If you manage properties on Airbnb or any short-term rental platform, you know how many little tasks can pile up in between reservations. And even though Zapier doesn’t have dedicated integrations for property management apps—yet!—you can still automate much of that work.
In this post, we’ll show you how to use Zapier to tighten your property management workflows with secure automation and AI. So if you’re ready to save yourself time and curate a better experience for your guests, keep scrolling.
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Send notifications for new bookings
When someone books your property, you probably get notified by either email or text message. But what if you (or your management team) spend most of the day in a different app and would rather get messages there?
When you connect Zapier to Gmail, you can watch for any message that comes through your inbox and matches a certain label. (For Airbnb, that might be any email where the subject line contains “Inquiry for” or “Reservation confirmed.”) Whenever that happens, the Zaps below—that’s what we call automated workflows—can send you a message wherever you spend most of your time. That could be a chat app, or any of the thousands of tools that integrate with Zapier.
With these workflows, you’ll always stay on top of reservations without having to context-switch—which is particularly helpful if being an Airbnb host isn’t your only priority throughout the day.
Extract relevant details from booking emails
Booking confirmation emails contain valuable information beyond the fact that someone’s staying at your place. Check-in dates, property addresses, guest names, and payment amounts—all are useful details you’ll need in order to coordinate cleanings, track income, and manage your guest experience.
You could manually dig through your emails from property management apps to find that information. But that’s not the best use of your time. Instead, you can leverage AI to auto-extract those details and send them wherever you want them.
For example, AI can pull check-in dates from confirmation emails and automatically send you an SMS reminder the day before a guest’s arrival. Or it could extract property addresses to notify your cleaning team of which location needs prep work. You can also have AI scan payout emails and log the amounts in Google Sheets to track income trends and identify your highest-revenue weekends—no manual copy-pasting required.
Create project management tasks for new bookings
Airbnb is a great channel to market your listings and get bookings, but it doesn’t have everything you need to manage tasks for your stays and guests. The same goes for other platforms like VRBO and Booking.com. If you go above and beyond for your listings—maybe putting together a welcome package with a note or even getting some breakfast items for guests—there are a lot of moving parts to coordinate.
With the Zaps below, you can automatically send your bookings to your preferred project or task management tool. From there, you can make sure all the steps in your workflow are covered: thank the guest for booking with you, schedule a cleaning service, pick up supplies and groceries, and so on. You can even generate post-stay tasks, like checking the unit for damages and reviewing the guest.
Pro tip: Want to personalize your guest experience? After a guest books your property, ask them to fill out an Interfaces form about their preferences. Then use AI by Zapier to categorize their response and create a task in your project management tool, with a note indicating what type of gift basket to set up before their arrival.
Coordinate cleaning between guest stays
After someone makes a reservation, you want to prep the property for that upcoming guest. As unglamorous as unclogging hair from the drain or dusting the blinds may be, taking care of these details is critical to getting five-star reviews. But time between bookings is often tight. There isn’t always much wiggle room for manual coordination.
If you clean the property yourself, you can use Zapier to automatically add a cleaning task to your calendar the moment your place gets booked. If you use a company, you can send the details to the cleaning company’s preferred tool—whether that’s email, a spreadsheet, or a project management app. Either way, these workflows will help ensure that every one of your guests walks into a spotless property—without you having to remember to schedule anything manually.
Monitor guest messages with AI
If you manage multiple properties, you know that guest messages can pile up fast. You might receive dozens of messages across different properties each week. It’s easy to miss ones that need immediate attention, like a guest reporting a broken air conditioner or requesting an early check-in.
With these Zaps, you can analyze incoming guest messages and get instant alerts for anything urgent. AI by Zapier can scan messages for keywords like “broken,” “leaking,” “not working,” “emergency,” or “immediately.” When urgent issues are detected, AI can extract the key details—property name, issue type, guest contact info—then create a high-priority task in Asana or ClickUp that’s assigned to your maintenance team. Alternatively, you can opt to get a text message instead, so you can quickly learn about problems before they ruin a guest’s stay.
Pro tip: Managing a team? Use AI to automatically categorize incoming guest messages and route them to the right person or department with Paths by Zapier. That way, plumbing issues go straight to your maintenance contractor, check-in questions reach your front desk team, and amenity requests land with your hospitality coordinator—all without you playing traffic cop. Read our guide to using path steps.
Automate your property management with Zapier
Automating property management with Zapier helps you stay on top of bookings and guest communications without constantly checking emails or chasing tasks. From cleaning schedules to income tracking and guest reminders, these workflows turn your property management into a hands-off system that keeps working in the background.
And this is just the start of what’s possible. With the right Zaps in place, you can spend less time managing properties and more time delivering exceptional guest experiences. So, what will you automate first?
This article was originally published in June 2019. It was most recently updated in October 2025 by Steph Spector.
