A CRM that speaks vacation rental
Generic CRMs track deals. VacayOps tracks doors. Run your owner-acquisition pipeline on the same platform that runs your PMS, your operations, and your books — one contact record from first inquiry to first guest.
How the owner pipeline works
From first inquiry to a property in operations, on one contact record.
- 1
Leads arrive on their own
Your website’s contact form, management inquiry form, revenue estimator and AI chat assistant each create a pipeline card tagged with its source. An existing book of business comes in from CSV or Excel, deduped by email and entity.
- 2
Work the board
Move each prospect from Inquiry to Connected to Agreement Sent to Won — or rename, reorder, add and remove stages to match how you sell. Call, text or email from the card, and every touch stays on the contact record.
- 3
Show the owner the numbers
Run a revenue estimate from comps in your own reservation history, add amenity and upgrade scenarios, then export a PDF for the owner and save the result to their contact record.
- 4
Send the management agreement
E-sign agreements go out from the pipeline with per-owner fee splits and the right LLC as signer. Sent, viewed, consent and signed are all logged with IP and signature hash.
- 5
Signed becomes onboarded
The signature closes the deal: the owner record is created and a five-stage onboarding pipeline starts with the owner’s form already in their inbox. Once the form is in, the property is set up in operations with its first cleaning and inspection scheduled.
Every prospect owner, one board
Drag contacts from Inquiry to Connected to Agreement Sent to Won. Leads flow in automatically from your website's contact form, management inquiry form, revenue estimator, and AI chat assistant — each card tagged with its source.
- Kanban pipeline with color-coded stages and last-touched timers
- Call, text, or email a lead straight from the card — the phone system is built in
- Bulk-select, tag, and move contacts; full-text search across every record
Lead sources, captured automatically
Your website and softphone feed the same pipeline — no forms tool, no dialer subscription, no sync.
Close owners with your own numbers
Estimate what a prospect property earns using comps aggregated from your actual reservation history — bucketed by market, bedrooms, and amenities like pools and hot tubs. Then go deeper: full underwriting with cap rate, cash-on-cash return, and NOI.
- Address autocomplete, amenity adjustments, and upgrade scenarios that show what a hot tub or pool adds
- Investment underwriting: financing, operating expenses, and return metrics
- Export a PDF for the owner; save results to the contact record in one click — or create the lead right there
From signature to live listing, no re-entry
Send e-sign management agreements from the pipeline with per-owner fee splits and LLC signing entities. When the owner signs, the deal closes itself: the owner record is created and a five-stage onboarding pipeline starts with the owner's form already in their inbox — form, property setup, photography, listing build, publish.
- Full audit trail on every agreement: sent, viewed, consent, signed — with IP and signature hash
- One contact can hold multiple properties and sign each under a different LLC
- Owner onboarding form collects door codes, WiFi, HOA, and care preferences — then the property is created in operations, with its first cleaning and inspection scheduled
Your growth engine and your ops platform share one record
No handoff, no export, no $50-per-seat CRM bolted on with connectors.
One owner record
Winning a deal becomes the owner record — the same record that powers statements, invoices, and the owner portal.
Onboarding pipeline
Five stages from signed agreement to published listing, with tokenized owner forms and stage timestamps.
Communications built in
Calls, SMS, and email live on the contact card. VacayOps AI answers guest texts and calls on the same platform.
Smart import
Bring your book of business in via CSV or Excel — deduped by email and entity, indexed for search on arrival.
Multi-property, multi-LLC
One owner, many properties, different signing entities and fee splits per agreement. The data model expects it.
Every lead captured
Estimator sessions, website forms, and AI chat conversations become pipeline cards with their source attached.
Vacation rental CRM: common questions
- What is a vacation rental CRM?
- A CRM for vacation rental managers tracks the owners you want to sign, not just deals. In VacayOps that means a pipeline of prospect owners and their properties, revenue estimates built from your own booking history, management agreements sent for e-signature, and an onboarding pipeline that takes a signed owner to a live listing — on the same platform that runs your reservations, operations and owner statements.
- Can I import my existing owner leads?
- Yes. Upload a CSV or Excel file and VacayOps dedupes contacts by email and entity and indexes them for search as they arrive, so your current book of business is on the board from day one.
- Can I change the pipeline stages?
- Yes. The board starts with Inquiry, Connected, Agreement Sent, Won and Lost, and you can rename, reorder, add or remove stages from the pipeline itself.
- How do website leads get into the pipeline?
- Submissions from your VacayOps website’s contact form and management inquiry form, revenue estimator sessions and AI chat conversations each become a pipeline card with the source attached — no forms tool or connector in between.
- Which plans include the sales CRM?
- The Full Platform for property managers and the Operations Only plan both include the sales CRM and owner pipeline. The Property Owner plan, for owners running their own rentals, leaves it out.
Not another PMS. The vacation rental ecosystem.
One login. One bill. Unlimited users. Priced per property. No seat fees, no setup fee, no contract, and no booking fee on your direct site. 14-day free trial — no charge until it ends.