The Essential STR Technology Stack for 2023

The difference between struggling STR operators and thriving ones often comes down to technology. The right tools automate tedious tasks, optimize pricing in real-time, prevent problems before they occur, and create seamless guest experiences. As we head into 2023, the STR technology landscape offers more powerful and integrated solutions than ever before.

This guide walks you through building a comprehensive technology stack for your short-term rental business. Whether you're managing one property or scaling to multiple, understanding these tool categories and how they work together will help you operate more efficiently and profitably.

Property Management Systems (PMS): Your Central Hub

A property management system serves as the operational center of your STR business. It connects to listing platforms, manages bookings, coordinates communications, and integrates with other tools in your stack.

Why You Need a PMS

Even single-property owners benefit from PMS capabilities:

• Multi-platform synchronization: List on multiple platforms without double-booking risk
• Unified inbox: All guest communications in one place
• Automated messaging: Scheduled messages for check-in instructions, reviews requests
• Task management: Coordinate cleaning and maintenance automatically
• Reporting: Understand your business performance across properties
• Integration hub: Connect pricing, smart home, and other tools

Leading PMS Options

Guesty

Enterprise-grade solution for professional operators:

• Strengths: Robust features, excellent integrations, strong support
• Best for: Operators with 5+ properties or property managers
• Considerations: Higher price point, steeper learning curve
• Pricing: Custom quotes based on portfolio size

Hospitable (formerly Smartbnb)

Automation-focused platform for hands-off management:

• Strengths: Powerful automation, excellent messaging tools, user-friendly
• Best for: Hosts who prioritize automation and guest communication
• Considerations: More limited in some enterprise features
• Pricing: Per-property monthly subscription

Hostaway

Full-featured platform with strong channel management:

• Strengths: Excellent channel connectivity, good reporting, growing feature set
• Best for: Multi-platform listers who need reliable synchronization
• Considerations: Interface can be complex for beginners
• Pricing: Percentage of booking revenue

Lodgify

PMS with integrated direct booking website:

• Strengths: Built-in website builder, good for direct bookings
• Best for: Hosts wanting to reduce platform dependency
• Considerations: Website templates can feel generic
• Pricing: Tiered subscription plans

Dynamic Pricing Tools: Maximize Every Night

Dynamic pricing tools adjust your rates automatically based on demand, competition, events, and seasonality. They eliminate the guesswork from pricing and typically increase revenue 10-40% compared to static pricing.

How Dynamic Pricing Works

• Market data analysis: Monitors competitor pricing and availability
• Demand signals: Tracks search volume, booking pace, and market trends
• Event awareness: Adjusts for local events, holidays, and seasonality
• Gap night optimization: Prices orphan days to maximize fill rate
• Real-time adjustments: Updates prices daily or more frequently

Leading Dynamic Pricing Tools

PriceLabs

Industry leader with deep customization:

• Strengths: Extensive market data, highly customizable rules, great reporting
• Best for: Operators who want granular control over pricing logic
• Integrations: Works with most major PMS platforms
• Pricing: Per-listing monthly fee (scales with portfolio)

Wheelhouse

User-friendly with strong market intelligence:

• Strengths: Easy setup, good default recommendations, solid comp data
• Best for: Hosts who want simplicity without sacrificing performance
• Integrations: Good PMS compatibility
• Pricing: Percentage of booking revenue or flat monthly

Beyond Pricing

Set-and-forget automation:

• Strengths: Very hands-off, good for those wanting minimal management
• Best for: Hosts who trust algorithms and prefer not to tinker
• Integrations: Direct Airbnb integration, some PMS support
• Pricing: Percentage of booking revenue

Smart Home Technology: Automate Property Operations

Smart home devices reduce operational burden, improve security, and enhance guest experience. A well-integrated smart home ecosystem can save hours weekly while preventing common problems.

Smart Locks

The foundation of self-check-in and access management:

• Benefits: No key handoffs, unique codes per booking, access logging
• Top options: Schlage Encode, Yale Assure Lock 2, August WiFi Smart Lock
• Key features: WiFi connectivity, PMS integration, backup key option
• Investment: $200-$400 per lock

Smart Thermostats

Control comfort and manage energy costs:

• Benefits: Remote temperature control, scheduling, energy savings
• Top options: Ecobee, Nest, Honeywell Home
• Key features: Remote access, occupancy sensing, energy reporting
• Investment: $150-$300 per unit

Noise Monitoring

Detect parties and excessive noise without recording:

• Benefits: Party prevention, neighbor relations, early intervention
• Top options: NoiseAware, Minut, AlertMedia
• Key features: Decibel monitoring, alerts, no audio recording
• Investment: $150-$200 device + monthly subscription

Smart Smoke and CO Detectors

Connected safety monitoring:

