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General Info for that quote

Inquiry 8861

Property 2653

I'm sorry - I meant your property ID in OwnerRez. You can find it under the Properties menu (left-most column on the grid)

Or send me the ID for one of your inquiries (the ID in OwnerRez) that isn't coming in with the right property on it.

-Michelle

VRBO 189296

HomeAway, also.

OK. I think I will just do the old way (Paypal), for the outstanding 15 guests. I don't want to collect their card numbers.

Thanks,
Claudia

Which listing site is the inquiry coming from? And which property ID is it for? If you tell me those things, I can tell you specifically why. Or just give me the inquiry ID.

It's probably happening because you gave the listing site your account-level @inquiryspot.com email address instead of the property-level one.

Look at the inquiries instruction page:

https://app.ownerrez.com/inquiries/instructions

Notice the bottom paragraph. Some listing sites don't let you give a different contact email address for each property. FlipKey is a notable example. For listings sites like that, you have to use an account-level @inquiryspot.com email address which won't parse the property. You'll have to assign it manually each time using the Verify tab under the inquiry.

-Michelle

The bookings you just manually entered into the system will not get emails asking for their upcoming payment or security deposit. You have to actually schedule payments and security deposits for them in the system, which means you'll have to call them and ask for their credit card by phone (or ask for it by email).

You'll need to email each of your upcoming guests for their payment info outside of the system, using your own email program.

In the future, we be have a 'scheduled reminders' feature where you can email them using the system to ask for the second payment and/or security deposit. For the time being, you have to contact them yourself and then enter those payments in the system manually.

To enter the second payment, either ask for their credit card info and enter it as a scheduled payment. Or collect the second payment immediately if their due date is already here.

-Michelle

Why doesn't it pick up which property the inquiry is coming from? I am entering the property on all inquiries.

Claudia

Quote 14967 shows a status of "booked", not expired. On what page do you see the word "expired"?

-Michelle

I entered all of my outstanding bookings. How do I send them a PAYMENT DUE email, manually?

Some send checks and others pay via credit card. What will happen when the due date is May 2nd and they don't have the card registered, when they paid, it was before OwnerRez?

Claudia

14967

I believe you're looking at the wrong quote. What quote number are you looking at? The quote that the booking is associated with should be showing "Booked" as the status.

Give me the quote number of the one that shows "expired" and I'll see what I can find.

-Michelle

Got it.

That is confusing. It says expired on the quote side, but booked on the booked side, with a second expiration date of May 3rd. One the first page of the quote page, it states "booked".

Claudia

You might be confusing bookings and quotes. The booking is still active, the quote that it was based on (or a similar quote) may be expired. Quotes and bookings are two separate entities in the system.

I took a look at your account. The only booking in your account that was pending is still active because the Pending Until date is May 3rd which is this upcoming Thursday. The quote that it was based on is set as "booked" since someone accepted it via the public acceptance forms.

If this doesn't make sense, reply with the booking or quote number, and I'll be more specific.

-Michelle

Hi Michelle,

When does this happen? I have one that I deliberately left to expire (yesterday). Today, it is still on the calendar as booked. If I look at General Info, it states it expired.

Claudia

Hi Claudia,

It goes into 'canceled' status which means that it disappears from all calendars and the dates are free to be booked again. Both you (the owner) and the guest receive cancellation emails, with an explanation of why it was canceled. This all happens automatically.

If you want to find canceled bookings (suppose you want to look up all records) you can do that on the bookings grid by selecting the 'Include Canceled' checkbox on the filter bar. You can find the bookings grid by clicking on the Bookings menu and clicking Grid over on the right.

-Michelle

Hi Michelle,

What happens when a "Booking" expires? It stays on the calendar as "booked" and gets lost in the abyss or a letter notifies you of this? Can there be an alert?

Thanks,
Claudia

Exactly, the guest would nearly never be filling that out.

Claudia

Yes, in the way I envision it, you AND the guest would both be able to mark it as declined. You could mark it from the control panel, and the guest could mark it on the public quote form. Again though, I doubt few if any guests would actually do that. It would mostly be for your records.

-Michelle

Sounds good!

Claudia

Decline sounds good, but it would have to be the owner that would say it, possibly. They probably will not come back to the quote, on their own, to just fill in DECLINE. However, when I send out my followup letters, that is when they would tell me and I would fill it in, at that point. You know what I mean?

Claudia

Yes, we're calling it "notes" internally, but the idea is the same. You'll be able to create notes and link them to inquiries, quotes and bookings.

-Michelle

Hi Claudia,

I think what we want is a single DECLINED flag with a possible explanation. Sometime's the guest will say "too expensive, sorry!" or something like that that you would put in the explanation.

We could have a button on the quote itself with "Decline" on it so that the guest can say it themselves and provide their own explanation, though few probably will.

NO ANSWER is taken care of by the expired status. If someone doesn't answer for a few days, the quote will automatically expire. To me, EXPIRED = NO ANSWER.

Thoughts?

-Michelle

Will there be a comment box, at any point, so that owners can right things about the renter. This would only be for our records. Whether it is during the inquiry stage or after they book.

Claudia

Do you think you have an option we can click on to state UNINTERESTED or NO ANSWER?

Claudia

Hi Claudia,

If a guest hasn't accepted the quote yet, the T&C are whatever you have them set to for the property. The T&C are only saved as a PDF snapshot when the guest accepts and finalizes the quote (turns it into a booking). Once they do that, you can see the PDF snapshot under the Legal tab of the booking.

-Michelle

Good morning all!

Where do I see the Terms and Conditions that the potential guests are sitting on? At times I change my T&C because something comes up at the VR Forum I belong to. At this time, I go back in and change my T&C, to add or remove something. Since the quotes stay there for maybe 10 days, I will forget what if the potential guest has the old version or the new version of the T&C. How can I go back and look at the T&C they have?

Thanks,
Claudia

The guests you are manually entering right now will not get emails asking for their upcoming payment or security deposit. You have to actually schedule payments and security deposits for them in the system, which means you'll have to call them and ask for their credit card by phone (or ask for it by email).

In the future, we'll be adding reminder emails so that they get asked by email to send a payment. When that happens, they'll be shown a form that shows your payment methods (credit card, check, etc)

For those that accept the quote and pay by check, their scheduled reminder email will be fired off [x] days before the due date, where x is whatever you require for the grace period.

Again though, the scheduled reminder emails have not been released yet.

-Michelle

I was typing up a response, but then I remembered this blog post from last year:

https://www.ownerrez.com/blog/new-model-for-holiday-charges

That covers the details pretty nicely.

-Michelle

If I have a customer that paid the deposit and their arrival date is July 15 and my payment schedule is 60 days prior to arrival the balance is due. What will happen, when? Automatically, on May 15, the system is going to ask for a credit card information, since their is none on file.

Will it give the customer an option to pay by check? If so, on checks, it should be asking for it before hand, since it is DUE 60 days prior to arrival. Is there a place to enter, for checks, 75 days - to give them time to mail it and it arrives 60 days prior?

Claudia