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.

Every screen below shows the product's real interface with invented data in it. We build these frames to publish rather than screenshot the live system, because the live system holds real guests' and owners' details.

Fifty-eight seconds of Flow — bookings landing once, payment doses tracked to the euro, bank lines matched, and the P&L that falls out of them. Read the transcript →

Villabase Bot in Telegram: a typed cost posting straight into Money Out — demo data

Run it from your phone

The bot is the fastest way in — for the moments you are standing in a villa, not sitting at a desk.

Type a cost — supplier, amount, category — and it posts straight to the books
A probable duplicate gets flagged in the chat itself, before it is ever saved twice
Take a full booking — guest, dates, deposit — and a signed rental agreement goes out by Telegram and email, live and running
Photograph an invoice and it lands in the inbox for a quick check automatic reading is in training

Villabase Flow reservations list with booking status and payment progress per stay — 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 — from the app or straight from the bot
Payment progress visible on the reservation itself
Agent bookings arrive here from Connect, commission already attached

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

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

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

It checks itself

A validation screen sweeps everything — not just what came in through the bot — and shows you what it found.

Every duplicate and overlap resurfaced in one list, not only the one the bot caught in the moment
Reservation overlaps flagged before they become a guest problem
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 →