Villabase Flow

One screen. Zero spreadsheets.

Flow is where the season actually runs: every reservation, every payment dose, every cost, and the per-villa P&L that falls out of them without anyone re-keying a number.

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What it replaces

Most villa companies run on a booking spreadsheet, a bank tab, a folder of invoices and one person's memory. Flow replaces the seams between them — which is where the money actually goes missing.

Villabase Flow bank transfers, each line matched or flagged against expected payments — demo data

real product · demo data

Money in, reconciled

Statement lines matched to the payments you were expecting — matched, partially matched, or flagged.

Payment doses per reservation: deposit, balance, extras
Bank transfers matched against expected payments
Unmatched lines surfaced with suggestions, never silently dropped

Villabase Flow per-villa profit and loss honouring sublet and managed economics — demo data

real product · demo data

Per-villa P&L that honours your contracts

Sublet and managed villas do not share economics, and the P&L knows it.

Direct costs and allocated overheads, per villa
Commission and lease treated per the villa's own model
Owner statements generated from the P&L's own numbers — one click

Villabase Flow reservations list with booking status and payment progress per stay — demo data

real product · demo data

Every reservation, with its money attached

The booking and what has actually been paid against it are the same record, so "did their balance land?" is a glance rather than an investigation.

Reservations with booking-form intake
Payment progress visible on the reservation itself
Agent bookings arrive here from Connect, commission already attached

A Villabase Flow owner statement generated from the per-villa P&L — demo data

real product · demo data

Owner statements from the P&L's own numbers

Not a parallel workbook assembled at season end. The statement reads the same figures the P&L does, so an owner's question traces back to a source.

Generated in one click from the villa's own P&L
Every line traceable to the cost or booking behind it

Honest status: this code runs, but Villabase has no external owner in the system yet, so no statement has been checked against a real owner's expectations. Why we say that plainly →

Villabase Flow validation screen: the system's own checks over reservations, payments and costs — demo data

real product · demo data

It checks itself

A validation screen runs the system's own checks and shows you what it found — duplicates, overlaps, gaps.

Duplicate cost detection at the moment of entry
Reservation overlaps flagged before they become a guest problem
Invoice inbox and Telegram capture for costs from the field
White-label theming: your brand, one token file

If you are already on a PMS

The spreadsheet story above is the one we have lived. Switching off Guesty, Hostaway, Lodgify or Mews is a different question, and here is the honest version of it.

There is no one-click importer for any incumbent. Not "coming soon" — not built. You export from your current system, we map the columns with you, and we import. Excel and CSV are first-class in both directions.
Villas and forward bookings first, history second. Getting the properties, the upcoming reservations and the open balances right is what makes the system usable. Past seasons can follow once you trust it.
You do not switch off anything until the numbers match. Run both for a period and reconcile. If Villabase disagrees with your current system, that is a bug to fix before cutover, not after.
We have done this once, for one company. We do not have a rehearsed 20-villa migration playbook, and anyone who tells you they can quote your cutover before seeing your data is guessing.

Flow does not sync your OTA calendars or charge your guests' cards, and it does not file your taxes. The full list of what Villabase does not do →