Case Study - Smart Airbnb property management

Overview

Professional Airbnb hosts face a constant challenge: managing multiple properties, coordinating co-hosts, recording expenses, and calculating monthly settlements. Many resort to spreadsheets that become unmanageable as their portfolio grows.

BoardBnB automates this entire workflow. The platform imports reservations directly from Airbnb PDFs, records categorized expenses with automatic currency conversion, and executes monthly cash closings that calculate exactly how much corresponds to each party.

The co-host system allows inviting collaborators with granular permissions: some can view reservations and add expenses, others have full editing access. Everything is recorded with complete audit trails.

What we did

Cash Closing System

The heart of BoardBnB is its cash closing algorithm. Each month, the system consolidates reservation income (room and cleaning), applies the configured management commission, and calculates expenses made by each actor.

The result is a precise settlement: if the owner advanced expenses, they get reimbursed. If the administrator paid for services, it's deducted from the commission. If co-hosts are involved, each receives their corresponding share.

The system automatically generates withdrawal records and sends reports via email to owners who don't have direct platform access.

Co-host Management

Collaboration between hosts is fundamental in rental properties. BoardBnB allows inviting co-hosts by email with a granular permission system: view reservations, add expenses, access financial summaries, or edit reservation information.

Each co-host has their own dashboard where they only see assigned properties. Invitations have states (pending, accepted, rejected) and automatically expire after 7 days.

Smart Import

The platform parses Airbnb confirmation PDFs to automatically extract: confirmation code, dates, guests, room rates, cleaning, Airbnb commissions, and final payout amount.

Users review imported data before confirming, being able to correct any parsing errors. The system also supports manual entry for reservations from other platforms (Booking, VRBO, direct bookings).