounting on the cutover date and starts the new PMS's accounting on the same date
Deactivates old-PMS reservations on or after the cutover
Moves matched listings and reservations
Re-links deposit and payment lines
Refreshes the affected journal entries
Use the same date and mappings as your final clean preview.
Check the migration
Once the apply step finishes, ask the assistant for the cutover result. Then work through this list:
Accounting windows: the old PMS ends on the cutover date and the new PMS starts on the same date.
No duplicates: spot-check a few properties for stays that span the cutover. Each stay should appear only once.
Listings: merged listings keep their history, and any new listings are ones you expected.
Payments: deposits and payouts for moved reservations are linked to the right reservation.
Owner statements: run a draft statement for the cutover month and compare it with what you expect.
FAQ and troubleshooting
Will reservations be counted twice? No. Old-PMS reservations on or after the cutover are deactivated, and matching new-PMS reservations replace them.
Can I run the preview more than once? Yes. The preview never changes data, so run it as often as you need until it's clean.
The cutover date I want is rejected. It has to fall after the old PMS's accounting start date and can't be earlier than the books-closed date. Another PMS connection with an accounting window after the cutover will also block it.
A reservation is locked. What now? It's attached to a published statement or falls before the books-closed date. Unpublish the statement, move the cutover to a later date, or contact support.
I'm also moving a client from the legacy platform (VRIntegrations) to VRTrust.
Run the VRI to VRT migration first. It sets up the PMS accounting window on the new team.
Need help? Contact VRPlatform support through the chat in the app.