Overview
This guide covers every step of moving a legacy VRPlatform (VRI) team to VRTrust (VRT), from communicating the change to retiring VRI.
Who this is for: Accounting partners supporting property management clients through migration from VRIntegrations to VRTrust.
Each step is labeled with how much of it runs on its own:
Label | Meaning |
Automated | Handled by an automated workflow. Spot-check the result. |
Partially automated | The workflow does the setup, but a person must review, confirm or switch something on. |
Manual | Done by the accounting partner or the VRTrust team. |
The technical migration is primarily run by your AI Assistant through the VRTrust MCP, following the developer guides for Legacy (VRI) Migration and Historical Statements. If you haven't already, connect the VRTrust MCP.
Migration checklist
7. QuickBooks cleanup (for teams that continue using QuickBooks Online after the move.)
Step-by-step walkthrough
Phase 1: Plan and communicate
This phase is entirely manual. It sets expectations, gets a cutover date on the calendar and books the people who will help.
1. Schedule migration timeline · Manual
Coordinate with your team to develop a migration timeline to ensure all teams on the legacy platform are migrated to VRTrust before the official cutoff of April 30th, 2027.
2. Share migration resources · Manual
Refer to these documents and share them with your clients to communicate and prepare for the migration:
For owners: Transitioning to VRTrust: FAQs for Owners
Product overview: Introduction to VRTrust
3. Select a VRTrust Go-Live date · Manual
Determine the VRTrust Go-Live date for each legacy team. A team's Go-Live date is the first month of owner statements in VRTrust. A go-live of October 1 means data is tracked in VRTrust for October statements, and owner statements are sent in November.
Publish every VRI owner statement you want carried over before you migrate. Live VRTrust accounting starts on the first day of the month after the team's last published VRI statement. You can request a later date, never an earlier one. For a December 1 go-live, publish the November statements in VRI first.
Article: Go-Live Planning in VRTrust
Phase 2: Migrate data
Your AI Assistant runs the migration through the VRTrust MCP, which copies the VRI team's setup into a new VRTrust team. Structural data (team, listings, owners) comes across automatically; anything that affects how money is posted needs a person to review it before it goes live. The migration never copies connection credentials, reservations, opening balances or bank accounts.
Process guide: Migrating a Team to VRTrust Using the MCP
Prompt tips: VRTrust MCP Prompt Guide
4. Duplicate the VRI team into VRTrust · Automated
The workflow creates a new VRTrust team from the VRI team. This is run through your AI Assistant.
Do not add, remove or edit owners, or change which owner is assigned to a listing, in VRI after the migration starts. A change made in VRI afterward does not carry over to VRTrust and the owner splits will not match. If an owner change cannot wait, make it in VRTrust, or in both places, until the migration is checked.
Note the effective cutover date the assistant reports. It can be later than the date you asked for.
Phase 3: Connect
The migration copies VRI connections into VRTrust switched off. Connections must be turned on manually. Do this first, as soon as the migration finishes and the VRTrust team exists.
5. Confirm onboarding in VRPilot · Manual
As soon as the VRTrust team is created, open the VRPilot Onboarding Guide, the setup sidebar inside VRTrust, and use it to walk through the onboarding steps in order.
VRPilot sends you to the right screen for each step and marks a step complete where VRTrust can detect it. Mark the rest done, skipped or hidden yourself.
Start with the connection steps below (steps 6–11). Before moving on, confirm each one shows as complete in VRPilot.
Progress is tracked for the whole team, so anyone can pick up where someone else left off.
If you don't see the guide, contact VRTrust support. A team admin can hide it in Settings > Team Settings.
Article: VRPilot Onboarding Guide (VRTrust)
6. Reconnect the PMS and sync reservations · Partially automated
The PMS connection should be copied to VRTrust switched off. If the assistant asks whether you want the PMS connection turned on/already connected or turned off/disconnected, reply that you want it turned off/disconnected.
Once the PMS connection is copied into VRTrust (switched off), click Reconnect next to that connection.
If no connection was copied over, use Add New Connection and connect the PMS the usual way.
Check the PMS accounting start date. Open the connection's settings and look at the Accounting start date. It should be January 1, 1900; the go-live date is what sets the real cutover. The migration can set it to the go-live date instead, and reservations dated before the accounting start date will not come in. If it shows anything else, change it to January 1, 1900 (contact VRP support if you can't edit it). Do this before the first sync, and check it again after any reconnect.
For Guesty users: in the Guesty Marketplace, connect the VRTrust app and keep the VRPlatform app connected. You don't need a new API key.
After the first sync, confirm reservations arrived with their financials. PMS lines stay unmapped until the reservation line mappings are built (step 13). Check that none are left unmapped after that.
