This project was all about internal software—lots of fun for my tech side, but it may be boring for most people, so I will keep it simple.
Part 1:
Running a vacation rental business means needing software that handles every detail: syncing bookings, managing guest messages, scheduling cleanings, and more. When I joined TurnKey, our software wasn’t able to keep up, and with rapid growth around the corner, I was tasked with finding a solution that could handle it all.
Research & Sales Calls
I went through 80+ software options, narrowed it down to 10 that fit our needs, then got on calls with sales representatives to filter out the overpriced or overhyped ones, trying to find the most balanced option.
Testing
After analyzing the notes from the sales calls, I narrowed everything down to two options and started testing them with just 10% of our portfolio. Within two days, it was clear that the cheaper one wasn’t up to the job. The pricier option, however, passed a two-week trial, and I prepared us for the full switch.
Transition
Switching over was high-stakes since it affected everyone in the company and our main revenue stream. But 2 stressful hours later, we were up and running. The transition went well, and while it took some time for me to retrain the team, the new system cut down on overbookings and saved us 35+ hours each week (a number that keeps growing as we expand).
Part 2:
The next challenge was complying with local laws. We were required to collect guest information, manage city taxes, and send reports to authorities, which would be nearly impossible with 100+ guests checking-in daily.
I researched, implemented, and trained the stuff on the software that automated the entire process: it collected guest identity data, handled taxes, sent reports directly to local authorities, and even managed smart locks. The best part was that it integrated perfectly with the core software I mentioned before.
This saved us from €25,000 in annual fines, I personally had meetings with the foreign police officers every 3-4 months. Besides passing every single inspection, the police mentioned that our reports were some of the most accurate and organized in the city.
results
Eliminated Overbookings: The new system took care of all overbooking issues, which made operations easier and kept customers happy.
Saved 35+ Hours Weekly: Automating repetitive tasks freed up over 35 hours of manual work each week, letting the team focus on work that really mattered.
Ensured Compliance: The compliance software automated data collection, managed city taxes, and handled reporting, taking away the risk of fines and keeping us fully within the law.
Saved €25,000 Annually: By cutting out manual errors in tax and data reporting, the company saved an estimated €25,000 in potential fines each year.
Built a Scalable Foundation: With this setup, TurnKey is set to grow to 1,000 listings without needing another software overhaul or worrying about compliance issues.