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Customizing financial details and automation settings based on specific booking criteria can be complex and time-consuming. Different bookings often requires a unique approach, especially when handling bookings from various channels, such as VRBO or direct bookings. Specific adjustments may need to be applied for tax remittance in a specific jurisdiction, or varying requirements related owner visibility may be required for different owners; ultimately, many booking financial reporting criteria can change between revenue sources and reporting needs. Clearing’s “Custom Rules on Bookings” feature provides an efficient way to manage these unique booking requirements automatically, saving time and ensuring repeatability.

Clearing’s “Custom Rules on Bookings” feature allows users to seamlessly adjust booking financials to meet specific booking criteria. By setting up these custom rules, you can automate the categorization of financial data, change accounting fields, manage owner visibility, and set specific tax requirements for different channels. You can make these adjustments not only on individual bookings, but the feature also supports bulk application, enabling consistent rule application across multiple bookings. Additionally, rule priority and rule deletion or duplication functions allow for flexible and accurate rule management, ensuring precise adjustments for every booking scenario.

Log in to your Clearing account and navigate to the “Rules” section in the left-hand menu.

Now select the “On Bookings” option and go to “Custom Rules” where you’ll create and manage unique booking rules tailored to your financial and reporting needs.

Click the “+” button to create a new rule and set up booking criteria on the left side panel.

Define specifics like category, asset type, or booking source (e.g., direct booking or Vrbo) on the left side. Think of it as an “If this, then that” functionality, where the criteria on the left dictates the changes on the right.

Use the right panel to select category changes, adjust the accounting field, and set tax reporting options. For example, you might categorize a specific tax “To Tax” rather than “To Owner” if your business plans to remit taxes on behalf of your owners for certain booking channels. Toggle “Owner Visibility” on or off to determine if the detail should appear in the owner's statement.

There are multiple types of rule “Status” that can be defined. The two most commonly used are “On Going” and “Manual”. “On Going” will apply rules automatically based on their rule priority. “Manual” will require the rule to be done individually per booking, which can be seen in Step 3 below.

To apply a custom rule that has the status of “Manual” to an existing booking, go to the “Bookings” section in Clearing, locate the booking, and click “Open” to view booking details.

Scroll down, find the “Custom rule on bookings” section, and click “Apply”.

For bulk adjustments on multiple bookings manually, use the “Apply to Existing Bookings” button from the original rule creation section to apply a rule across all bookings that meet specified criteria. Make sure you have the right rule selected that you want to apply to multiple bookings.

Adjust rule status to “Ongoing” for continuous application to new bookings, or switch to “Paused” or “Cancelled” if the rule should be temporarily disabled or stopped altogether.

If the rule has the status “On Going” the rules will be processed on all bookings that match the booking criteria applicable (based on the rule that is currently selected).

Set rule priority by using the up and down arrows next to each rule. Higher priority rules will execute first (when allowing for “On Going” application as per the status).

If you need to replicate an existing rule’s settings or delete an unneeded rule, click on the “Three dots” next to each rule. Choose “Duplicate” to replicate, or “Delete” to remove the rule altogether.

Take Advantage of Clearing’s custom rules feature to manage owner payments, optimize tax reporting, and maintain accurate booking financials. The custom rules feature is designed to streamline complex processes, enhance financial transparency, and ensure accuracy and repeatability at scale.

Are you ready to streamline your booking management and enhance financial transparency?

Contact us for a personalized demo and learn how to manage custom rules in Clearing.

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Clearing is a Financial Technology Company, not a bank. Deposit Accounts are issued by Evolve Bank & Trust, Member FDIC.