If you bill owners for expenses through Guesty (repairs, supplies, cleaning, taxes, and so on), VRTrust can pull those owner charges in automatically. Each one is posted as an owner-billable expense in VRTrust, so it appears on the owner statement without anyone re-typing it from Guesty.
Who this applies to: VRTrust teams with a connected Guesty account. Guesty stays read-only. VRTrust never writes anything back to Guesty.
How it works
On each run, the workflow reads the owner charges recorded in Guesty for the period and creates one VRTrust expense for each charge.
One expense per Guesty charge. Each expense keeps a reference back to the Guesty charge, so running the workflow again for the same period or an overlapping period does not create duplicates.
Category to account mapping. Each Guesty expense category is mapped to a VRTrust account. You manage this mapping yourself for your own Guesty connection.
Vendor. Every imported expense uses the property manager vendor you select in the workflow settings.
Billed to owners. Imported expenses are owner-billable, so they flow to the owner statement for the listing's owner.
Paid from Non-Trust Account. Imported expenses are recorded as Paid, with the payment account set to Non-Trust Account.
Description. Each expense is described as Category: Description, using the category and description from the Guesty charge.
Dates. Guesty owner charges are matched using their accounting dates.
Set up the workflow
Before you start, make sure your Guesty account is connected (see Connect your PMS: Guesty (VRTrust)) and that your Guesty listings are matched to VRTrust listings.
In VRTrust, open Connections and select your Guesty connection.
Open the Workflows tab and click Settings on the Guesty Owner Expenses to VRTrust workflow.
Select the PM vendor that imported expenses should be recorded against.
Map each Guesty expense category to the VRTrust account it belongs in (for example, a Guesty "Supplies" category to your supplies expense account).
Save your settings, then run the workflow for a short, recent date range to check the results before you turn on recurring runs.
Tip: For your first run, pick a small range that you have not already entered by hand. Expenses you previously entered manually have different references, so VRTrust does not match them to Guesty charges automatically. Importing a period you already entered manually will create duplicates of those expenses.
Review imported expenses
After a run, open Expenses and check a few of the imported expenses. For each one, confirm:
The correct listing and date
The amount matches the Guesty charge
The expected VRTrust account for the category
Vendor is your PM vendor, status is Paid, and the payment account is Non-Trust Account
The expense is billed to the owner and appears on the owner statement the way the original Guesty charge did
Charges held for review
The workflow never guesses. Some charges are left out of the import so you can review them first:
Unmapped categories. If a Guesty charge has a category you have not mapped to a VRTrust account, it is not imported. Add the mapping, then run the workflow again for that period and the charge is picked up.
Charges with no distinct category. Charges where the category is missing or is the same as the description are surfaced for review rather than assigned to an account automatically.
Inactive listings. If a charge belongs to a listing that is inactive in VRTrust, no expense is created and the failure stays visible. Reactivate the listing or handle the charge manually.
FAQ
Will running the workflow twice create duplicate expenses?
No. Each expense is tied to its Guesty charge, so re-running the same or an overlapping period updates the existing expense instead of creating a new one.
Does this change anything in Guesty?
No. Guesty is read-only for this workflow.
Can I import these as unpaid expenses or from a different bank account?
Not currently. Imported owner expenses are recorded as paid from Non-Trust Account.
I already entered these expenses by hand. What should I do?
Start the workflow from a date after your last manual entry, or remove the manual entries for the period you import, so the same charge is not recorded twice.