Take control from the contract
Setting up contracts in Avantio is an essential step to ensure clear agreements with owners and avoid errors in settlements. This tool not only centralizes the financial terms of each relationship, but also allows you to automate payments, apply commissions, and manage deductions with precision. Proper configuration ensures trust, transparency, and efficiency in daily management.
Why is it essential to set up contracts?
Setting up a contract isn’t just an administrative formality: it guarantees transparency in calculations, prevents conflicts, and automates repetitive processes like settlements or withholdings (Spain). The system allows you to adapt agreements flexibly: each contract can be set up with a fixed payment, commission, or a mixed model, according to what’s agreed with the owner.
Among the available contract types, the main ones are:
For Sale (or assignment): the agency acts as the owner, invoices the guest, and assigns the use to the owner; this is also suitable for your own accommodations.
Intermediation: the agency applies a commission to the booking and settles the rest with the owner.
You can also set up both general data and advanced payment methods, combining commissions, fixed or mixed payments, giving you full control over the contractual relationship.
Step-by-step guide to creating a contract in Avantio
A contract can be created from several sections in the system:
Access the VRMS and go to one of these options:
Owners → Contracts → Contract list →click on “New”.Owners → Contracts → View accommodations without contracts →click on the “plus sign” icon
.
Inside the
owner profile→ “Accommodations list” section → “Contracts” column →click the “plus sign” iconfor accommodations without an active contract.
Inside the
accommodation profile→ “Contract” field → “Create Contract”(if there’s no contract associated).In the
booking profile→ “Commercial margin” tab → “Payment to owner” line → “Assign contract” status →click on “Create new”.
You’ll see a screen to set up the contract. Start by filling in the General information:
Owner / accommodation: select the correct one from the suggested list.
Legal entity: choose the entity with which the contract was signed.
Start date: by default, this is today’s date, but it can be adjusted.
Contract number: generated automatically with the available numbering.
Contract validity: set the start and end dates, which affect payments and settlements.
VAT (for intermediation contracts): enter the applicable percentage.
Automatic renewal (optional): if selected, the system will extend the contract annually and manage expirations and advance notices.
If you enable automatic renewal, you won’t be able to modify the general information later.
If you expect renegotiations, it’s better not to enable automatic renewal.
Next step: choose the contract type.
Select either Intermediation (agency commission applies) or For Sale
Set up the payment method:
Enable “Commission per booking” (if the contract is Intermediation) or “Payments per booking” (if it’s For Sale).
In "For Sale": Enter the season start and end dates, and the percentage of the rental amount or amount per day.
In "Intermediation": Enter the season start and end dates, and the percentage of the rental amount or the percentage of the rental amount + cleaning extra
(new option December 2025).You can add several seasons with different conditions
In “Settlement availability”, choose when the booking should be paid (on booking, before check-in, etc.).
If you choose options with deadlines, you may need to specify “Application days”.
In “Settlement dates”, select one of these options: per booking, monthly (entering the day of the month), or specific dates (adding one or more payment dates).
Advanced options (optional):
Deduct portal/agent commission: choose how it’s applied (percentage deducted from the rental or from the payment to the owner).
Payment of extras to the owner: indicate if the owner will receive all or part of the extras, define percentage and VAT.
Booking charges for the owner: add automatic costs per booking; choose whether to deduct from the payment to the owner or from the rental.
Payment of fees to the owner: select the fees to be paid to them.
More options:
Deduct increases applied on portals.
Set up a guaranteed minimum payment (per season or annually).
Fixed payments (amount without VAT) distributed monthly, quarterly, etc.
Schedule automatic settlements: the system generates settlements on the specified day.
For For Sale contracts, set up tax options: break down VAT in the settlement, define withholdings.
Period management (optional):
Enable “Block periods not included in the contract” to prevent bookings outside the contract period.
Enable “Book periods for the owner” to automatically generate owner bookings (up to 20 years in advance if automatic renewal is enabled).
Select start and end dates
Click “+ Add period” to add more
Templates and special conditions (optional):
Select a contract template (view, edit, or add).
Select a settlement template.
Add any special conditions in plain text if needed; these will appear in the final contract.
Review all settings and click “Save” in the top right corner. The contract will be active and can be duplicated for other accommodations if you wish.
Best practices
Clearly define VAT and withholdings before finalizing the contract.
Use templates to standardize processes.
Avoid enabling automatic renewal if you expect changes in conditions each season.
Carefully review included extras to prevent errors in settlements.
Common mistakes
Enabling automatic renewal when changes in conditions are expected.
Not clearly specifying which extras are included or excluded in the settlement.
Forgetting to detail the payment method and deadlines.
Frequently asked questions
What is the purpose of contract configuration in Avantio?
What is the purpose of contract configuration in Avantio?
It allows you to centralize financial terms, automate payments, apply commissions, and manage deductions clearly and systematically.
What types of contracts are available in Avantio?
What types of contracts are available in Avantio?
There are two types: For Sale, where the agency invoices the guest and assigns the use, and Intermediation, where the agency applies a commission and settles with the owner.
What payment and settlement options can be set up in a contract?
What payment and settlement options can be set up in a contract?
You can set up payment per booking, monthly, or on specific dates; set deadlines, settlement conditions, and guaranteed minimum payments.
What advanced settings can be included in a contract?
What advanced settings can be included in a contract?
You can apply portal commission deductions, define payment of extras or fees to the owner, add booking charges, and enable fixed payments or automatic settlements.
What happens with periods outside the contract or with owner bookings?
What happens with periods outside the contract or with owner bookings?
The contract can block dates outside the contract period (“Block periods”) and automatically generate owner bookings with the “Book periods for the owner” function.
What should be checked before saving a contract?
What should be checked before saving a contract?
Make sure you select the correct contract type, set the validity period, configure payment and settlement methods, and clarify included charges and extras.