Use this guide when you maintain bookings and transactions directly in BookingTrust. If a connected PMS supplies those records, start with Before you go live and confirm which information is imported before entering anything manually.
Agree the starting position first
Confirm the date your BookingTrust records will cover, the opening funds to account for, and the bookings or unpaid expenses being brought across. Do not enter the same money twice as both an opening amount and a new booking receipt.
On this page: Set up your account · Bring across your records · Check the starting balance · Begin the routine workflow
Set up the account records
- Review Profile > Profile > Edit Details and save your business and contact details. Use Profile > Password to change your password when required, following the requirements shown on screen.
- Set up your business bank accounts and check the Trust/Host account is the intended default.
- Add your properties, check their owner records and add owner bank details. Verify the owner linked to each property.
- Review Global Fees and any property-specific fee rates before processing the bookings they should affect.
- Add suppliers and their bank details if you will pay their invoices from the account.
- Check your subscription arrangements under Profile > My Account and complete any outstanding setup items with support.
Bring across the bookings and outstanding items
- Add the bookings that form part of your agreed starting position, including relevant future bookings.
- Check the booking dates, amounts due, additional booking charges and agent commissions.
- Record payments already received only where they belong in the agreed starting records and have not already been included.
- Record unpaid supplier invoices and other relevant property management fees. Check for items already settled before the start date.
Keep a reference to the source booking, payment or invoice so differences can be investigated without inventing balancing entries.
Check the starting bank position
Open Trust Account > Cashbook and review the recorded receipts and payments against the actual bank statement for the agreed starting period. Account for outstanding or uncleared items; a difference needs an explanation rather than a “close enough” balance.
Then complete the standalone reconciliation workflow at Trust Account > Bank Rec > Daily Rec using the procedure agreed during setup. Keep this standalone process distinct from reconciliation instructions written for a different account or integration setup.
If the starting position does not reconcile, send the date, bank balance and relevant booking or transaction references to support@bookingtrust.com.au before progressing to payouts.
Begin the routine workflow
Once the starting records are checked, continue recording and reconciling the actual transactions. For completed bookings, follow Booking Release, review the owner statement and disburse the approved funds. Complete the bank payment separately and reconcile the withdrawal.