Manage your communications with owners quickly and centrally
The system offers different ways to communicate with owners. You can print, download, or email contracts and settlement documents directly from the VRMS, without the need for external tools.
It is also possible to allow the owner direct access to the settlement and invoice documents associated with their name from their Owners’ Extranet (as long as permission is granted). We recommend using this option.
Contracts
If you wish, you can print or download the contract with an owner in PDF format to send it by email as an attachment.
Path:
VRMS → Owners → Contracts → Contract list.Find the desired contract and click it to open.
From the contract:
Click the “Actions” button and select “View document”.
In the open document, choose one of the following options:
“Print” to generate a physical copy.
“Download as PDF” to save it to your device and attach it to an email, for example.
Settlements
You can also download or email settlement documents, either to the owner’s email or to additional addresses.
Path:
VRMS → Owners → Settlements → Settlement list.Find the desired settlement (you can use the filters in the top-right button) and click it to open.
From the settlement:
Click “View document”.
In the open document, choose one of the following actions:
“Print” to generate a physical copy.
“Download as PDF” to save it to your device and send it later.
“Send document” to send it directly as an email attachment.
When you click “Send document”, a window will open where you can:
Check the box to send the document to the owner and/or manually add another email address.
Select an existing template, edit it with the “Edit” button, or create a new one with “Add template”.
Use the subject proposed by the system or modify it if you prefer.
Review all the information and click “Send”.
Self-billed invoices
You can manage the download/sending of this type of invoice from two sections:
Settlements
Path:
VRMS → Owners → Settlements → Settlement list.Find the desired settlement (you can use the filters in the top-right button) and click it to open.
From the settlement -> in the “Accounting documents” block -> find the desired self-billed invoice and click it to open.
On the document view screen -> top-right menu -> click the “down arrow” icon to download the document as PDF or click the “printer” icon to print the document.
Owner accounting documents
Path:
VRMS → Accounting → Invoicing → Owner accounting documents.Find the desired self-billed invoice (you can use the filters in the top-right button).
Click the box on the right to select the desired invoice and then click the “Actions” button to display the different options.
Click “Print” for the document.
Click “Send” and a window will open where you can:
Check the box to send the document to the owner and/or manually add another email address.
Select an existing template, edit it with the “Edit” button, or create a new one with “Add template”.
Use the subject proposed by the system or modify it if you prefer.
Review all the information and click “Send”.
Owner Extranet: enable permissions and avoid manual tasks
For the owner to be self-sufficient in viewing and downloading the documents associated with their name, you must first grant them access permissions to this section.
Settlements
“View”: see the list and details of settlements, with the option to download.
Invoicing
“View received”: view and download received invoices.
“View issued”: view and download invoices issued in their name or to the guest (“self-billed invoices”).
By granting the necessary permissions, you can avoid manually downloading and sending these documents.
Unified inbox: connect agency and owner
You can also communicate with the owner through Unified inbox; messages sent to the owner will be visible in the Owners’ Intranet.
Agency → Owner
From the “Actions menu” in the top bar, click the “envelope” icon to open “Unified inbox”. In the search bar, enter the booking Reference or the owner’s name. Select the desired owner and enter your message as text or template (if you use a template, make sure the reservation view on the left is the correct one).
From the “Booking file”, go to the “Messages” tab. In the “Message history” block, click “New message to the owner”. This action will open “Unified inbox” with the “owner” actor, from where you can send your messages as in the previous point.
Owner → Agency
From the Owners’ Extranet: in the “Actions menu” in the top bar, click the “envelope” icon to open “Unified inbox”. Enter your message in the lower field and click the arrow icon to send it. Messages are not linked to bookings; if a specific booking or accommodation is being discussed, it is recommended to make a specific mention in writing.
From the “Booking file” when it is an “Owner booking”: Owners → Booking (status Owner booking) → click the booking to open the side window. In the “Comments” field, enter your message to the agency in plain text, check the “Send comments to the agency via chat” box, and click “Save” to send the message. Messages are not linked to bookings; if a specific booking or accommodation is being discussed, it is recommended to make a specific mention in writing.