Why Tech Matters in the Vacation Rental World
Let’s be real—managing vacation rentals isn’t what it used to be.
Back when I started Gulfview Retreats in 2011, most of my work was done with a clipboard, a flip phone, and a whole lot of hustle. Fast forward to 2025, and I couldn’t imagine running my business without a full tech stack.
Whether you’re managing 5 properties or 50, the right tools can help you save time, reduce stress, and create a better experience for guests and homeowners. The key is knowing which tools actually work—and which ones are just shiny distractions.
So, I thought I’d share some of the tech tools I personally use to run my business here in Destin, Florida, along with a few insights on how they’ve made life easier for me, my team, and the people who trust us with their homes.
1. Hostfully – The All-in-One Property Management Platform
Let’s start with the hub of the operation: Hostfully.
This is our Property Management System (PMS)—the platform that connects everything. From calendar syncing to automated messaging, Hostfully helps us handle reservations, housekeeping schedules, and guest communication all in one place.
Why I love it:
- Sends automated welcome messages, check-in instructions, and follow-ups
- Integrates with Airbnb, Vrbo, Booking.com, and direct bookings
- Lets us build sleek digital guidebooks that guests actually read
- Saves our team from drowning in email or text threads
In short, it helps us run smoother and look more professional.
2. Breezeway – Operations Made Simple
Next up is Breezeway, our go-to tool for managing all the behind-the-scenes work: cleaning, inspections, maintenance, and task tracking.
If you’ve ever had a guest show up early while your cleaner’s still making the beds, or worse—walk into a unit that wasn’t ready—you know how critical coordination is. Breezeway makes it easy to assign tasks, verify work with photos, and ensure nothing gets missed.
What it helps with:
- Creates detailed checklists for cleaners and inspectors
- Schedules recurring maintenance like HVAC or pest control
- Tracks damage reports and repair requests in real time
- Gives homeowners visibility into what’s happening at their property
Breezeway keeps our standards high and our accountability crystal clear.
3. PriceLabs – Smart, Dynamic Pricing That Works
Pricing used to be the wild west. I’d try to guess what nearby properties were charging, factor in holidays, and hope I didn’t leave money on the table—or scare off guests with a rate that was too high.
Now, we use PriceLabs for dynamic pricing. It adjusts nightly rates automatically based on demand, seasonality, local events, and even competitor rates.
How it helps:
- Boosts occupancy during slow weeks
- Maximizes revenue during peak demand
- Helps homeowners see data-backed pricing decisions
- Easy to customize min/max prices and special rules
In 2025, smart pricing isn’t optional—it’s essential. PriceLabs lets us stay competitive without having to micromanage rates daily.
4. Smart Home Integrations – For Safety, Savings & Simplicity
Tech isn’t just software—it’s also in the hardware we install in our properties.
Here’s a quick rundown of what we’re using in most homes now:
🏠 Smart Locks (like August or Schlage Encode)
- Remote access, guest-specific codes, and no more lost keys
🌡️ Smart Thermostats (Nest or Ecobee)
- Saves energy between bookings and prevents “freezing vs. roasting” guest complaints
🧼 Leak Sensors & Noise Monitors (Minut or Flo by Moen)
- Alerts us to potential water damage or parties before they become a problem
Why it matters:
Smart devices not only save money and energy, but also give us peace of mind. We know when a door was unlocked, if a smoke alarm goes off, or if a guest cranks the AC to 60 and leaves the doors open.
Plus, these features appeal to eco-conscious travelers and tech-savvy guests.
5. Zapier – Connect the Dots
This one’s a bit more advanced, but if you like automation, Zapier is your best friend.
It lets us connect different apps together so they talk to each other. For example:
- When a booking is confirmed in Hostfully, it automatically creates a task in Breezeway
- When a review is left, it can trigger a thank-you email or internal follow-up
- We can push data to Google Sheets for custom reports or owner dashboards
It’s a quiet worker behind the scenes, but it saves us hours every week.
What I’ve Learned Using Tech in This Business
I’ll be honest—adopting tech didn’t come easy to me. I’m not a software developer. I still like face-to-face meetings and handwritten notes. But I’ve learned that using the right tools doesn’t replace the personal touch—it amplifies it.
Technology gives me more time to focus on people, whether it’s helping a guest plan the perfect trip or giving a homeowner confidence that their place is in good hands.
My Advice to Fellow Property Managers
If you’re just starting out or still juggling spreadsheets and phone calls, don’t feel like you need to adopt everything overnight. Pick one tool, master it, then build from there.
You don’t need to be a tech wizard. You just need to be open to change—and willing to invest in tools that help you do your job better.
At the end of the day, our job is about trust, comfort, and reliability. Tech just helps us deliver those things more consistently.
