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.

Refer to these documents and share them with your clients to communicate and prepare for the migration

Determine the VRTrust Go-Live date for each legacy team.

Article: Go-Live Planning in VRTrust

Process guide: Migrating a Team to VRTrust Using the MCP

Prompt tips: VRTrust MCP Prompt Guide

The workflow creates a new VRTrust team from the VRI team. This is run through your AI Assistant, not the app UI.

Article: Migrating a Team to VRTrust using the MCP

Listings are created automatically.

Check that listing groups match VRI and recreate any that are missing.

Owners, contact details and ownership periods are created and assigned to listings.

Spot-check that each listing has the right owner, especially where owner names are similar.

Article: Owners Overview (VRTrust)

Recurring fees and commissions are migrated as inactive drafts, so nothing posts until someone reviews them.

Before activating each fee: confirm the base rate and any listing-level exceptions, set revenue recognition, and check the posting accounts against the customer's books.

Formula-based recurring fees may need to be recreated by hand.

Articles: How to Set Up Flat and Percentage Fees · Create Conditional Fees · Commission & Fee Setup: What to Check Before Publishing Statements

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. Note that a QuickBooks chart of accounts may use different names from VRTrust's defaults.

Articles: Course 3: Accounting Structure & Configuration · Exceptions to reservation line mappings · Unmapped PMS lines

Statement layouts are not migrated. Build the template in VRTrust to match what owners are used to, then assign it to listings.

Articles: Set up owner statement templates · Managing owner statement templates · Custom sections in owner statements

Past statements are imported into the VRTrust default template, and a different template can be assigned afterward.

Compare a sample of imported statements against VRI.

Article: How Historical Owner Statement Migration Works in VRTrust

Review and update owner portal settings in VRTrust and add branding if needed.

Articles: White Label Your Owner Portal · Owner Viewer Management

Review and update email settings in VRTrust before owners are invited.

Articles: Set up owner email templates · Enable or disable owner statement notifications

The customer connects each operating and trust bank account in VRTrust. Bank connections are not migrated.

Article: Manage bank accounts (VRTrust)

The PMS connection should be copied to VRTrust switched off.

If the migration copied the PMS connection over (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.

After the first sync, confirm reservations arrived with their financials and that all PMS lines are mapped.

Articles: Managing an Existing PMS Connection · PMS guides such as Hostaway and Hospitable · Migrating a Team to a New PMS through the VRTrust MCP

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

Claude adds each merchant processor connection; the customer reconnects it when ready.

Articles: Stripe · Authorize.net · GuestyPay · Lynnbrook

Only for teams that keep an external general ledger alongside VRTrust.

Articles: Connect QuickBooks Online (QBO) · External GL Workflow: How to Map Accounts

Set up any workflows the team relies on, such as QuickBooks bill or billable-expense syncing.

Articles: QuickBooks Billable Expenses Workflow · QuickBooks Transfers to Bills Workflow · More Connection Workflows

Owner starting balances and advance deposits come from the migrated reservation financials. Review both against VRI.

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

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.

Articles: Invite owners (VRTrust) · Transitioning to VRTrust: FAQs for Owners · Solved: Can't access the owner portal

Review and publish statements through VRTrust.

Article: Review and publish owner statements (VRTrust)

Download any reports and files to keep for your records. This may include files uploaded and shared with owners, tax statements, etc.

Finally, deactivate the old VRI team by cancelling the team's old subscription

Article: How to Cancel or Remove a Client Team (Accounting Partners)

Article: Reassigning Products and Services Before Retiring QuickBooks Accounts

Article: Voiding Invoices and Bills in QuickBooks

Article: Journaling Out Trust Liabilities in QuickBooks

Article: Deactivating the Old Chart of Accounts After Migrating to VRTrust

Listings, listing groups and owner assignments match VRI (steps 8–9)

Every migrated fee has its rates, listing exceptions, revenue recognition and posting accounts confirmed, then is activated (step 10)

The chart of accounts and reservation line mappings have been reviewed (step 11)

Owner statement template is built and assigned to every listing (step 12)

Owner portal and email templates reviewed (steps 14–15)

Bank accounts connected (step 16)

PMS, Airbnb and merchant processor connections are on in VRTrust and off in VRI (steps 17–19)

Reservations synced with financials and no unmapped lines (step 17)

Opening balances, advance deposits and tax liabilities reconciled (step 23)

Owners invited and able to log in (step 24)