Client Money Procedures -

Client Money Procedures

At Short Stays UK, we understand that when you appoint us to market and manage your property, you are also entrusting us to handle money on your behalf.

As your appointed booking agent and management company, we collect guest payments as agent for property owners, account for those funds and distribute income to property owners in accordance with our Management Agreement.

We take this responsibility seriously and have robust financial procedures in place to ensure client money is handled securely, accurately and transparently.

Our Commitment

When handling client money we are committed to:

Keeping clear and accurate financial records.
Ensuring all monies received can be identified and allocated to the correct property owner.
Processing owner payments accurately and promptly.
Protecting client information and financial records.
Operating secure accounting systems and appropriate internal controls.
Complying with all applicable legal and regulatory requirements.

As members of The Property Ombudsman, we are committed to maintaining high standards of professional conduct and transparency.

Client Money

Money we hold on behalf of property owners is kept separate from our own business funds in a client bank account.

Our accounting procedures ensure that:

Every receipt is allocated to the relevant property owner.
Transactions are accurately recorded.
Client money is regularly reconciled.
Payments are processed securely and accurately.

Financial Controls

To safeguard client money we operate a range of internal controls, including:

Segregation of financial responsibilities.
Secure accounting software.
Restricted access to financial systems.
Regular reconciliation of client money records and bank balances.
Authorised payment approval procedures.
Ongoing monitoring of financial records.

These controls help ensure accuracy, accountability and transparency in every transaction.

Making Owner Payments

We aim to ensure property owners receive accurate statements and prompt payment of monies due.

Before payments are made we:

Verify booking income.
Reconcile any deductions authorised under the Management Agreement.
Authorise payments through secure banking procedures.
Maintain a complete audit trail for every payment.

Receiving Guest Payments

When we receive payments from guests on behalf of property owners we:

Record every transaction against the relevant property.
Reconcile payments received.
Maintain accurate accounting records throughout the booking process.
Ensure funds are correctly accounted for before owner payments are made.

Transparent Reporting

Property owners receive regular statements showing:

Booking income.
Management fees.
Agreed expenses (where applicable).
Net amounts paid.
Payment dates

We believe that clear reporting and open communication are fundamental to maintaining long-term relationships with our property owners.

“Our second stay here”

“This is our second stay here. It’s just so lovely and cosy. I feel so happy here that I never want to leave.
Everything is like the photos, spotlessly clean. Very quiet and peaceful. Lovely looking at the River Exe from the windows.
Well-stocked and comfortable beds. Would be nice to visit in the summer and sit by the river..”

Jenna

“Great place too stay”

Great place to stay, walkable to Exeter Centre and quay. Mill On The Ex pub is a couple of doors away. The beds where comfortable and the kitchen had everything you needed. Would happily stay there again.

Stephen

Great location for a short riverside walk

Had a great stay. Ian was a helpful host and always on hand if needed. Clean, tidy place and we’ll equipped. Great location for a short riverside walk into town and would definitely stay again.

Darrel

Exactly as described

Lovely outdoor spaces and views. Very clean, host really responsive and helpful. Would stay again!

Sophie

Beautiful property

It was a beautiful property, had amazing beds and a comfortable stay! Ian the host was very communicative and helped a lot with all directions and everything to the house and around it!

Dilshad

Great place

Great communication with host, clean house with everything you need. Great location

Francesca

Wonderful place, will be back again

The cottage is well equipped with all the essentials. It was in a great location for what we planned to do for our stay. A special thank you to Ian for answering our queries so promptly.

Ken

We will be back

Me and my friends really enjoyed our stay at the property. It was clean, comfortable, and worked well for the 5 of us over the 4 days we were staying there.
The location is ideal – around a 15 minute walk to the centre and St David’s/Central station.
Ian was a great host, very communicative and happy to help.
We would definitely recommend this property! Thank you for having us 🙂

Ellis

Amazing place

A great place to stay within easy walking distance to the city centre and restaurants and bars. The allocated parking space was a massive bonus. The house had everything we needed for our weekend stay. We would highly recommend.

Jenny

Can’t recommend enough

House was very clean, nice area, well maintained property, hosts were very communicative and helpful.
Absolutely would recommend

Micheal

“Can’t wait to come back

We had a lovely stay at the cottage, felt right at home. It was super cosy and the kitchen was very well equipped to make our dinner/breakfast. Instructions were very clear and Ian was very speedy to reply 🙂 The beds were super comfy and it was within walking distance of loooads of nice restaurants and bars. Mill on the Exe is very close and is a gorgeous pub. Would definitely come again.

Daisy

“Will definitely be back

Lovely cosy cottage in a quiet spot overlooking the river Exe. Easy walking distance in to the town centre & Quay area. The cottage was clean & comfortable & well equipped. We would recommend & stay there again.

Morag

“Will use again 100%

Was working away so my and my work colleagues stay over really nice property and agent Ian was extremely helpful will use again 100% when back in Exeter

Dale

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