PMS Features for Rental Owners

Improve Owner Guest Experience and Reduce Staff Time with the RDP Owner Portal

Features of owner management include managing and creating reservations for owned units, owner internet access, unique rates per owner, pay bills for owners, owner reporting, pooled owner accounting, bill housekeeping to owners, manage non-rental units, long term rentals, multiple owners, and more.

Additional Features Include:

Commission-free owner access to your database.
Owner and guest internet reservations.
Future owner calendar viewing, changes, and printing.
Access to past owner statements.
Reviewing work orders with complete details.
Pay balance due online.
Mass email marketing and newsletters for owners.
Detailed property descriptions with pictures.
Service fee charging for credit card transactions.
Selling additional guest services with the Guest Itinerary and Concierge module.
All owner internet access integrated with the Trust Accounting System.

Email Integrations for Guests & Owners

Automatically send customized emails to individual guests or filtered lists of guests directly from RDP. Emailing features include fully integrated HTML templates, include attachments to email, mass email any list of guests direct from RDP, automatically schedule and send emails, integrated optional guest survey, multiple email addresses per reservation, and more.

Short & Long Term Rentals

The RDP software streamlines the ability to offer traditional daily reservations as well as long term reservations between 30 days and 4 years. Features include customized billing terms, monthly statements including all charges, due dates for rent, deposits for 1st months rent, tax exempt options and more.

Non-Rental House, or Condo Management

Expand your management company offerings with the ability to manage any home type from a full management contract, to maintenance, or housekeeping only.

Features include easily adding or removing a unit from the rental pool, non-rental owners can still use the owner portal for themselves or guests, track work orders and maintenance for all units, and more.

Pooled Owner Accounting

RDP can be configured to meet your revenue share contracts including pooled revenue or individual. For properties that pool owner revenue to disburse among owners at the end of the statement period, the RDP system can do this automatically. The Pooled Owner Accounting features takes room revenue that is to be paid to owners, pools it together, and splits it among owners based on number of rental nights in the owner’s unit. Not only can room revenue be pooled, but credit card fees and travel agent commissions as well.

Improve your owner experience and drive revenue with the ability to manage your owner’s bills while simplifying your internal accounting procedures.

Examples of billing scenarios in RDP:

WORK ORDERS

A work order can pay the vendor who performed the works as well as generate a charge on the owner statement, including an optional mark-up. For example, if “Bob’s TV Repair” fixes the owners TV for $100, you can pay the Vendor $100 and bill the owner $120, all from one screen. Checks can be printed for Vendors.

RECURRING MONTHLY CHARGES

Set up recurring monthly charges for various expenses such as cable TV, electric bill, water bill, gas, etc., on behalf of owners. Easily process invoices for multiple accounts from one screen by entering the amounts for each account. The system can then generate a single check to pay the invoices to the respective service providers and charge each owner accordingly.

ONE TIME PAYMENT FOR OWNERS

One time bills can also be paid for owners that are not related to a work order. For example, you may agree to pay an electric bill one time only for an owner.

TASKS FOR RESERVATIONS

It is also possible to have tasks on reservations, such as “purchase food and stock the refrigerator”, and then charge the reservation and pay the Vendor.

Email Overdue Owner Invoices Automatically

Speed up receivables collection and assist your accounting team with automated invoice emailing and printing. If owners have not paid the amount due, the system can automatically post a late charge. Additionally, the system can print overdue notices, either on paper for mailing or sent to the owners via E-mail.

Unlimited Charges Per Owner

RDP can be configured to add include any charge or revenue information on your owner accounts. Features include the ability to automatically transfer gross revenue and the management commission to the owner statement, charges posted to one owner at a time, or the system can automatically post the same charge to all owners, and more.

Owner Statements

Create owner statements that capture all of your owner related accounting with fully customizable templates to fit your brand. Statements can be fully customized to display any data from your system with additional features including:

Statement cycles can be monthly, quarterly, or other.
Access to work order, housekeeping, and reservations data
Printed or e-mailed statements
Automatically include supporting invoice, work order notification or utility bill to statements
Checks can be printed and mailed
Owners have access to statements in the owner portal

Various Billing Cycles (Monthly, Quarterly, etc.)

RDP is one of the most customizable PMS products available created to work with your existing billing procedures. However, the system can be used for any billing cycle. Owner statements can be printed once a week, once a month, every two months, once a quarter, etc. You can even mix billing cycles, so that one owner is paid once a week, another once a month, and a third only once a quarter.

Split Revenue Across Billing Periods

The system can split room revenue from the same reservation across two or more months. For example, if a reservation arrives 7/25/2008 and departs 8/6/2008, the owner could be paid July’s portion in July and the remainder in August. Alternatively, all of the revenue can be paid to the owner in the month of checkout. Long term rentals can pay the owner at the end of each month.

Month to Date / Years to Date Totals per Owner

RDP provides reporting of your live data configured for any time period to provide current performance and cost data to your owners. The system produces a month-to-date and a year-to-date recap report per owner as part of the owner statement process. This report includes a total of room revenue, management commission, travel agent fees, credit card fees, and a sub-total for each direct expense category.

Print Checks to Owners

Streamline your accounting procedures and eliminate user error with automatic check printing based on your current data in RDP. The system can generate and print a check for the net amount due the owner each billing cycle. However, if the owner has more expenses than revenue, the system tracks this as an open receivable. Owner checks may be held “on account” to offset future expenses. For example, one RDP customer has several owners who live in Mexico. These owners request that management hold their checks during the busy season to offset maintenance expenses during the slow season. These owners are marked as “generate checks=NO” during the busy season, preventing the system from automatically distributing a check each billing cycle.

Send Guest Confirmation to Room Owner

Improve your owner and guest experience with customizable communication options using automated email and texting. RDP can send the guest confirmation to the owner of a room when it is booked, in order to inform the owner of reservation activity in their unit. While some properties may find this feature extremely useful, others may not want the owner to know of bookings prior to the guest arrival in case of cancellations or room moves. This feature can be turned on or off based on each property’s need.

Owner Reservation Priority

Customize your owner experience by establishing a ranking system between owners to ensure bookings are made in a way that adheres to your contracts. Each owner can be assigned a different priority, and each priority can be assigned a time period for which reservations can be booked online. The owner priority system is fully integrated to our online owner portal to streamline the process.

Timeshare & Interval Ownership Allowed

Simplify and streamline the complex world of multiple owners per rentable units with RDP’s features designed for vacation ownership, timeshare, and fractional scenarios. Features include fixed, floating, and quarter-share combinations, private residence clubs, rotate weeks from year to year, use contracts to control weeks, online owner access, owner reservation priority, invoices, loyalty programs, and more.