Take Action Now: Start Settlements with Clarity

Settling with owners is not just an accounting obligation—it's a way to build trust and transparency. In Avantio, the process is straightforward as long as you use the available tools and follow the established order.

What is a settlement?

A settlement is a balance between income (bookings made) and deductions (agency commission, expenses charged to the owner, and prepayments recorded). In accounting terms:

The "credit" side shows payments to the owner.
The "debit" side lists expenses the agency has covered on behalf of the owner.

Think of it as a "snapshot" of your financial relationship with the owner; the clearer your records, the easier this process will be.

How do I identify pending settlements?

Before generating a new settlement, check which accommodations have not yet been settled:

Go to VRMS → Owners → Settlements → Accommodations pending settlement.
You'll see a list showing the accommodation's location, its owner, and the date of the last settlement.
Click "Settle" (in the "Actions" column) to view a preview that includes:
- Bookings ready to be settled.
- Expenses charged to the owner (if any).
- Prepayments recorded (if any).

You can choose to settle all bookings or just some, leaving the rest for future settlements. The same applies to expenses and prepayments.

How do I create a new settlement?

There are two ways to start: from "New settlement" or directly from "Accommodations pending settlement." In both cases, the result appears in the same final list.

When creating it, you should:

Apply filters (owner or accommodation, settlement period, booking status).
By default, the system includes confirmed and paid bookings; you can add cancelled or disputed bookings if needed.
Review the preview before confirming.

Common mistakes

Keep in mind that pre-bookings cannot be settled. Make sure to select only confirmed bookings to ensure the process is correct.

How is the settlement calculated?

Once confirmed:

The bookings to be settled are added up.
Expenses charged to the owner are subtracted.
Prepayments recorded are subtracted (or added).

The result is the net amount the agency must pay.

You can also mark the settlement as "unpaid," indicating that the transfer has not yet been made. Later, you can update it to "paid" once the payment is completed.

Where can I see completed settlements?

When a settlement is generated, the accommodation is removed from the pending list and automatically moves to "Completed settlements." This way, you keep clear control of what's pending and what's resolved.

As a best practice, regularly review this section to identify up-to-date owners or spot possible errors before they lead to complaints.

By following this process, you will be able to: