villatab vs spreadsheets and WhatsApp
Most villa owners start with a spreadsheet and WhatsApp chats. That can work for a while. Here is an honest look at where it stops working.
A spreadsheet plus WhatsApp is free and flexible, and it is fine for one property with few bookings and one person in charge. A booking app helps when several people take bookings, money comes in several ways, or a missed date costs you a guest.
Side by side
| What you need | Spreadsheet and WhatsApp | villatab |
|---|---|---|
| One calendar for everyone | Each person keeps their own notes. Someone has to copy updates across. | One calendar for all properties. Everyone sees the same dates. |
| Double bookings | Possible. Nothing stops two people saying yes to the same dates. | The database refuses two bookings for the same unit on the same night. |
| Holds for unpaid enquiries | You must remember to free the dates. | Holds end after the hours you set. |
| Payments and balance | You add up payments yourself, across chats and cells. | Each payment is on the booking. The balance updates by itself. |
| Agency commission | A column you must keep correct. | Stored on each booking, with who collected the money. |
| Confirmation message | Typed by hand each time. Wording drifts. | Built from the booking as a WhatsApp card, PDF and message. |
| Staff tasks | Reminders in chats. | Checklists made for each booking, and a Today screen. |
| Who did what | Hard to tell. | A timeline on each booking. |
| Backup | Depends on you saving a copy. | A daily copy to your Google Drive, once you connect it. |
| Cost | Free, apart from your time. | ₹1,000 a month or ₹10,000 a year, after 14 free days. |
When a spreadsheet is enough
- You have one villa or a few rooms.
- One person takes every booking and every payment.
- You get a few bookings a month, and you rarely deal with agencies.
When to move to an app
- Your manager, caretaker or an agency also takes bookings.
- You have more than one property or several units.
- You have had a double booking, or came close.
- You are tired of adding up advances, balances and commission.
Keep what works
You do not have to give up WhatsApp. villatab builds the confirmation and opens WhatsApp for you. You still talk to guests there. It just stops being your database.
Read our guide on how to stop double bookings, or see all features and pricing.