Avantio's onboarding combines autonomous work within your VRMS with the continuous support of an Implementation Specialist.
As you set up your account following the checklists, articles, and videos, your Implementation Specialist will guide you through key operational decisions, resolve your questions, and help optimize your account.
The process is divided into two main blocks:
Pre-Live Timeline: you will configure your legal, fiscal, and operational foundations, review your properties, and prepare for channel connection.
Post-Live Success: you will optimize your active bookings management, discover the owners module, and complete your invoicing setup.
Our methodology: a hybrid and guided onboarding
The implementation process combines guided self-setup, help resources, and individual review sessions. It rests on five pillars:
6 operational phases: A structured journey to set up the core operational areas of your account.
Tracking checklists: A visual roadmap so you always know what configurations to complete in each phase.
1-on-1 review and advisory sessions: 7 consulting sessions with your Implementation Specialist to resolve doubts and tailor workflows to your business model.
Help center: Articles, technical guides, and video tutorials to help you complete setups and look up specific features.
AI Chat Assistance: On-demand AI help for operational and configuration questions. If an inquiry requires a specialized review, it will be seamlessly escalated to the support team, who will reply as soon as they are available, ensuring you receive the right guidance.
How to access your checklists
To access your checklists from the VRMS:
Click on the question mark icon "?" (top right corner)
Select "Contact Customer Experience"
Click on the "Tasks" tab.
Select the active checklist.
How to complete each phase
In each phase, you will follow the same process:
Open the active checklist: Access the "Tasks" tab and open the corresponding checklist.
Configure your VRMS: Follow the associated help article at each step of the checklist to apply the settings in your account.
Track your progress: Once you finish a setup, check off the step on the checklist. These checks serve strictly as a visual reference: they do not modify the VRMS, nor do they automatically send information to your Implementation Specialist.
Resolve doubts: Check the article, ask the AI Chat, or request help from your Implementation Specialist. You can move on to the next steps on the checklist and come back to the pending setup later.
Complete the phase: To unlock the next checklist, you need to complete and check off all the steps of your current phase.
1-on-1 session with your Implementation Specialist: To close each phase, you will meet individually with your specialist. Make sure to complete the phase configurations before the session. During the meeting, the specialist will review your work, resolve any doubts, and advise you on how to adapt the workflows to your business model.
Remember: completing the checklist before each session allows you to maximize your personalized consulting time, focusing on your business strategy and account optimization.
BLOCK 1. Pre-Live Timeline
In this block, you will configure the legal, fiscal, and operational foundations required before connecting your properties to the portals. Completing and verifying this setup helps reduce issues in the subsequent phases.
The more complete this initial setup is, the faster and smoother your Avantio launch will be.
Phase 1: Operational Foundation
Before creating or importing your properties, you will establish the account's basic rules. These rules apply by default to future properties, invoices, and communications, saving you from duplicating tasks.
In this phase you will configure:
Users: Give access to your team and assign permissions based on their roles.
Basic company configuration: The basic data that serves as the foundation for everything else, such as your logo, working languages, and the email addresses you want the system to use. It is essential to verify your email domain to reduce the risk of messages sent from Avantio going to spam or not being delivered to your guests, owners, or contacts.
Default Legal Entity: This is the legal name your company is officially registered under, and that needs to appear on invoices issued in its name. This allows you to issue legally valid invoices from Avantio and prevents tax issues.
Important: review your tax data before issuing your first invoice. Keep in mind that some fields will no longer be modifiable once invoicing begins.
Default invoicing rules for the tourist: Define the VAT applied by default to your bookings.
Default tourist taxes: The system will automatically handle per-guest calculations and portal synchronization. You can create new taxes later, but having a default one from the start saves you from configuring them one by one for all your imported properties and bookings.
Default extras common to most of your properties: These will be automatically assigned to all imported listings, saving you manual work.
Broker configuration: The broker is the page where guests enter their payment details to complete a booking. It must be configured for online payments to function correctly.
After completing this setup, you will import the properties alongside your Implementation Specialist during the 📞 Go-Live Preparation session, or you will create them directly in Avantio.
Phase 2: Listing Verification
Prepare the necessary information to publish and synchronize your properties on the portals.
The critical requirements include:
General data: Name, category, status, and full address.
Geolocation: A verified map location is fundamental to prevent portal errors and minimize repetitive messages from guests asking for directions. The more complete the address is on the profile, the more precise the coordinates shared with the traveler will be.
Main information, additional features, and extras and services: The data that will be displayed on Airbnb and other compatible portals.
Photos and descriptions: Add a minimum of 7 photos and complete the descriptions in all the languages configured for the portals.
