Booking Import Agreement
This document explains the instructions and conditions required to complete the import of your bookings into the Avantio Vacation Rental Management System (VRMS).
Please read carefully and follow all instructions before proceeding with the import. By activating the button "I have read and comply with all import requirements," you accept the conditions of this document.
Summary
Booking import allows Avantio to bulk upload all your existing bookings into your Avantio account.
You can carry out this process as many times as needed on your own.
IMPORTANT:
The Excel document must be completed exactly as detailed in the instructions below.
Any error, inconsistency, or missing data may delay or prevent the import process.
Steps to Follow
1. You can download the file from the import interface in step 2.
1. Fill in the Spreadsheet |
2. Carefully Review the File |
3. Import and Confirmation |
Enter all future bookings (manual, owner, portals, and website)
| Once the file is completed and reviewed, you can upload it in the second step to import. | You can see in the "processes" tab at the end of the left side menu when the import is finished.
You can download the error list from the same processes tab once it is finished.
If any booking was not imported due to errors, you can correct the errors and import again or you will need to add it manually.
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Check all data. Incorrect or incomplete files will not be imported. |
| This step is mandatory to ensure your calendars are up to date. |
Important Conditions.
1. Mandatory use of the original format
No changes to the template are allowed. You must strictly follow the provided format.
Do not reorder columns, change names, or add or remove columns.
2. Data format and accuracy
All required fields must be completed.
Any formatting error or incomplete information will prevent the import.
3. After the import
New bookings must be added manually to avoid overbookings. Or you can perform another import following the same steps.
4. Synchronization with portals
Imported bookings will only sync with portals if the following fields are correctly completed:
Source
External Reservation ID
6. VAT Considerations
Price model with taxes included
The VAT applied to imported bookings will be the one set in the invoicing rules, depending on the accommodations assigned to each rule.
Price model with taxes excluded – Dubai, Mexico, and USA
For accounts working with a taxes excluded model, the amounts indicated in the Excel file must correspond to the total booking amount without taxes included.
NOTE:
Imported bookings are excluded from the automatic triggers of the Online Check-in and Avantio Payments modules.
These processes do not run retroactively, even if the modules are activated after the import.
Document Fields
All fields marked as required in the template must be completed.
Owner bookings
Include the owner's email address.
Select “Owner” in the Source and Status columns.
VRBO bookings
You must include:
All future bookings.
Bookings from the last 60 days, to ensure complete synchronization.
For bookings from Expedia that come through the VRBO connection, the source channel must be indicated as VRBO.
Field | Description |
Source | Select: Owner, Online, or the name of a portal (Booking.com, Airbnb, etc.). Only from the dropdown menu. |
External Reservation ID | Must match the original booking ID from the portal for synchronization. For manual bookings or from your Web, you can use any unique number. |
Property ID | Found in the property file in Avantio. |
Property Name | Must match exactly what appears in Avantio VRMS. |
Date Format | Use the format YYYY-MM-DD for the Check-in, Check-out, and Created Date fields. |
Created Date | Use the booking creation date. If unknown, use the check-in date. |
Status | Select one: confirmed, cancelled, inquiry, on hold, paid, unpaid, warranty, owner. Only from the dropdown menu. |
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Adults/Kids | Default values: Adults = 1, Kids = 0. Add infants in the Kids column if applicable. |
Guest First Name | Required field. Use “none” if unknown. Full names in this field will be imported as is. |
Guest last Name | Make sure the last name is in this column. |
Guest Language | Use: en_GB, es_ES, en_US, pt_PT, pt_BR, it_IT, fr_FR, de_DE. Only from the dropdown menu. |
Total Price | This amount refers to the total booking amount (rental + cleaning or any other extra). If entering decimals, use a comma “,”. |
Final Cleaning | Cleaning fee (VAT included). Other extras not available in the excel must be added manually after import. If included at no extra cost but you need a task to be generated in the Operations module, set the price to 0.0. |
Extras | Only indicate them if there is a charge. Otherwise, leave blank. |
Tourist taxes | Only indicate if applicable.
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Portal Commission | Commission with VAT included |
Optional Fields
You can fill in the optional fields for tracking or internal reporting, although they are not required for import.
Fields | Description |
Guest Information | Include phone, address, country, etc. Make sure the spelling is correct. If you don't have the full address, do not add it. |
Guest ID | Enter the guest's identification number. |
Total Paid / Total Due | Will appear as a single line in the payment breakdown. Dates are required. |
Payment Dates | If dates are not provided, Created Date and Check-in Date will be used. |
Payment Method | Select: POS Credit Card, Bank transfer, Cash. Only from the dropdown menu. |
Total Price Modifier | Enter a positive value that will be deducted from the total price. |
Notes | Use Agent Notes or Client Notes for internal or client communication. |
You have read and understood this Bookings Import Agreement.
You agree to follow all instructions and conditions.
You acknowledge that any error or issue resulting from not following these instructions or from missing/inaccurate information will be your sole responsibility, and may delay, prevent, or affect the outcome of the import process.