5 Tips to Consider When Choosing an Airbnb Management Company

Choosing the right Airbnb management company can make or break your hosting experience. While it’s essential to look for a cohost with stellar reviews, exceptional service, and fast communication, these are just the basics. To truly find a partner that will help your property thrive—whether you’re hosting in Utah or beyond—you need to dig deeper. Here are five key considerations that go beyond the obvious:

1. Listing Ownership

I placed this as #1 because it’s a critical aspect of choosing the right Airbnb management company. When signing a management agreement, it’s essential to clarify who will own the listing, as there are two primary management models to consider.

The first model involves the management company creating and owning the listing under their company profile on Airbnb. This means the listing, along with all reviews and performance metrics, belongs to the company. While this approach has its advantages—such as leveraging the company’s established profile, which may already have a strong reputation and many 5-star reviews to enhance your property’s visibility—it comes with notable downsides. If you decide to part ways with the management company, you’ll lose the listing entirely, including all the reviews and booking history accumulated during your time with them. Additionally, all financial transactions are managed by the company, and homeowners receive payouts after the company processes the earnings.

The second model allows the management company to act as a cohost on your existing listing. This gives you, the homeowner, full control over the listing, ensuring that the reviews, booking history, and profile remain yours. If you’re ever dissatisfied with the service, you can simply remove the company as a cohost without losing the progress and reputation you’ve built. This approach offers greater flexibility and ensures long-term control over your property’s performance on Airbnb.

2. Transparent Fees

When evaluating an Airbnb management company, transparency in pricing is key. Many companies promote a low commission structure, but it’s important to look beyond that headline number. Some management companies tack on additional fees, such as technology fees, late payment fees, or other unexpected charges. While these may seem minor individually, they can quickly add up and leave you paying significantly more than you initially anticipated.

To avoid surprises, ask for a detailed breakdown of all potential fees and request an example invoice to understand the true cost of their services. Take the time to do the math and ensure that everything adds up before signing a contract.

Here’s another tip: If you find that you can’t negotiate a lower commission rate, try negotiating to have these extra fees waived instead. This can help you save money in the long run and ensure that the management company’s pricing structure works for your budget.

3. Cancellation Fees

Many Airbnb management companies pride themselves on offering contracts that don’t lock homeowners into a set time commitment. On the surface, this sounds great—and it often is—but it’s important to read the fine print. Some companies draw attention to the flexibility of their contracts while quietly including complicated cancellation processes or hefty cancellation fees.

This can become a costly issue, especially when combined with the challenges outlined in point #1. If you need to terminate the agreement, you might not only face a large cancellation fee but also lose access to your listing entirely, forcing you to start over from scratch. This could mean rebuilding your listing, accumulating reviews again, and dealing with the financial hit of lost momentum.

To protect yourself, make sure you fully understand the cancellation terms before signing. Ask questions like, “What is the cancellation process?” and “Are there any fees or penalties for ending the agreement?” Knowing these details upfront will help you avoid unexpected expenses if the company’s services don’t align with your expectations..

4. Flexible Calendar for Owners

This tip is optional but essential if you plan to use your property personally. Many Airbnb management companies aim to keep your calendar fully booked to maximize revenue, which can sometimes create challenges if you want to reserve a few days—or even longer—for personal use.

Some companies are hesitant to allow homeowners to block dates, as it represents missed income from potential reservations. Additionally, owner use can occasionally disrupt booking momentum, making it harder for the property to maintain a steady flow of guests.

To avoid conflicts, make sure to choose a company that is flexible in this area. Discuss your intentions to use the property personally before signing a contract, and confirm that they are willing to accommodate your needs without hesitation. A good Airbnb management company will value your goals as a homeowner and work with you to create a calendar strategy that balances personal use with profitability.

5. Pricing Strategy

A smart pricing strategy is critical to maximizing your Airbnb rental’s revenue, but it’s important to understand how a management company approaches this aspect. Many companies advertise that they use dynamic pricing tools like Pricelabs or Beyond, which are a step above Airbnb’s built-in “dynamic pricing” feature. However, simply using these tools isn’t enough.

Ask the company, “How often do you review pricing after it’s set on these platforms?” This question is key because even the best pricing software can miss crucial factors that drive demand, such as smaller, local events that aren’t widely publicized. Additionally, pricing software isn’t perfect when it comes to competition. If your property is overpriced compared to similar listings and doesn’t offer a significant advantage, potential guests will likely choose the cheaper option.

Dynamic pricing tools are powerful, but they should not be a “set it and forget it” solution. A great Airbnb management company will actively monitor and adjust pricing based on real-time market conditions, competition, and unique opportunities to ensure your property stays competitive and profitable.

Conclusion

Choosing the right Airbnb management company is a critical step in maximizing your property’s potential and ensuring a smooth, profitable hosting experience. By understanding the style of management, ensuring transparent fees, being aware of cancellation terms, prioritizing calendar flexibility, and evaluating a company’s pricing strategy, you can make an informed decision that aligns with your goals as a property owner.

At Helix Vacation Rentals, we pride ourselves on implementing these five key principles to provide exceptional service to our clients. We manage your property as a trusted cohost, giving you full control over your listing and its hard-earned reviews. Our fee structure is completely transparent—no hidden charges, no surprises. Unlike many other companies, we don’t believe in cancellation fees, because we’re confident in the quality of our service. We’re also flexible with your calendar, ensuring that your personal use of the property is never a hassle. And when it comes to pricing, we don’t just rely on software; we monitor and adjust your rates daily to stay competitive and maximize your revenue.

With Helix Vacation Rentals, you’ll have a partner who values your goals and works tirelessly to ensure your property’s success. Let us help you elevate your short-term rental to the next level!