Did you know that basic supplies (electricity, water, gas, Internet) along with cleaning and laundry can represent up to 80% of the operating costs of a vacation rental?

See below a graphic taken from our report about vacation rental in Spain which provides us with significant data about the distribution of property expenses:

In today's competitive market and considering that expenditure on supplies accounts for 44.6% and cleaning for 43.3% of tourist accommodation management, euro saved is euro earned. Fortunately, technology offers us innovative solutions to control costs, automate and optimize these tasks related to the management of basic supplies, allowing property managers to focus on maximizing revenues and benefits.

In this article, we'll explore how Doinn and Polaroo, two industry-leading solutions, can revolutionize the management of your properties and take your business to the next level.

What procedures can be simplified in a tourist accommodation?

Managing a tourist accommodation goes far beyond what your guests see. Yes, impeccable towels, the perfect temperature and the quick response to your requests are crucial. But behind that seamless experience is a world of tasks that consume time and resources, and that often go unnoticed: from managing supply bills to coordinating unexpected repairs.

Can you imagine being able to optimize all of these tasks, from the most visible to those that occur behind the scenes, to provide an exceptional guest experience without sacrificing your time or profits?

The key is to adopt technologies that allow you to automate processes, efficiently coordinate cleaning and maintenance activities, and maintain total control over your costs.

What are the areas of opportunity? We'll tell you about them:

1. Cost accounting for a tourist accommodation

Time is money, and in the world of vacation rentals, efficiency is key. Centralizing all the financial data of your tourist accommodation on a single platform allows you to:

• Automate invoice collection: Forget about searching for receipts and entering data manually, quickly identify the attributable cost per managed property and prepare the pre-accounting to be massively uploaded to your trusted ERP in minutes.
• Generate detailed reports: Get to know in detail the expenses of each property, broken down by tenant, per sq. m, by period of staying time, and make decisions based on data.

This not only saves time and eliminates human errors, improving the accuracy of accounting records and providing a clear view of expenses.

2. Energy consumption of tourist accommodation

Understanding the energy market is complex. There are more than 350 electricity and gas marketers with rates that are not consistent with each other, and are often not transparent.

This involves:

• To have the knowledge from differences between contracts to the different marketers.

• Recognize hidden costs or unnecessary, which are usually tied to offers and discounts.

• The realization of energy audits.

• Renegotiate contracts on a recurring basis, to ensure that you're always paying as little as possible.

With this information, it is possible to identify measures to adopt savings technologies that reduce consumption.

Nowadays, there are solutions such as Polaroo, optimizing these processes and saving up to 40% of your recurring expenses, which prevent you from having to become an expert in a topic that is not the focus of your business.

3. Administrative management with suppliers

Have you ever found yourself juggling dealing with the paperwork of service registrations and cancellations? If so, you're not alone. Managing the supply of a tourist accommodation can become a real puzzle that consumes valuable time and resources.

In this regard, there are solutions that can provide you with benefits such as:

• Streamline procedures: Knowing the specific documentation required to manage procedures such as registrations, cancellations and service claims.

• Centralize communication: Keep a clear record of all interactions with your suppliers.

• Coordination and planning of cleaning tasks efficiently, improving the guest experience and reducing downtime.

• Regular preventive maintenance: Implement a preventive maintenance program for laundry equipment, which reduces costly breakdowns and improves energy efficiency.

4. Managing cleaning and maintenance personnel

Cleaning and maintenance are essential to the satisfaction of your guests. However, managing staff can be a challenge, especially with coordinating guest arrivals and exits. Optimizing this process allows you to:

• Improve the planning and coordination of cleaning and maintenance activities: Use digital tools to schedule and assign cleaning and maintenance tasks efficiently, ensuring that each property is ready to receive your guests at the right time.

• Track in real time: Monitor the progress of tasks in real time to ensure that they are completed on time and with the expected quality. This allows you to identify potential problems and take immediate corrective action.

