Understand Each Booking Status and Optimize Your Operational Control
When you receive a booking, it doesn't always go straight to confirmed. There are several statuses that help you maintain more detailed control: pre-booking, confirmed, and paid.
Understanding the meaning of each one and knowing when to change it is essential to avoid discrepancies and keep your calendar updated.
What a Pre-booking Means
A pre-booking is a real booking (not just a request). From the moment it enters the system, it automatically blocks the accommodation's calendar.
By default, all direct bookings, whether from portals or your website, are recorded in the VRMS with a status of Pre-booking.
In the case of Booking.com, Airbnb, and VRBO, you can activate a special setting for these bookings to enter directly as Confirmed.
Check here how to set up instant bookings for VRBO.
For Booking.com and Airbnb, contact our team to request the activation of this feature.
Additionally, if you work with Harmony or Avantio Payments, you can automate the process for a Pre-booking to automatically become Confirmed.
Benefits of Pre-booking
Allows you to review booking details before confirming.
Ensures immediate blocking of dates on the calendar.
Facilitates confirmation directly from the record or Planning.
On some portals, like VRBO, you can decide if bookings enter as Pre-booking or directly as Confirmed (Instant booking).
When to Change from Pre-booking to Confirmed
It is recommended to confirm a pre-booking once you have reviewed the details and received the first payment.
This way, you maintain greater control and avoid confirming bookings without financial backing.
How to Confirm a Pre-booking
Open the booking record: VRMS → Bookings List → Bookings; or access «Planning».
Select the «Confirm» option.
The system will allow you to send a confirmation email to the guest.
The booking status will automatically change to «Confirmed» in the record, in the bookings list, and in the planning.
When to Change a Confirmed Booking to Paid
The final step comes when you have received the total amount of the booking (accommodation + extras). At that point, you should change the status from «Confirmed» to «Paid».
This will allow you to:
Maintain more accurate financial control.
Have clear tracking within the VRMS.
Avoid errors in accounting.
Helpful Tips
Confirm pre-bookings only after reviewing the details and verifying that the first payment has been received.
Keep statuses updated to save time on reconciliations and reports.
Use the «Paid» status only when the payment is complete.
Common Mistakes
Not confirming pre-bookings on time: can cause confusion with guests or unnecessarily block dates.
Marking bookings as paid before receiving the total amount: can disrupt your accounting and complicate settlements.
Checklist: From Pre-booking to Paid
Review the Pre-booking
Check the details and ensure the calendar is blocked.
Confirm the Pre-booking
Verify that the first payment has been received.
Change the status to «Confirmed».
Send the confirmation email to the guest.
Manage Pending Payments
Track deadlines and amounts.
Record each payment received.
Mark the Booking as Paid
Only when you have received 100% (accommodation + extras).
Change the status to «Paid» in the VRMS.
Now that you know the different booking statuses, review your planning and confirm the pre-bookings that meet the requirements. This way, you'll gain control, security, and be able to focus on what's most important: providing the best experience for your guests.
Frequently Asked Questions
Does a pre-booking block the accommodation's calendar?
Does a pre-booking block the accommodation's calendar?
Yes. Unlike a simple request, a pre-booking automatically blocks the accommodation's dates from the moment it enters the system.
Where can I confirm a pre-booking in the VRMS?
Where can I confirm a pre-booking in the VRMS?
You can do it both from the booking record and directly from the planning.
What happens if I don't mark a booking as paid once the amount is received?
What happens if I don't mark a booking as paid once the amount is received?
The booking will remain as Confirmed, which can complicate payment tracking and accounting reconciliation in your system.
Do VRBO bookings always enter the system as pre-bookings?
Do VRBO bookings always enter the system as pre-bookings?
Not necessarily. You can set whether you want VRBO bookings to enter as Pre-booking or as Confirmed (Instant booking).
When should I change the status of a booking to paid?
When should I change the status of a booking to paid?
You should do this when you have received 100% of the amount for the accommodation and the extras.