How to Change the Short-Term Rental Property Management System (PMS) connected to Clearing

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Switching to a New PMS? Here’s How to Keep Your Financial System Intact 😀

For Short-Term and Vacation Rental property managers, changing your Property Management System (PMS) is a major step - and one that can disrupt your financial operations if not handled carefully. That’s where Clearing comes in.

Unlike PMS-native accounting tools that tie your financial data to a specific system, Clearing separates your financial workflows from your tech stack. This gives you the flexibility to migrate between PMS platforms, whether you're upgrading to a more enterprise-level solution - expanding into new markets, or consolidating systems after an acquisition - without rebuilding your entire financial infrastructure.

By keeping your trust accounting, financial reporting, and bookkeeping logic centralized in Clearing, you protect your operational continuity. Your accountant or bookkeeper can continue working from the same processes and templates they’re used to. This means, no need to relearn a new PMS’s quirks or reformat spreadsheets. Even your owner statements, reconciliations, and audit trails stay intact and accessible, no matter how often your PMS or other tech stack components change.

Clearing also ensures that data doesn’t get lost when PMS providers purge your account post-cancellation. Instead of depending on manual backups or downloading exports at the last minute, your audit history lives on in Clearing, maintaining long-term consistency and compliance across systems.

This guide walks you through the exact steps to switch your PMS connection in Clearing. This allows your trust accounting, booking financials, and owner communications to continue running smoothly through the transition.

You must complete ALL of these steps before contacting support to change the PMS attached to Clearing:

Before you start the migration of the PMS connected to Clearing, view our complete walkthrough video: PMS Change Video Guide

Ensure you are completely set up and operational on your new Property Management System before making the switch in Clearing, including ensuring that your import of historical bookings into the new PMS has been completed.

Download and save all existing Clearing owner/management statements to your computer or server as a precaution. This ensures you have backed up your existing data so there is no risk of losing information.

Since Clearing can only connect to one PMS at a time, make sure you have synced any additional booking data from your old PMS to Clearing before the transition.

Once steps 1-4 are complete, reach out to Clearing’s support via:

When contacting, please confirm that you've completed all prior preparation steps. Support will then enable the PMS change functionality for your account.

Once Clearing support enables the option, follow these steps carefully:

Go to: Settings > Integrations > PMS > Manage > Show Other Actions

⚠️ IMPORTANT: Click each button only ONCE and wait 30 seconds between each step.

When connecting your new PMS, you'll reach a critical step: mapping old PMS assets to your new PMS assets.

Do not skip this section - proper asset mapping ensures continuity of your financial records and prevents data loss.

After connecting your new PMS, Clearing will automatically begin importing your assets and bookings. Be patient while this process completes.

If you have waited 30 minutes and notice any missing listings:

⚠️ IMPORTANT: Inactivate any listings that are no longer needed. Clearing bills based on your average active listings for the previous month. If you don’t make them inactive, you will be billed for those listings and refunds are not provided.

All assets must be tied to an owner. If any assets are missing owner assignments, add the appropriate owner to each asset.

If bookings appear to be missing:

Your new PMS likely uses different naming conventions than your old system. You'll need to update your automation rules:

⚠️ IMPORTANT: You may need to manually match some previous deposits to your new PMS bookings if your new PMS’s bookings do not contain the Booking ID from your Old PMS. Please refer to this guide for assistance

⚠️ IMPORTANT: Don’t forget to update your Payment Processor in Clearing to include your new PMS’s processor. You can find update this in Settings > Integrations > Payment Processors

You've successfully completed your PMS transition in Clearing! If you have any questions as you settle into the new setup, don't hesitate to reach out to our support team - we're here to support you every step of the way 🚀

A PMS migration doesn’t have to mean financial disruption. With Clearing as your central source of financial truth, you can modernize your tech stack without sacrificing clarity, compliance, or control.

For more help managing your setup, check out these related resources:

Interested in making your financial workflows PMS-independent?

Book a live demo with the Clearing team and discover how we help Short-Term Rental businesses build scalable, audit-ready systems that work… regardless of your tech stack.

Clearing is a Financial Technology Company, not a bank.