Switching to a New PMS? Here’s How to Keep Your Financial System Intact 😀
Switching Property Management Systems (PMS) can disrupt financial workflows if not handled carefully. Clearing keeps your bookkeeping, trust accounting, financial reporting, and owner statements centralized, allowing you to transition between PMS platforms without rebuilding your financial processes.
By keeping your financial data and workflows separate from your PMS, Clearing helps preserve reconciliations, audit history, and reporting through the transition. This guide walks you through how to switch your PMS connection while maintaining continuity across your financial operations.
📽️ Relevant Video:
⚠️ Before You Begin - Required Preparation Steps
You must complete ALL of these steps before contacting support to change the PMS attached to Clearing
Watch the Tutorial Video: Before you start the migration of the PMS connected to Clearing, view our complete walkthrough video: PMS Change Video Guide
Confirm Full Onboarding to New PMS: 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.
Backup Your Statements: 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.
Sync Final Booking Data: 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.
Contact Clearing Support: Once steps 1-4 are complete, reach out to Clearing’s support via:
Chat widget in the bottom right corner of Clearing
Email: [email protected]
When contacting, please confirm that you've completed all prior preparation steps. Support will then enable the PMS change functionality for your account.
Steps for switching PMS
Step 1: Making the Switch
Once Clearing support enables the option, follow these steps carefully:
Step 1.1: Navigate to the Integration Settings in Clearing
Go to: Settings > Integrations > PMS > Manage > Show Other Actions.
Step 2.2: Execute the Following Actions (In Order)
⚠️ IMPORTANT: Click each button only ONCE and wait 30 seconds between each step.
Make current Asset "old" Click this option ONLY ONCE, then wait 30 seconds.
Clean types from current PMS Click this option ONLY ONCE, then wait 30 seconds.
Connect new PMS This will launch a self-guided connection tool for your new PMS.
Step 3: Mapping Your Assets
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.
Step 4: Post-Connection Steps
Step 4.1: Allow Data to Sync
After connecting your new PMS, Clearing will automatically begin importing your assets and bookings. Be patient while this process completes.
Step 4.2: Check for Missing Listings
If you have waited 30 minutes and notice any missing listings:
Go to your Asset list
Click "Refresh Listings from PMS"
⚠️ 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.
Step 4.3: Verify Owner Assignments
All assets must be tied to an owner. If any assets are missing owner assignments, add the appropriate owner to each asset.
Step 4.4: Find Missing Bookings
If bookings appear to be missing:
Navigate to the individual asset's details page
Use the "Find Missing Bookings" tool
Step 4.5: Update Your Rules
Your new PMS likely uses different naming conventions than your old system. You'll need to update your automation rules:
Go to Rules > On Bookings
Review and update existing rules or create new ones
Each section includes an embedded guide to help you with setting up these 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
Congratulations!
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.
Need more help?
We hope you got the Clearing help you needed! If not, reach out to a human via that little chat box on the bottom right corner of your screen. We’re always here for you and your Clearing needs.
Clearing is a Financial Technology Company, not a bank.