Bookings 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 signing. Your signature confirms that you understand and accept these terms.
Summary
The bookings import allows Avantio to bulk upload all your existing bookings into your Avantio account.
This process is performed only once by an Avantio technician, using a standard Excel template provided by Avantio.
IMPORTANT:
Bookings import will only be carried out if the property has a minimum of 20 bookings.
The Excel document must be completed exactly following the detailed instructions below.
Any error, inconsistency, or missing data may delay or prevent the import process.
Steps to Follow
Your Implementation Specialist will provide you with a spreadsheet template at the start of the implementation. You must follow the steps below to begin the import process:
Complete the Spreadsheet | Carefully Review the File and Notify Your Specialist | Import and Confirmation |
Enter all future bookings (manual, owner, portals, and website)
| Once the file is completed and reviewed, notify your Implementation Specialist, who will review the file and confirm if it is ready for import. | After the import, you will receive a confirmation notice.
If any booking was not imported due to errors, it must be added manually.
Connect your Avantio account to the portals using the Channel Manager. |
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. One-time Import
Only one import per account is allowed.
Partial, test, or repeated imports are not permitted.
Make sure to include all bookings before submitting the file.
2. Mandatory Use of 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.
3. Data Format and Accuracy
All required fields must be completed.
Any formatting error or incomplete information will prevent the import.
4. After the Import
New bookings must be added manually to avoid overbookings.
Bookings that conflict (overlapping dates with existing data) will be excluded and must be added manually.
5. Synchronization with Portals
Imported bookings will only sync with portals if the following fields are completed correctly:
Source
External Reservation ID
6. VAT Restriction
Only one VAT type per import is allowed.
If you work with different VAT types, use separate templates.
NOTE:
Imported bookings are excluded from the automatic triggers of the Avantio Online Check-in and 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 full synchronization.
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 or website bookings, you can enter any unique number. |
Property ID | Found in the property file in Avantio. |
Property Name | Must match exactly as it appears in Avantio VRMS. |
Date Format | Use the format YYYY-MM-DD for the Check-in, Check-out, and Created Date fields. |
Hour format | The time format must be 24:00 h. |
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 “,”. |
Final Cleaning | Cleaning fee (VAT included). Other extras not available in the excel must be added manually after import. |
Extras | Indicate only if there is a charge. Otherwise, leave blank. |
Tourist taxes | Indicate only if applicable.
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Portal Commission | Commission including VAT |
Optional Fields
You may complete the optional fields for tracking or internal reporting, although they are not required for the import.
Fields | Description |
Guest Information | Include phone, address, country, etc. Make sure the spelling is correct. If you do not 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. |
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Acknowledgement and Signature
By signing below, you confirm that:
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 failure to follow these instructions or from missing/inaccurate information will be your sole responsibility, and may delay, prevent, or affect the outcome of the import process.
Company name:________________________________________
Name of authorized representative: _________________________
Signature: _____________________________________________
Date: _________________________________________________