Once VRTrust is live, set the PMS connection to inactive in VRI so only one team fetches from the PMS.
Articles: Managing an Existing PMS Connection · PMS guides such as Hostaway and Hospitable · Migrating a Team to a New PMS through the VRTrust MCP
Prompt for your AI Assistant: "For the VRTrust team [VRT team name], list its connections and confirm the PMS connection was copied over switched off. After I reconnect it, tell me the connection's accounting start date, then run a sync and tell me how many reservations arrived and whether any have lines that are not mapped."
7. Connect bank accounts · Manual
Each operating and trust bank account is connected in VRTrust. Bank connections are not migrated.
Never add a second account for a bank that already exists in VRTrust. It splits your records across two ledgers. To change the login on an existing bank connection, use Reconnect with a different bank login.
Article: Manage bank accounts (VRTrust)
8. Connect Ramp (optional) · Manual
Only for teams that use Ramp. A team admin connects it from Banking. The article explains what VRTrust sets up for you.
Article: Connect Ramp to VRTrust
9. Connect merchant processors · Partially automated
Your AI Assistant adds each merchant processor connection; the customer reconnects it when ready.
Authorize.net deposits arrive with no bank account attached. Select the unassigned deposits and set the bank.
Booking.com has no direct connection. Import its payout CSV (Deposits, then Import) unless its payments run through Stripe.
Articles: Stripe · Authorize.net · GuestyPay · Lynnbrook · Upload deposits using the import modal
Prompt for your AI Assistant: "List the payment processor connections on the VRI team [VRI team name] (for example Stripe, Authorize.net, GuestyPay or Lynnbrook). Add any that are missing on the VRTrust team [VRT team name], and tell me which ones I still need to reconnect."
10. Connect Airbnb · Partially automated
The AI Assistant adds the Airbnb connection; the customer reconnects it using the VRP browser extension when ready.
Articles: How to add the VRP browser extension · Connect Airbnb and Booking.com with the browser extension · How to Reconnect Airbnb
Prompt for your AI Assistant: "Compare the connections on the VRI team [VRI team name] with the VRTrust team [VRT team name]. Add the Airbnb connection to the VRTrust team if it is missing, and tell me what I still need to do to finish reconnecting it."
11. Connect an accounting system (optional) · Manual
Only for teams that keep an external general ledger alongside VRTrust.
Phase 4: Configure
These steps set up owners, accounts, fees, statements, opening balances, workflows, historical statements and the owner portal. Do them once the connections above are on.
12. Set up owners and listings · Automated
Listings are created automatically. Listings created in VRI after the copy are not included.
Owners, contact details and ownership periods are created and assigned to listings.
Listing groups do not come over. Check them against VRI and recreate any that are missing. See Listing Groups.
Spot-check that each listing has the right owner, especially where owner names are similar.
Review any listing with multiple owners. Owners without a set split share equally, so confirm the percentages.
An owner typed "company" in VRI arrives without a company type. Set the tax classification on those contacts.
Article: Owners Overview (VRTrust)
13. Chart of accounts and reservation line mapping · Partially automated
VRI has no chart of accounts, so your AI Assistant proposes one, using the accounts on the customer's existing owner statements as a guide, and asks for confirmation.
Review the reservation line mapping in the app to confirm it. A QuickBooks chart of accounts may use different names from VRTrust's defaults.
Create any missing accounts first. A legacy account with no match in VRTrust gets a new account with the same name. Pick the category carefully, because it cannot be changed after the account is created (for example, onboarding fees charged to owners belong in an expense category, not revenue).
Map each VRI item to a VRTrust account (for example, Accommodation Fare and discounts to Rents, Cleaning Fee to Cleaning Fees Collected, Tax to a tax liability, Security Deposit to Security Deposits Payable).
Where VRI excluded a line type, map it with no account.
Where VRI excluded it only for certain channels, add a channel exception for those channels.
Carry over unusual VRI choices as they were, unless the partner asks to change them.
Articles: Course 3: Accounting Structure & Configuration · Exceptions to reservation line mappings · Unmapped PMS lines
Prompt for your AI Assistant: "Read the reservation line mappings on the VRI team [VRI team name]: every PMS line type, the item it maps to, whether it is Invoice or Exclude, and any channel exceptions. Compare them with the chart of accounts and line mappings on the VRTrust team [VRT team name]. Propose a VRTrust account for each line type, list any accounts that need to be created, and list the line types that are excluded or have channel exceptions. Do not create or change anything until I approve."
Then, once you have reviewed the proposal:
"Create the accounts I approved, then create the reservation line mappings, including the exclusions and channel exceptions."