• Outsource services: Consider outsourcing cleaning and maintenance services. This can simplify the management of your business, reduce costs and offer you greater flexibility. Companies like Doinn allow you to easily find and hire trusted professionals in your area.

By optimizing the management of your cleaning and maintenance staff, you can ensure a flawless experience for your guests, free up valuable time to focus on other areas of your business and, ultimately, increase the profitability of your vacation rentals.

Doinn: Add efficiency to the cleaning and maintenance of your vacation rentals

Doinn specializes in the automation, management and optimization of cleaning and maintenance services for a property or asset. Its software makes it possible to efficiently manage cleaning work, ensuring that each service is performed on time and with the necessary quality. In addition, thanks to the analysis of the data, it is possible to reprogram tasks or move equipment to achieve agility and increase the profitability of the service.

With Doinn, you can:

• Outsource cleaning services: Find and hire professional cleaning companies in your area.
• Schedule and automate tasks: Schedule cleaning, laundry and other tasks with just a few clicks.
• Communicate with your cleaners: Stay in touch with your cleaning teams and coordinate work efficiently.
• Track progress: View the status of tasks in real time and make sure everything is completed as planned.
• Access detailed reports: Get valuable information about the performance of your properties to make strategic decisions.

Key benefits for Vacation Rental Managers:

• Save time: It automates tasks such as finding cleaners, scheduling cleanings, and tracking work progress.
• Improve quality: Find and hire professional, insured and guaranteed cleaning companies.
• Increase guest satisfaction: It offers an impeccable cleaning service that keeps your properties in top condition.
• Reduce costs: Optimize the management of your properties to identify areas of savings and reduce unnecessary expenses.

Polaroo: Your ally to control the costs of your vacation rentals

Polaroo manages your supplies so you don't have to worry about anything. Through a platform and a team of experts, they eliminate any friction that may exist on a daily basis with suppliers.

With Polaroo, you can:

• Centralize your invoices: Automatically gather all the invoices for your supplies in one place for easy management.
• Analyze your expenses: Get detailed reports on the consumption and costs of each supply by property.
• Receive alerts and notifications: Stay informed about possible problems or irregularities in consumption.
• Optimize the consumption of your tourist accommodation: We carry out detailed audits of the consumption of each supply per asset, we seek the best rate for energy, gas, telephone or Internet needs, and we propose savings measures.‍
• Save time on management and operations with suppliers: Delegate to Polaroo the procedures with your supply suppliers, such as registrations, cancellations, changes of ownership, claims, etc.

Key benefits for Vacation Rental Managers:

• Save money: It identifies and reduces unnecessary expenses on supplies such as electricity, gas, telephony and Internet.
• Optimize your resources: Manage and control all your supplies from a single platform.
• Make informed decisions: Access detailed reports on the consumption and costs of each property.
• Simplify your accounting: It automates the collection of invoices and the tracking of payments.

Advantages of outsourcing supply and cleaning management

Outsourcing supply management and cleaning services has several advantages, and technology is the great ally to keep everything flowing without the need to increase your company's workforce:

• Cost reduction: Outsourcing allows access to professional services without the costs associated with hiring and training internal staff.
• Increased flexibility: Specialized companies can adjust their services according to demand, adapting to high and low seasons without the need to hire or fire staff.
• Access to experts: When outsourcing, you have the experience and knowledge of specialists in the area, which guarantees a high quality service updated with the best practices in the sector.
• Time savings: Delegating tasks to experts frees up time for managers to focus on other strategic areas of the business.
• Advanced Technology: Companies like Doinn and Polaroo use state-of-the-art software to manage and optimize services, ensuring efficiency and precision without the need to increase the workforce.

Implementing these strategies with the help of Doinn and Polaroo will not only improve operational efficiency, but it will also increase the profitability of your vacation rentals.

Start optimizing today!

Do you want to know more? Don't miss out the webinar of Polaroo along with Doinn, where we talk about the value of operational data and the future of vacation rentals.

Don't wait any longer to transform the management of your vacation rentals. With Doinn and Polaroo, you can reduce costs, increase efficiency and provide an exceptional experience for your guests.