How to manage shortlet bookings and payments
· LodgeDesk Team · 7 minutes
Running a shortlet in Lagos, Abuja or any Nigerian city can be very profitable, but the money side gets messy quickly. Enquiries come in on WhatsApp and Instagram, guests negotiate, pay in parts, send screenshots, and ask for receipts weeks later. Without a clear process, it is easy to double-book, lose track of a balance or fall for a fake payment alert.
Here is a simple process that works whether you have one apartment or ten.
Step 1: Respond to the enquiry with the right questions
Before you quote, get the basics:
- Check-in and check-out dates
- Number of guests
- Purpose of stay (holiday, work, event)
- Whether they need an invoice for a company
Check the dates against your calendar before replying. Never confirm a booking from memory.
Step 2: Send a proper quote or invoice
A clear invoice answers most questions before the guest asks them, and makes you look like a serious business. Include:
- Apartment name and address area
- Dates and number of nights
- Nightly rate, or the weekly or monthly rate if you agreed one
- Extras such as cleaning fee or airport pickup, each listed separately
- Caution deposit, shown separately and marked refundable
- Total, deposit required to secure the booking, and balance due at check-in
- Your account details and house rules link
Step 3: Take a deposit to secure the dates
Asking for a deposit protects you from no-shows. Many owners ask for 50 percent or the first night's rate to hold the dates, with the balance due before or at check-in. Whatever you choose, state it clearly on the invoice and in your terms, including what happens if the guest cancels.
Step 4: Confirm every payment in your own bank app
This is the most important step. Fake credit alerts and edited transfer screenshots are a real risk for shortlet owners.
- Never accept a screenshot or SMS as proof of payment.
- Check the money has arrived in your banking app or statement before confirming the booking.
- Match the amount and the sender name or reference.
- If a guest insists they have paid but nothing has arrived, ask them to wait for it to reflect. Genuine transfers almost always arrive within minutes.
Once confirmed, record the payment against the booking and send a receipt.
Step 5: Prepare for check-in
- Confirm arrival time a day before.
- Collect a valid ID at check-in and keep a record of who is staying.
- Share house rules: maximum guests, parties, noise, smoking, power and water usage.
- Take the balance and caution deposit if not already paid, and confirm both in your bank app before handing over keys.
Step 6: Handle extensions and extras during the stay
Guests often extend by a night or two. Update the invoice or raise a new one for the extra nights, and collect payment before the original checkout date. Do the same for extras like laundry or an extra pickup, so nothing is forgotten at checkout.
Step 7: Check out and refund the caution deposit
- Inspect the apartment with a checklist, ideally with the guest present.
- Note any damage with photos.
- Refund the caution deposit promptly, in full or minus clearly explained deductions.
- Record the refund so your records match your bank statement.
Our guide to caution deposits covers this step in detail.
Step 8: Send the final receipt and keep records
Send a receipt showing everything paid and a zero balance. Keep every invoice and receipt for at least six years for tax and accounting purposes, and so you can answer guests who ask for a copy later.
Keeping it all in one place
The biggest problem for shortlet owners is that bookings live in WhatsApp, payments live in the bank app and receipts live nowhere. LodgeDesk brings them together: create the invoice, send it on WhatsApp, record the deposit and balance, and the receipt goes out automatically. Your dashboard shows who has paid and who still owes, across every apartment.
Try LodgeDesk free for 4 days. No card needed.