Success story
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Ryan is the owner of Vacant Nest a full-service and part-time management company. This dual approach adds a level of complexity when it comes to month-end reporting, which Ryan solves through smart technology use.
Location: UK & DubaiNumber of listings: 24Using Hostfully since: --Favorite features: Automations for pre-arrival messages, advanced reporting, channel management and property sync across multiple OTAs
Hostfully’s Enhanced Reporting saves us hours every month. We set the template once, fees and commissions calculate automatically, I make a quick edit, and it’s done.
Vacant Nests offers both full service and part time management, working with owners who range from single property hosts to multi property investors. Some owners rely on Vacant Nests for end to end management, while others handle turnover themselves and use Vacant Nests primarily for marketing and distribution.
This flexibility is a competitive advantage, but it also introduces operational complexity. Each owner arrangement requires different fee structures, reporting formats, and payout calculations. As a result, month end reporting, owner payments, and day to day communication quickly become more demanding as the portfolio grows.
That pressure became clear as Vacant Nests scaled.
In just under two years, Ryan grew the business to 24 properties. The starter property management software he had been using could handle basic channel management, but it was not built to support a growing operation with varied owner agreements.
“Anything more complicated than basic channel management, like preparing reports, meant lots of manual work,” Ryan explains.
Each month, Ryan manually pulled booking and revenue data from Airbnb, Vrbo, and Booking.com, then copied and pasted it into spreadsheets. From there, he calculated management fees, OTA commissions, cleaning costs, and owner payouts by hand. The process was time consuming, error prone, and difficult to scale.
As reporting demands increased alongside the portfolio, Ryan realized the workflow was becoming a bottleneck.
“There had to be a better solution,” he says.
As the reporting workload continued to grow, Ryan realized he needed to move beyond a starter solution and adopt one of the leading property management systems in the industry. After researching his options, he chose Hostfully for its combination of robust functionality and strong value.
Once onboarded, Ryan connected his booking channels, linked the Hostfully central calendar to his direct booking site, and focused on solving his biggest operational bottleneck: reporting.
Using Hostfully’s Enhanced Reporting, Ryan set up monthly reports that are automatically generated on a schedule. Unlike rigid, pre built templates found in many PMSs, Hostfully’s customizable formulas allowed Ryan to design reports that matched his business model.
This flexibility was critical. Some Vacant Nests owners have multiple fully managed properties, while others own a single property under a part time or co hosting arrangement. Each setup requires different fee calculations and reporting structures. With Enhanced Reporting, Ryan can automatically generate the correct report for each owner without manual intervention.
“A bit of editing, and the reports are ready to be sent to the owners,” Ryan says. “This reduced my monthly workload from 9 to 10 hours to less than 2.”
Does Ryan’s story sound familiar? Let’s talk.