Airbnb Automation - Out of State/Far Away

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Airbnb Automation - Out of State/Far Away

Alan Frisk
Elgin, TX · Member since 2019 · 13 posts · 11 votes

Hi all!

Currently about to close on our first house-hack/short term rental near Austin and were approached by a family member who wants to partner up with us and invest in another duplex about a hour away from our duplex. I wanted to see if there are any apps or companies people are using to help automate/run their short term rentals that are far away or even out of state? (We're thinking of investing in STRs out of state in the near future as well so are curious best approaches) Thanks in advance!

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Christy Flora
Scottsdale, AZ · Member since 2018 · 22 posts · 36 votes
4y

For cleaners - use TurnoverBnb or Properly App

I use the Thumbtack app to find vendors (plumbers, electricians, handymen, wall paperers, etc)

Definitely make use of a program like Hospitable or OwnerRez to make conversations with guests easier and automated.

Outside cameras are a must and asking for photos from your housekeeping staff after each clean is vital. They are the lynchpin of your business so treat them right! 

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  • Christy Flora
    Scottsdale, AZ · Member since 2018 · 22 posts · 36 votes
    4y

    For cleaners - use TurnoverBnb or Properly App

    I use the Thumbtack app to find vendors (plumbers, electricians, handymen, wall paperers, etc)

    Definitely make use of a program like Hospitable or OwnerRez to make conversations with guests easier and automated.

    Outside cameras are a must and asking for photos from your housekeeping staff after each clean is vital. They are the lynchpin of your business so treat them right! 

    10Reply
  • Michael BaumPro Member
    Olympia, WA · Member since 2016 · 8k+ posts · 7k+ votes
    4y

    So far, all I have needed is the VRBO and AirBNB apps to manage our vacation rental from 360 miles away. I text my cleaner and handyman and that is about it. Nothing special required for me.

    7Reply
  • Alan Frisk
    OP
    Elgin, TX · Member since 2019 · 13 posts · 11 votes
    4y

    @Christy Flora thank you Christy! That is exactly the type of info I was looking for! I'll definitely look into both of those apps and see what we can find. Thanks again!

    1Reply
  • Alan Frisk
    OP
    Elgin, TX · Member since 2019 · 13 posts · 11 votes
    4y

    @Michael Baum Thank you Michael! (You've answered 2 or 3 of my questions on the forums so far, I really appreciate it!) We've been looking at some resort towns up in Michigan as well so it puts my mind at ease that OOS STR investing isn't too big of a challenge. Thanks again!

    1Reply
  • Michael BaumPro Member
    Olympia, WA · Member since 2016 · 8k+ posts · 7k+ votes
    4y

    @Alan Frisk thanks! Yes, it isn't rocket surgery. Just get a good cleaner and handyperson and keep up on the maintenance of the mechanicals (furnace, water heater etc) and you will reduce problems tremendously. 

    2Reply
  • Alan Frisk
    OP
    Elgin, TX · Member since 2019 · 13 posts · 11 votes
    4y

    @Lucie Tighe Thanks Lucie! We will definitely look into them if we end up finding another deal near Austin. Thanks again!

    0Reply
  • Christy Flora
    Scottsdale, AZ · Member since 2018 · 22 posts · 36 votes
    4y

    I forgot to mention that I also use Schlage Encode for my digital lock and it automates codes for each guest when linked to my Hospitable account.

    2Reply
  • John UnderwoodPro Member
    Investor · Greer, SC · Member since 2014 · 13k+ posts · 17k+ votes
    4y

    I use Vrbo app to runs things.

    2Reply
  • Jordan MoorheadBusiness Member
    Real Estate Agent · Austin, TX · Member since 2015 · 5k+ posts · 3k+ votes
    4y

    We use Hospitable and Pricelabs

    [email protected]512-888-9122
    The Moorhead Team5140 Reviews
    WebsiteView Page
    2Reply
  • Derick Bonsu
    Investor · Washington, DC · Member since 2018 · 93 posts · 54 votes
    4y

    In addition to what has already been said, you may want to get a WiFi enabled thermostat to keep an eye on your HVAC, especially when it's empty. 

    2Reply
  • John UnderwoodPro Member
    Investor · Greer, SC · Member since 2014 · 13k+ posts · 17k+ votes
    4y
    Quote from @Derick Bonsu:

    In addition to what has already been said, you may want to get a WiFi enabled thermostat to keep an eye on your HVAC, especially when it's empty. 

