Enhanced Reservation Export with Discount Breakdown

Your reservation exports now include complete discount information, making it easier to reconcile your accounting records and integrate with third-party clearing tools. Whether discounts come from promotional codes, length-of-stay deals, or platform-specific offers, they're now clearly itemized alongside your fees and taxes.

Reservation statuses and revenue figures in your exports are also now fully accurate — declined, cancelled, and expired bookings report their correct status and show $0 revenue, so your connected accounting tools always reflect reality.

Getting Started

Accessing Your Enhanced Exports

1. Navigate to Reports

   • Go to Reports → Reservations in your Vanio AI dashboard
   • [Screenshot: Reports navigation menu with Reservations highlighted]

2. Generate Your Export

   • Select your desired date range using the date picker
   • Choose Export Format → Legacy CSV (for accounting tool compatibility)
   • Click Generate Export
   • [Screenshot: Export dialog showing date range and format options]

3. Download and Review

   • Once processing completes, click Download to save your file
   • Open the CSV to see the new discount columns alongside existing data

How It Works

Automatic Discount Detection

Vanio AI automatically identifies and categorizes all discounts applied to your reservations:

• Promotional codes entered by guests during booking
• Length-of-stay discounts for weekly or monthly stays
• Platform-specific discounts from booking channels
• Seasonal promotions you've configured
• Custom discount codes you've created

Accurate Reservation Statuses

Every reservation now exports with the status that reflects what actually happened. Previously, some declined or denied bookings could appear as accepted in connected tools — that has been corrected. The statuses you'll see are:

Status	What it means
Accepted	An active, confirmed booking
Pending	Awaiting host approval or payment
Denied	Declined or rejected by the host or platform
Cancelled	Was confirmed, then cancelled by the guest, host, or platform
Completed	Stay has taken place
Expired	Inquiry or request lapsed without becoming a booking

This correction applies automatically to all reservations — including more than 17,000 bookings that were previously reported with an incorrect status. You don't need to take any action in Vanio AI, but if you use a connected accounting or clearing tool, you should re-pull your historical reservation data to make sure those tools reflect the corrected statuses.

Revenue Figures for Non-Accepted Bookings

Revenue fields (including host payout, owner revenue, and net revenue) now show $0 for any booking that was denied, cancelled, or expired. Previously, these bookings could show their would-be payout amounts, which caused phantom revenue to appear in connected accounting tools.

If your accounting software has ingested historical exports, re-pulling that data will clear any phantom revenue tied to bookings that were never completed.

Status Filters

If your connected tool filters exports by status, those filters now correctly match all reservations in a given status group. For example, filtering for "denied" will now return every declined or rejected booking, regardless of how the original booking channel recorded that outcome.

Export Structure

Each reservation in your export now includes:

• Total Discounts: The complete discount amount as a single figure
• Discount Line Items: Individual breakdown of each discount applied
• Discount Details: Name, type, amount, and description for each discount

[Screenshot: Sample CSV showing discount columns with example data]

Integration with Accounting Tools

The discount information follows the same format as your existing fees and taxes, ensuring seamless integration with popular accounting and clearing tools like QuickBooks, Xero, and custom financial systems.

Key Features

• Complete Visibility: See every discount applied to each reservation, no matter the source

• Consistent Formatting: Discounts appear in the same structure as fees and taxes for easy processing

• Accurate Totals: Automatically calculated totals that account for percentage-based and fixed-amount discounts

• Historical Data: All existing reservations show discount information when exported

• Multiple Discount Support: Handle reservations with multiple stacked discounts clearly separated

• Channel Compatibility: Works with discounts from direct bookings, Airbnb, VRBO, and other platforms

• Correct Statuses, Automatically: Declined and denied bookings now export as denied across all 17,000+ previously affected reservations — no action needed on your part

• Accurate Revenue Reporting: Denied, cancelled, and expired bookings show $0 revenue, eliminating phantom payouts from connected accounting tools

Tips & Best Practices

Reconciling Your Books

• Review discount totals against your revenue reports to ensure accuracy
• Use the line-item breakdown to categorize discounts by type in your accounting system
• Cross-reference with platform reports to verify channel-specific discount amounts
• Re-pull historical data in connected tools to pick up corrected statuses and zeroed revenue for previously misreported bookings

Working with Accounting Software

• Map discount types to appropriate accounts in your chart of accounts
• Set up automatic rules in your accounting software to categorize common discount types
• Create separate income accounts for different discount categories if needed for reporting
• Review any revenue figures tied to denied or cancelled bookings — these will now correctly show as $0, which may affect prior-period totals in your accounting tool

Monthly Reconciliation

• Export data monthly to maintain consistent accounting practices
• Compare discount totals with your marketing spend to measure promotion effectiveness
• Use the detailed breakdown to analyze which discount types drive the most bookings

Common Questions

What happens to reservations with no discounts?

Reservations without discounts will show empty discount arrays and zero totals, maintaining consistency with how fees and taxes are displayed. This ensures your accounting tools can process all reservations uniformly.

Are percentage-based discounts calculated correctly?

Yes, all discount amounts appear as final dollar values in your export, regardless of whether they were originally percentage-based or fixed amounts. Vanio AI automatically converts percentage discounts to their actual dollar impact for accurate accounting.

Can I export discount data for past reservations?

Absolutely. When you export historical reservation data, discount information is included automatically. This means you can reconcile past periods with complete discount visibility, even for reservations created before this enhancement was available.

My accounting tool is showing different data than before — is that expected?

Yes, and it's a good thing. More than 17,000 reservations that were previously reported with incorrect statuses or inflated revenue figures will now show accurate data. Declined bookings will appear as denied (not accepted), and revenue for non-completed bookings will show as $0. We recommend re-pulling your historical export data in any connected tool so those figures update. If you notice anything unexpected after doing so, please contact Vanio AI support.

Will my status filters still work in connected tools?

Yes. Status filters have been updated to correctly match all reservations in a given group. If you previously filtered for "denied" bookings and got incomplete results, you'll now see the full set. No changes to your filter configuration are needed.