Occupancy rules and Rates: Load data for a minimum of 12 months with no calendar gaps, allowing the system to send availability to the portals. Portals interpret periods without information as a lack of availability and close the calendar.
Booking conditions: Payment and cancellation conditions, Check-in and Check-out instructions, and Tourist taxes for the property. By configuring and syncing this information with your website and compatible portals, you help guests understand how booking charges are structured.
In the 📞 Catch-Up session, your Implementation Specialist will review any pending questions from this phase with you.
Phase 3: Get Ready for Connection
Before the connection call, do a final review of your account using this phase's checklist.
You will also learn where to check and manage bookings within Avantio and set up automatic guest communications to send messages at defined times.
If you want to customize your communication in detail, the platform complementarily offers checklist 3B: Advanced Communication. This guide is entirely optional and does not block your go-live process.
Necessary action 24 hours before the connection call: Download the complete list of your active bookings from your previous PMS or, if you didn't use one, from the portals you work with. Attach the file in the support conversation with your Implementation Specialist. The technical team will use that file to import the bookings into the Avantio VRMS.
The checklists reflect the steps you have marked as completed, but they do not automatically validate the setup. Before connecting, your Implementation Specialist will review your VRMS directly. Following the final review and the active bookings import, portal connection takes place during the 📞 Connection session.
BLOCK 2. Post-Live Success
In this block, you will learn how to manage active bookings, simplify owner management and settlements, and get your invoicing system ready.
Phase 4: Manage your live bookings
Optimize your management of incoming bookings, review payment breakdowns, and automate booking confirmations using Avantio Payments.
Mastering this phase gives you daily operational control with the peace of mind that the system automatically protects your availability against any overlapping dates.
In the 📞 Q&A 1 session, your Implementation Specialist will resolve any questions that arise after the connection and help you optimize daily operations and workflows.
Phase 5: Owner Management
Properly configuring the Owners module allows you to automate much of their management. By delegating information sharing, commission calculations, and the auto-generation of settlements to Avantio, you achieve much more agile and comfortable management for your team, while projecting a professional image to your owners.
You can also grant your owners access to the Owner's Area, where they can check available information about their properties, invoices, and settlements. Through permissions, you control exactly what information each owner sees.
You will also configure your Contracts, which function as an automatic calculator to define your margins, and automate Settlements with the owners of your choice.
In the 📞 Owners session, you can resolve doubts about this phase, review contracts, and look at the issuance of accounting documents, receipts, and credit notes.
Phase 6: Get Ready to Invoice
In this phase, you will finish getting your system ready for daily accounting:
Invoice series and numbering: Configure how the system identifies and sequences your invoices. Each series must maintain consecutive numbering to avoid future administrative or tax issues. If you work with different companies or activities, you can manage them separately using distinct series.
Additional invoicing rules: Create specific rules for each legal entity when there are different types of VAT, taxes, or billing methods. This way, the system applies the corresponding configuration to the company managing each property.
Export data: Check official data exports to comply with your country's specific regulations.
In the 📞 Invoicing session, your Implementation Specialist will conduct a final review of your account setup, validate invoicing rules to the owner, and advise you on invoice management and available exports.
You also have an additional 📞 Q&A 2 session available to resolve any remaining doubts and optimize operations. If your account is eligible, you will meet your Account Manager in this session.
Frequently Asked Questions
Is two-step verification (2FA) mandatory?
Is two-step verification (2FA) mandatory?
Yes. Two-step verification is mandatory to access Avantio and helps protect the account, payments, and data managed within the system.
Do I have to disconnect my current PMS to import the properties?
Do I have to disconnect my current PMS to import the properties?
No. The import runs in parallel while you continue using your current PMS. You should not disconnect it until the preparation is complete and you receive the corresponding instructions during the connection process.
How do I access my checklists?
How do I access my checklists?
Open your Support Center by clicking the question mark icon "?" (in the top right corner of your VRMS), select "Contact Customer Experience" and click on the "Tasks" tab.
What are the checklists for?
What are the checklists for?
The checklists indicate the setups you need to complete in each phase and let you keep a visual track of your progress. Marking a task as completed does not automatically configure the VRMS, nor does it send information to your Implementation Specialist.
What happens if I don't know how to complete a step on the checklist?
What happens if I don't know how to complete a step on the checklist?
You can check the associated article, ask the AI Chat, or request help from your Implementation Specialist. You can also continue with other tasks and return to the pending setup later.
Are bookings imported automatically when connecting the portals?
Are bookings imported automatically when connecting the portals?
No. The portal connection does not perform an automatic import of your existing bookings.
To integrate these bookings, you need to download a file with your active bookings from your current PMS or, if you didn't use one, from the portals you work with. Once you share it with us through the support chat, our technical team will use that document to import the bookings into your Avantio account prior to the connection session.