A Simple and Flexible Program

FlexRent is designed specifically for the vacation rental industry. It will manage property listings, reservation scheduling, client billing, and contact management. It has been designed to be simple, effective and easy to learn. The following screenshots will show you some of its important capabilities. After reading through the following guide, you'll be ready to start using FlexRent. It's that easy.

 

Keeping Track of Rental Properties

Everything you need to know about a property can be tracked and displayed on the property form. The amenities shown here are only examples. You can use over thirty different types of amenities and descriptions and they can be whatever you like.

The example above will track the number and types of beds, whether or not a property has a view, how many people each unit sleeps, among other things. You can use the fields shown here or create and add your own. For any special information or conditions on a unit, you can use the note field to add any additional descriptions.

The other tabs on this form allow you to change the rental rates for each unit. The rates can vary for different months, different seasons and special holidays. You can also examine the reservation detail for each unit, scan through a list of every unit, check which units are available for a given period of time, and search units by their location, descriptions or rate information.

 

Making the Reservations

The reservation process is simple and straightforward. You select the rental unit, the customer's name (and if they are not in the computer, the program will ask you if you would like to add them), and the rental dates. The program will use the rate information to automatically calculate the rental fee, whether or not to apply the taxes, and adds in the security deposit. You can also add any type of additional charges and special notes at this time. And of course FlexRent will let you know if the property for the dates you have chosen has already been booked.

 

Confirm the Reservation

Collecting the Rent

Entering payment information is easy. The Reservation form above shows the simple entry screen for rental payments. Just retrieve the proper reservation, by the reservation number or the client's name, and then add partial or complete payments. You can then print out a payment confirmation and invoice the customer for any remaining balance.

 

Printing Invoices

The invoice above is used to confirm the reservation details and bill for any remaining balance if necessary. It is formatted for standard windowed envelopes to make the job even easier.

You can change what messages are on the invoice, such as "No Pets Allowed" or what the standard check-in and check-out times are.

FlexRent includes more reports such as property reports, revenue reports, and check-in/check-out reports.

If you have Microsoft Access, you can even create your own reports and invoices. FlexRent is designed to be simple and effective, but this does not mean that it is limited or inflexible.

 

Managing Your Contacts

Keeping track of your tenants, owners, agents and vendors is easy to do, since FlexRent will allow you to enter them as you go along. Each time you enter a client or owner that is not yet in the database, FlexRent will ask you for some information on that person or business and then return you right back to the property screen. Eventually, you will have access to your long list of clients, owners and other contacts, with the ability to search by any field or key word. You can always use this information for promotional mailings or just to stay in contact with your renters and owners.