14. Set up fees and commissions · Partially automated
Articles: How to Set Up Flat and Percentage Fees · Create Conditional Fees · Commission & Fee Setup: What to Check Before Publishing Statements
Prompt for your AI Assistant: "Read each fee and commission on the VRI team [VRI team name]: type, default rate, the line items in the formula, accounts, and any per-listing or per-channel exceptions. Propose the matching VRTrust fees for [VRT team name], using the VRTrust default fees as the starting point and the accounts from the line mappings. Show me the proposal before you create anything."
Then, once you have reviewed the proposal:
"Create the approved fees as active and assign them to the listings with a start date of inception and no end date."
15. Configure owner statement templates · Manual
16. Set opening balances and liabilities · Partially automated
The migration does not copy opening balances. Enter the opening trial balance on the VRTrust team.
Owner starting balances: export the Statements table from the most recent month in VRIntegrations and use its current balance column for each owner.
Advance deposits: after the first PMS sync, open Settings > Opening Balances > Review Advance Deposits.
Review the list against VRI, and add any missing reservation or upload a CSV, then submit.
Opening tax liabilities are entered by hand.
Articles: Opening balances overview · Edit opening balances, add taxes payable, and review advanced deposits · Import listing opening balances · Import advance deposits · Manually enter advance deposits
Prompt for your AI Assistant: "Show me the opening balances on the VRTrust team [VRT team name], including each owner's starting balance. Compare the owner balances with the current balance column in the VRI Statements export I am attaching, and list any differences."
17. Configure workflows (optional) · Manual
Set up any workflows the team relies on, such as QuickBooks bill or billable-expense syncing.
18. Configure the owner portal · Manual
Review and update owner portal settings in VRTrust and add branding if needed.
Articles: White Label Your Owner Portal · Owner Viewer Management
19. Configure owner email templates · Manual
Review and update email settings in VRTrust before owners are invited.
20. Import historical owner statements · Partially automated
Do this step last, after every other step above is complete and before you retire VRI.
Past statements are imported into the VRTrust default template, and a different template can be assigned afterward. To start with a different layout, choose it on the first import; it cannot be chosen on a later one.
Every legacy account and listing must be mapped before the import runs. If one is missing, the job stops before it writes anything, and you can fix the mapping and rerun.
Identify payouts that were unpaid at the cutover. VRI stores no payment date, so check the bank or QuickBooks. If an owner was paid after the cutover, that payout appears again on the first VRTrust statement. Give your assistant the statements whose payout was not yet paid; only the last statement of each listing can be unpaid. This also protects 1099 reporting.
Imported statements count as paid. Compare a sample against VRI.
Prompts for your AI Assistant, in order:
(1) "Show me the account mappings for the [VRT team name] migration. List any accounts that don't have a suggested match."
(2) "Show me the listing mappings for the [VRT team name] migration. Which listings need a decision from me?"
(3) "Import the historical statements for [VRT team name] using the mappings we agreed on. Let me know when the job finishes."
Phase 5: Go live
From the go-live date on, VRTrust is the system of record. All bookkeeping happens only in VRTrust.
21. Invite owners to the VRTrust portal · Manual
Migration does not grant portal access. Verify each owner's contact details, ownership periods and payout accounts, then send invites to the email address owners already use.
Make sure each owner record has the trust account set as the default payout bank, so payouts land correctly.
Articles: Invite owners (VRTrust) · Transitioning to VRTrust: FAQs for Owners · Solved: Can't access the owner portal
Prompt for your AI Assistant: "List the owners on the VRTrust team [VRT team name] with their email address, ownership periods and default payout account, and flag any that are missing. After I approve the list, send owner portal invites to the owners I choose."
22. Publish the first owner statements · Manual
Review and publish statements through VRTrust.
Phase 6: Retire VRI
23. Download VRI files (optional) · Manual
Download any reports and files to keep for your records. This may include files uploaded and shared with owners, tax statements, etc.
24. Deactivate the VRI team subscription · Manual
Finally, deactivate the old VRI team by cancelling the team's old subscription.
Before you cancel, confirm with VRP how billing is set up for that team. Migrated teams are being set up so the new VRTrust team is free through its go-live month and the old VRI team is free for the following two months, then cancels automatically.
Phase 7: QuickBooks cleanup (if keeping QuickBooks Online)
These steps stop QuickBooks from duplicating activity that now lives in VRTrust. Do them in order, following each article.
25. Reassign products and services · Manual
26. Void invoices and bills dated after the VRTrust start date · Manual
Confirm you are working in the correct QuickBooks company before you void anything.
27. Journal out trust liabilities · Manual
28. Deactivate the old chart of accounts · Manual
Key resources
Resource | Audience |
Accounting partners | |
Property managers | |
Owners | |
Accounting partners | |
Accounting partners, MCP | |
Accounting partners, MCP | |
Accounting partners, property managers |