    I second the wifi thermostats.  I have the Honeywell 9000 color touchscreen ones at multiple properties.  Ring cameras also. I see bears at the Pigeon Forge Cabin almost every day.
    1Reply
  • Bruce WoodruffPro Member
    Contractor/Investor/Consultant · San Diego / Phoenix · Member since 2021 · 12k+ posts · 15k+ votes
    4y

    You really should be able to handle it with the Apps that the platforms have. Those and a great cleaner and Handyman of course....

    Unless you just want to spend more $$

    1Reply
  • Christian EhlersBusiness Member
    Real Estate Agent · NH & MA · Member since 2021 · 457 posts · 291 votes
    4y

    @Alan Frisk A great cleaner is for sure the most important piece after finding the right property and getting it furnished. I use Guesty to manage the booking across airbnb and vrbo at the same time, and to handle my automated messaging, and automated reviews of my guests, this is about 45-50$ per month If I remember right. Then I use pricelabs for pricing software which is about $20 per month. Definitely pays for itself in just saving you time and relieving some headaches but it's not an absolute necessity to have. 

    [email protected]978-396-9939
    2Reply
  • Alan Frisk
    OP
    Elgin, TX · Member since 2019 · 13 posts · 11 votes
    4y

    @Derick Bonsu @John Underwood Thanks Derick and John for inputs on thermostats, we will definitely do some homework and shopping around!

    @Jordan Moorhead Thank you Jordan! And thank you for all the help with closing/signing etc. Can't wait for next week!

    @Christian Ehlers@Bruce Woodruff Thank you both for info above! We're new to all this so all of the app info really helps.

    1Reply
  • Joshua MessingerBusiness Member
    Property Manager · Poconos, PA · Member since 2020 · 443 posts · 264 votes
    4y

    Hey @Alan Frisk! 

    I would go into FB cleaning groups to find your cleaners as they are more reliable on there from my team's prior experience. 

    A couple of other apps that will be necessary for your operations: 

    Guest for Hosts - So you can see all of your guests bookings and when cleans/maintenance are schedule

    Breezeway - Scheduling cleaning/Maintenance/Inspections for your property (Link API through Guesty to sync) 

    Pricelabs - For dynamic pricing on your listings to capitalize on revenue

    Otherwise, if you guys are looking to invest OOS I would recommend finding an agent in another desired area that you are searching for and getting their recommendations on what to do. An investor-friendly agent should have all of the connections you would need already built up for operations and all backend resources (insurance providers, title companies, lenders, etc). If they don't and they don't act as a one-stop shop I wouldn't even think of considering them. 

    I hope this helps and if you ever need anything don't hesitate to reach out! 

    All the best,

    Josh 

    [email protected]484-986-5012
    2Reply
  • Alan Frisk
    OP
    Elgin, TX · Member since 2019 · 13 posts · 11 votes
    4y

    @Joshua Messinger Wow thank you Josh! That is more than helpful! We will definitely check out all of the above and do our homework.

    1Reply
  • Daniel Murphy
    Financial Advisor · Saint Paul, MN · Member since 2016 · 190 posts · 143 votes
    4y

    We live in MN and our property is in FL.  

    We have Eufy security camera's (no subscription but DEFINITELY add on the solar chargers)

    Schlage encode wireless door lock.  

    Ownerrez to coordinate between airbnb & vrbo. It also sends out our rental agreements & archives our communications as well as notes on guests. 

    Pricelabs to integrate prices (super important in my opinion)

    By in large, our cleaning team is the #1 most important part though.  We signed up for some local facebook groups prior to buying.  (cape coral FL FB groups).  Kept a list of people who posted or advertised for cleaning of rentals.  Then met them all while we were on site.  Once we found them, we pour into them to make sure that WE are just as important to them.  
    Since signing on with us, we've gotten our cleaning team signed up with probably 7-10 other rentals which means more money for them.  We gave them a bonus when we were down last.  We share their postings in any groups we can to encourage their business to grow.  

    Oh, and a few wifi light switches so our outside lights come on automatically plus we can control lights when we're not home. 

    And wifi thermostat.  

    95% of problems from out of state are no problem to handle.  

    4Reply
  • Alan Frisk
    OP
    Elgin, TX · Member since 2019 · 13 posts · 11 votes
    4y

    @Daniel Murphy Thank you Daniel! That is really encouraging to hear another investor doing OOS. You are the 2nd or 3rd person to tell us how important the cleaning crew is, we will definitely invest in getting connected with a good cleaning team and visa versa. And thanks for the App recommendations as well!

