Good accounting in VRTrust comes down to small, consistent habits. When you stay on top of deposits, bank activity, and expenses as you go, month-end becomes a review instead of a cleanup. This article covers the habits that matter most, organized by how often to do them.
The golden rule: reconcile before you publish. Owner statements should never be finalized before bank reconciliation is complete, and if the Trust Reconciliation Report doesn't tie, don't move on to statements.
At a Glance
How often | What to do |
Each login or payout cycle | Check the Dashboard, review new deposits, and use Quick Search to jump to records |
Weekly | Reconcile, keep bank feeds current, review guest balances, and get expenses into VRTrust |
Monthly | Work through the Month-End Checklist, publish statements, and sign off |
As needed | Handle cancellations, off-trust deposits, and sync delays, and ask for help early |
Each Login or Payout Cycle
Check the Dashboard. It highlights issues that may block you from using the system effectively and flags items that need attention, such as incomplete setups or imbalances. Starting there keeps small problems from growing.
Review new deposits. After each payout cycle, compare deposit totals against your actual bank activity. A deposit that isn't assigned to a bank account is a warning sign that the cash may not be in trust.
Use Quick Search to jump to records. Press Cmd+K (Mac) or Ctrl+K (Windows), or click Search in the left-hand navigation, to find an owner, listing, reservation, expense, deposit, or statement. Quick Search shows statements for the current calendar month, so for an earlier month, search for the owner or listing, open the statement, and use the period toggle inside it. Learn more
Weekly
Reconcile weekly, not just monthly. Don't wait for month-end to find problems. Clearing unmatched deposits, importing bank activity, and reconciling your accounts each week keeps the close short. These steps are covered in the Month-end checklist.
Keep your bank feeds current. Make sure bank activity is synced (or imported), uploading missing transactions by CSV for any account that isn't connected through Plaid, and reconcile every bank account to a $0 difference.
Review Guest Balances. Look for negative balances and unpaid reservations. Completed stays shouldn't carry unexpected balances, so resolve them before they reach a statement. VRTrust also flags reservations with non-zero balances in the Reservations section. Guest Balances report
Get expenses into VRTrust. Expenses that aren't in VRTrust won't appear on owner statements, even if they exist in another system. Import or sync them (for example from QuickBooks Online, Breezeway, Ramp, or CSV) before owner payouts, and confirm each one is on the right listing, owner allocation, and statement period, with no duplicates.
Learn about a Continuous Close: Instead of waiting until month-end to untangle deposits, balances, and expenses, a continuous close keeps your books close-ready all month through small, consistent habits. These resources show you how:
Monthly
Use the Month-end checklist as your reference every close.
Make adjustments in the right order to avoid rework. Review Guest Balances, resolve guest-related issues with Financial Adjustments, correct allocation issues with Fee Adjustments, re-check Guest Balances, then review the Trial Balance. Use a Financial Adjustment when what the guest owes or paid is wrong, and a Fee Adjustment when the guest amount is right but the allocation isn't. Month-End Adjustments in VRTrust
Check your commissions. Confirm the management commission columns on owner statements match the commission rates on your listings.
Preview statements as Draft and resolve any validation warnings, such as unmapped accounts or net revenue that doesn't match the GL, before publishing.
Confirm the Trust Reconciliation Report ties. Total trust cash should equal total trust liabilities with no unexplained variances. If it doesn't tie, don't proceed to statements. Trust Reconciliation Report
Publish, then pay. Move statements from Draft to In Review to Published only when nothing else is expected to change, confirm owners have portal access, and then pay owners.
Finalize the PM statement and record transfers from your trust account to your operating account. Review PM Statement
Sign off. Confirm that banks are reconciled, clearing accounts are reviewed, external expenses are included, owner balances make sense, and statements are published. Note any exceptions that need follow-up.
As Needed
Handle cancellations consistently. Decide ahead of time how your team records cancellation fees, revenue reallocated to the property manager, and revenue that stays with owners. For cancellations after a statement period has closed, use the financial adjustment tools in the reservation drawer instead of reopening the statement. Canceled Booking Adjustments Best-Practices
Deal with off-trust deposits the right way. If Airbnb paid out to an owner or an operating account instead of trust, the deposit still imports and will inflate your trust balance unless you handle it. Follow the steps in Troubleshooting Airbnb Deposits Not Received in Trust.
Confirm listings are enabled and synced before generating statements. A disabled listing stops its reservations and automations from posting, and statements generated before your PMS finishes syncing can miss reservations.
Keep learning. Use the VRTrust MCP to ask questions in plain language or build your own reports and dashboards, and check VRTrust Release Updates to stay current on new features.
Reach out early. If something doesn't look right, use the help icon in VRTrust and include the specific reference, such as a deposit reference (for example, DEP-XXXX). How we support you
đĄ Let your AI assistant do the legwork. If you've connected an AI assistant like Claude or Codex to VRTrust, you can ask it in plain language to look up data, check on reconciliation, or run reports. Anything that adds, changes, or deletes data is confirmed with you before it runs. Browse examples in the VRTrust MCP Prompt Guide, or connect an assistant if you haven't yet.
Common Mistakes to Avoid
Finalizing owner statements before bank reconciliation is complete
Changing prior periods after statements are published
Leaving expenses in another system, where they won't appear on owner statements
Assuming every imported Airbnb deposit landed in trust
Using a Fee Adjustment when a Financial Adjustment is needed, or the other way around
Ignoring small guest balances