Who This Applies To: VRTrust teams with a connected Guesty account who charge owners a cleaning fee when they stay at their own property. Guesty stays read-only. VRTrust never writes anything back to Guesty.
Overview
Many property managers charge owners a cleaning fee when they stay at their own property. Without automation, someone has to spot each owner stay in Guesty and enter a matching expense in VRTrust before statements go out, and it's easy to miss one.
The owner stay cleaning workflow does this for you. For every owner stay that comes in from Guesty, VRTrust creates one paid cleaning expense, billed to the owner, using the fee you set for that listing. The expense shows on the owner statement like any other owner-billable expense.
This workflow is inactive until you set it up.
How It Works
One expense per owner stay. Each expense is tied to its Guesty owner stay, so running the workflow again for the same dates updates the existing expense instead of creating a duplicate.
Fee per listing. The expense amount is the owner stay cleaning fee you enter for that listing, in dollars. Different listings can have different fees.
Billed to the owner. Each expense is owner-billable and recorded as Paid, so it appears under expenses on the owner statement.
Paid from the account you choose. If you don't pick a bank account, the expense is paid from Non-Trust Account.
Dated on check-in by default. Turn on Create on check-out to date expenses on the check-out day instead.
Linked to the stay. Each expense is linked to the listing and to the owner stay's reservation, with a description like "Owner stay cleaning – 2026-10-08–2026-10-10".
Logged on each run. The workflow's run history lists each owner stay it read and each expense it posted.
Set Up the Workflow
Before you start, make sure your Guesty account is connected (see Connect your PMS: Guesty (VRTrust)) and your Guesty listings are matched to VRTrust listings.
Step 1: Choose the expense details
In VRTrust, open Connections and select your Guesty connection.
Open the Workflows tab and click Settings on the Guesty Owner Stay Cleaning Expenses workflow.
Select the vendor to record the expenses against.
Select the expense account the cleaning fee should post to.
Select the bank account the expense is paid from, or leave it empty to use Non-Trust Account.
Turn on Create on check-out if you want expenses dated on the check-out day. Leave it off to date them on check-in.
Step 2: Enter a fee for each listing
In the fee table, enter the owner stay cleaning fee next to each listing, in dollars (for example, enter 130 for $130.00).
Leave a listing blank if you don't charge owners for cleaning there.
The amounts save automatically.
Step 3: Test, then turn it on
Run the workflow for a short, recent date range that includes at least one owner stay.
Open Expenses and check the new expense: listing, date, amount, vendor, account, Paid status, and that it's billed to the owner.
Open the owner's draft statement and confirm the expense appears.
Turn the workflow on for recurring runs. (Enable Sync every 24 hours under the Workflow Settings)
Example
An owner stays at their beach condo from October 8 to October 10. Guests at that listing pay a $160 cleaning fee, and you charge owners $130 for their own stays. With a fee of 130 set for the listing and Create on check-out turned on, VRTrust creates a $130.00 paid expense dated October 10, billed to the owner, and it shows on the owner's October statement.
Important Considerations
Listings with no fee are skipped. If a listing has no fee set, its owner stays don't get an expense. They're listed in the run for review so you can add a fee and re-run.
Cancelled owner stays. If an owner stay is cancelled, its expense is removed. If that month is already locked, the expense stays and is flagged for review instead.
Date changes. If an owner stay's dates change, the expense moves to the new date.
Manually entered expenses aren't matched. If you already entered owner stay cleaning expenses by hand, start the workflow after your last manual entry, or remove the manual entries for that period, so the same stay isn't billed twice.
Guesty only. This workflow currently works with Guesty owner stays.
FAQ
Will running the workflow twice create duplicate expenses?
No. Each owner stay has one expense, so a re-run updates the existing expense.
Is the fee entered in dollars or cents?
Dollars. Entering 130 creates a $130.00 expense.
Does this change anything in Guesty?
No. Guesty is read-only for this workflow.
Can I charge a different cleaning fee at each property?
Yes. The fee is set per listing.
Where does the expense show on the owner statement?
It appears with the owner's other expenses. If it shows as a Net Revenue deduction instead, see Troubleshooting: expense showing as a Net Revenue deduction.
Need help?
If you have questions, reach out to our support team via the help chat with the owner stay's dates and listing, and we'll be happy to assist.