• Benefits: Remote alerts, self-testing, voice warnings
• Top options: Nest Protect, First Alert Onelink
• Key features: Mobile alerts, interconnected alarms
• Investment: $100-$150 per detector

Smart Plugs and Lighting

Automate power and create ambiance:

• Benefits: Energy management, automated lighting, remote control
• Top options: Philips Hue, Kasa, Wyze
• Key features: Scheduling, remote control, energy monitoring
• Investment: $15-$50 per device

Integration and Automation

Connect devices for automated workflows:

• Hub options: SmartThings, Hubitat, Apple HomeKit
• Automation platforms: IFTTT, Zapier for cross-platform workflows
• Example automations:
  • Set thermostat to comfort mode when booking confirmed
  • Reset door code automatically after checkout
  • Turn on porch lights at sunset
  • Alert if noise exceeds threshold during quiet hours

Guest Communication Tools

Efficient communication improves guest satisfaction while reducing your workload. The right tools automate routine messages while enabling personalized touches when they matter.

Automated Messaging Capabilities

Most PMS platforms include messaging automation:

• Booking confirmation: Immediate response with key information
• Pre-arrival instructions: Timed message 1-3 days before check-in
• Check-in day: Door codes, WiFi, welcome information
• During stay: Periodic check-ins, local recommendations
• Pre-checkout: Checkout procedures, review request
• Post-stay: Thank you and invitation to return

Message Templates Best Practices

• Personalization: Use guest name and booking details
• Clarity: Clear formatting with important info highlighted
• Completeness: Anticipate questions before they're asked
• Tone: Warm but professional, matching your brand
• Updates: Review and refresh templates quarterly

Unified Inbox Management

Managing messages across platforms efficiently:

• PMS unified inbox: All platform messages in one view
• Mobile apps: Respond quickly from anywhere
• Saved replies: Quick responses for common questions
• Team access: Multiple team members can respond if needed

Operations and Task Management

Coordinating cleaning, maintenance, and restocking requires systematic tools, especially as you scale beyond one property.

Cleaning Coordination Tools

• Turno (formerly TurnoverBnB): Specialized for STR cleaning coordination
• Properly: Cleaning checklists with photo verification
• PMS built-in: Many PMS include task assignment features

Key Features for Cleaning Management

• Auto-scheduling: Tasks created automatically from bookings
• Cleaner marketplace: Access to backup cleaners when needed
• Checklists: Standardized procedures ensure consistency
• Photo verification: Documentation of completed work
• Payment processing: Automated cleaner payments

Maintenance and Inventory Management

• Breezeway: Property operations platform with maintenance tracking
• Properly: Inventory tracking alongside cleaning
• Simple solutions: Spreadsheets and recurring reminders work for single properties

Financial and Accounting Tools

Proper financial tracking is essential for understanding profitability, tax compliance, and business growth.

Accounting Software

• QuickBooks: Industry standard with good integrations
• Xero: Cloud-native alternative with strong reporting
• Stessa: Free option designed for rental properties

STR-Specific Financial Tools

• Bnb Financial: Accounting designed specifically for STR
• Baselane: Banking and accounting for landlords
• PMS reporting: Most platforms include basic financial reports

Key Financial Tracking Elements

• Revenue by property: Understand each property's performance
• Expense categorization: Track costs for tax deductions
• Occupancy metrics: Monitor booking patterns
• Platform comparison: Evaluate channel performance
• Year-over-year trends: Track growth and seasonality

Building Your Stack: Implementation Strategy

Don't try to implement everything at once. A phased approach ensures each tool is properly configured before adding complexity.

Phase 1: Foundation (Week 1-2)

1. Select and configure PMS
2. Connect listing platforms
3. Set up automated messaging templates
4. Install smart lock

Phase 2: Revenue Optimization (Week 3-4)

1. Connect dynamic pricing tool
2. Configure pricing rules and boundaries
3. Monitor and adjust initial settings

Phase 3: Operations (Week 5-6)

1. Implement cleaning coordination tool
2. Create cleaning checklists
3. Train cleaners on new system
4. Install smart thermostat

Phase 4: Enhancement (Week 7+)

1. Add noise monitoring
2. Upgrade smoke detectors to smart versions
3. Build automation workflows
4. Optimize based on initial data

Technology Investment ROI

Understanding the return on your technology investments helps prioritize spending:

• Dynamic pricing: Typically pays for itself 10x+ through increased revenue
• Smart locks: Save time, prevent lockouts, improve reviews
• PMS: Essential for multi-platform listing; ROI through double-booking prevention alone
• Noise monitors: One prevented party can save thousands in damages
• Smart thermostats: Energy savings typically cover cost within 1-2 years

Technology is an investment in scalability. The systems you build now will support growth without proportional increases in your time investment. Start with the essentials, learn each tool thoroughly, and expand your stack as your business grows and your needs evolve. For more operational guidance, explore our Property Management Basics Guide.