    0Reply
  • Jordan MoorheadBusiness Member
    Real Estate Agent · Austin, TX · Member since 2015 · 5k+ posts · 3k+ votes
    4y

    @Alan Frisk you're welcome! I'm glad we could be of service

    [email protected]512-888-9122
    The Moorhead Team5140 Reviews
    WebsiteView Page
    1Reply
  • Daniel Murphy
    Financial Advisor · Saint Paul, MN · Member since 2016 · 190 posts · 143 votes
    4y
    Quote from @Alan Frisk:

    @Daniel Murphy Thank you Daniel! That is really encouraging to hear another investor doing OOS. You are the 2nd or 3rd person to tell us how important the cleaning crew is, we will definitely invest in getting connected with a good cleaning team and visa versa. And thanks for the App recommendations as well!


     Oh, one other tip(s) we have.  Introduce yourself to ALL of your neighbors. Bring them a gift basket from your home town/state. Leave them a letter with your personal phone number. Friend them on Social Media. Have a neighborhood bbq or invite them over for beers.  Hire them whenever possible.  
    It makes a WORLD of difference to know your neighbors have your back.  A bad neighbor can report to you to the city & cause all kinds of issues with your rental. You'd much rather they call & deal with you... 

    I've met all of my neighbors. We had one set of bad guests, cops were called.  I mailed out a letter to each of my neighbors apologizing.  Still... if something goes wrong, I can call at least 4 different people who will probably try to help me.  

    3Reply
  • Collin HaysBusiness Member
    Property Manager · Gatlinburg, TN · Member since 2020 · 3k+ posts · 4k+ votes
    4y

    I'm looking for an app that will handle a snake in the clothes dryer.  

    [email protected]806-672-7102
    SMOKY MOUNTAIN FALLS INC.51 Review
    WebsiteView Page
    1Reply
  • Alan Frisk
    OP
    Elgin, TX · Member since 2019 · 13 posts · 11 votes
    4y

    @Daniel Murphy Thanks for additional info!

    @Collin Hays Lol! Haven't heard of one *yet, but am hoping you find one soon! :D 

    0Reply
  • Jonathan Hong
    Rental Property Investor · Los Angeles, CA · Member since 2020 · 14 posts · 3 votes
    4y

    Wow, a ton of info in this thread! Thanks for sharing! I am an OOS investor looking to do a MTR for my next property and planning on self managing. I would need to have someone help set up the wifi, the cameras, the smart locks, etc. and It would essentially be the same as a STR, but with bigger gaps between turnovers. What about the kitchen pantry? I know in STRs it is stocked with cooking oil, seasonings, etc. but what about for MTRs?

    1Reply
  • Brandon Amdahl
    Investor · Georgetown, TX · Member since 2014 · 7 posts · 1 vote
    3y

    There is a ton of great information on STR applications here as well as on youtube. As with most things there are applications tailor made for a business and then there is everything that falls through the cracks or must be customized to fit the specific processes/preferences of the business. In order to fill this gap I use SmartSheet. I come from a project management & process improvement background (Lean Six Sigma Master Blackbelt, PMP, Stanford Certified Project Manager) and have applied the lessons I've learned implementing SmartSheet solutions in a fortune 100 company to my own real estate investments and have found it very helpful.

    Example SmartSheet Capabilities:

    - Dashboards with charts and reports

    - Workflow notifications and approvals

    - Formulas

    - PDF automation

    - Gantt charts

    Use Case Examples:

    Deliveries - Given that I'm not physically present to receive deliveries I need to ensure a smooth handoff to the individual receiving the delivery, ensuring the furniture/appliance/amenity/etc. is in good condition, and staging it. To accomplish this every time I purchase an item I add the details (ETA, staging location, link to product description, etc.) to a deliveries sheet which is shared with my property manager. SmartSheet then provides automated email reminders to us when we get closer to the ETA and through using Zapier we also get text message reminders. The property manager then updates the status of the item (received, inspected, staged, damaged, etc.) when it's received. After it is staged I check a box and the row the item details are on is transferred to an archive page. If my property manager or I ever wonder where we got the couch from or how large is the television in the living room we can just follow the product description link in the archive sheet.

    Recurring Activities - I have a template for activities I have to do on a recurring basis (weekly, monthly, annually etc), include instructions on how to perform the tasks and when they must be done. Automated reminder emails then go out as the date approaches. If I ever hire someone to handle a task I can just share a report with their activities and they can train up on them by treating them as desktop procedures.


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