Top 8 Vacation Rental Accounting Software Tools for 2025

Managing finances in the vacation rental industry can be complex. With fluctuating expenses, payouts from multiple booking platforms, and property-level financial reporting, having the right accounting software is essential. The right tool can streamline your bookkeeping, save time, and provide clear insights into your profitability.

Find the Best Accounting Software for Your Needs

Whether you’re a small Airbnb host or a large-scale vacation rental operator, these tools offer a range of features designed to simplify your financial management. Here’s our list of the top 8 vacation rental accounting software tools for 2025.

1. Clearing

Clearing is designed specifically for vacation rental operators, focusing on automating financial processes such as payout reconciliation and expense tracking.

Key Features:

• Automates payout reconciliation from platforms like Airbnb and VRBO.

• Tracks expenses and categorizes them automatically.

• Offers real-time profit and loss reports for individual properties.

Pricing: Contact for custom pricing.

Pros:

✅ Specifically designed for vacation rentals.

✅ Simplifies complex financial reconciliations.

Cons:

❌ Limited third-party integrations compared to general accounting software.

2. Topkey

Topkey provides a centralized financial dashboard for vacation rental operators, integrating seamlessly with booking platforms for streamlined accounting.

Key Features:

• Centralized financial dashboard with revenue and expense tracking.

• Integrates with major booking platforms for automated financial updates.

• Provides customizable owner statements.

Pricing: Starts at $50/month.

Pros:

✅ Built for property managers with multiple units.

✅ Easy-to-use interface for non-accountants.

Cons:

❌ Advanced features can be pricey for small-scale operators.

3. Airbase

Airbase is a spend management platform that helps vacation rental operators track and control expenses while integrating with broader accounting systems.

Key Features:

• Spend management system with automated expense approvals.

• Real-time budget tracking and vendor payment automation.

• Integrates with accounting tools like QuickBooks and Xero.

Pricing: Contact for pricing.

Pros:

✅ Strong focus on expense control and spend transparency.

✅ Scales well for operators managing large portfolios.

Cons:

❌ Requires integration with another accounting platform for full functionality.

4. Ramp

Ramp specializes in expense tracking and spend management, offering a simple yet effective solution for managing vacation rental business expenses.

Key Features:

• Automated receipt tracking and expense categorization.

• Offers detailed insights into spending trends.

• Includes corporate cards for seamless transaction tracking.

Pricing: Free for basic features; advanced plans are available.

Pros:

✅ No monthly subscription fee for core features.

✅ Excellent spend analysis tools.

Cons:

❌ Limited to expense management; not a full accounting solution.

5. QuickBooks Online

A popular choice, QuickBooks Online is a versatile accounting software that integrates with tools like Bnbtally for STR-specific needs.

Key Features:

• Comprehensive accounting software with bank reconciliation, invoicing, and reporting.

• Integrates with tools like Bnbtally for STR-specific needs.

• Scalable for both small and large businesses.

Pricing: Starts at $25/month.

Pros:

✅ Versatile and widely used.

✅ Extensive integration options with STR tools.

Cons:

❌ Requires STR-specific add-ons for optimal functionality.

6. Xero

Xero is a cloud-based accounting platform with strong multi-currency support and integrations tailored to vacation rental operators.

Key Features:

• Cloud-based accounting with robust invoicing and reconciliation tools.

• Supports multi-currency transactions.

• Integrates with vacation rental platforms for automated updates.

Pricing: Starts at $13/month.

Pros:

✅ Affordable entry-level pricing.

✅ Ideal for international operators due to multi-currency support.

Cons:

❌ Learning curve for those new to accounting software.

7. Sage Intacct

Sage Intacct is an enterprise-grade accounting tool ideal for large-scale operators who need advanced reporting and multi-entity support.

Key Features:

• Advanced financial reporting with multi-entity support.

• Automates workflows for accounts payable and receivable.

• Designed for scalability and enterprise-level operations.

Pricing: Contact for custom pricing.

Pros:

✅ Enterprise-grade functionality for large-scale operators.

✅ Highly customizable reporting.

Cons:

❌ Expensive and complex for smaller operators.

8. FreshBooks

FreshBooks is an easy-to-use accounting solution for smaller vacation rental businesses, focusing on simplicity and affordability.

Key Features:

• Simplified expense tracking and invoicing.

• Basic reporting features for income and expenses.

• Integrates with tools like Stripe for payment processing.

Pricing: Starts at $17/month.

Pros:

✅ User-friendly for small businesses.

✅ Affordable and easy to set up.

Cons:

❌ Limited functionality for large-scale operations.

Choosing the Perfect Accounting Software for Your Vacation Rental Business

Finding the right accounting software for your vacation rental business is essential for streamlined operations and financial clarity. Tools like Clearing and Topkey are ideal for operators seeking STR-specific features, while versatile options like QuickBooks Online and Xero provide scalability with extensive integrations. For those focused on expense management, Airbase and Ramp stand out, whereas enterprise-level operators may benefit most from the advanced functionality of Sage Intacct.

For those looking for a full-service solution, Hire Sofia, a specialized accounting firm founded by an operator with a deep understanding of the short-term and vacation rental market, offers comprehensive financial management tailored to the industry’s unique needs. Whether you’re a small host or managing a large portfolio, Hire Sofia can help streamline your accounting, reporting, and spend management processes.

Evaluate your portfolio size, operational needs, and budget to select the software or service that best aligns with your goals. The right solution will not only save you time and effort but also empower you to grow your vacation rental business with confidence in 2025 and beyond.

Ready to experience the difference?

Get started today with Hire Sofia!