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Vacarya Client Quick-Start Checklist

Updated over a month ago

This checklist outlines all the essential steps new Vacarya clients must complete to launch their U.S.-based short-term rental business. It covers onboarding, business setup, training, tools, and lease request procedures.

Why This Matters

Completing this checklist ensures you’re set up for success in the Vacarya program. These foundational steps allow you to legally operate, receive support, access tools, and eventually request and manage property leases confidently and compliantly.

What You Need

  • Access to a computer or smartphone

  • Internet connection

  • Valid Canadian or U.S. business registration (or willingness to set one up)

  • Ability to fund your first unit (~$10,000+ USD minimum per unit)

​Congratulations and Welcome to Vacarya!

We are excited to do great things together. Our team is committed to providing you with the tools, resources, and guidance necessary to make your business thrive.

Your success is our business, and we are committed to working hand-in-hand with you to achieve your business goals.

The next steps are now yours!
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​​(Follow the steps in order; the ones marked Mandatory must be done before you can request leases.)

Step 1: Onboarding (Mandatory)

Step 2: Set Up Your Business in the U.S. (Mandatory for Canadian Clients)

  • Hire a U.S. lawyer (e.g., Mark Canfield - mcanfield@lippes.com) to establish an LP & GP structure.

  • Obtain your EINs (takes 10–14 business days).

  • Get a U.S. mailing address via physicaladdress.com or 247parcel.com.

  • Retain a Cross-Border CPA (e.g., Michael Hummel - mhummel@yalepgc.ca).

  • Open a U.S. business bank account (CIBC USA, RelayFi, or Mercury).

  • Apply for U.S. credit cards (via AMEX or using an ITIN + EIN setup with Frugal Flyer).

Step 3: Set Up a U.S. PayPal Business Account (Mandatory)

  • Required for paying contractors, cleaners, and handling U.S.-based transactions.

Step 4: Training (Mandatory)

  • Complete the Airbnb Masterclass.

  • Explore the Help Center for SOPs and tutorials.

  • Aim to finish the training before your EIN arrives.

Step 5: Get a DUNS Number (Optional, but Recommended)

  • A DUNS number builds your business credit score—useful for applying for leases.

Step 6: Essential Tools & Accounts

  • Airbnb – Main platform (referral link available) . Click the illustrations to view the step-by-step guide.
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  • VRBO – For dual listing your properties. Click the illustrations to view the step-by-step guide.

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  • OpenPhone – Business phone line (optional) Click the illustrations to view the step-by-step guide.

  • TaskRabbit, Turno, Thumbtack – Hire cleaners, handymen, photographers. Steps here.

  • Instacart – Supply delivery. Click the illustrations to view the step-by-step guide.

  • Wyze or Schlage App – Smart lock management (after lease assigned). Steps here.

  • Blink (via Amazon US) – Doorbell cam setup. Click the illustrations to view the step-by-step guide.

Step 7: Additional Apps to Pay Contractors

  • Use PayPal Business, ACH payments, or open a Wise Business account to pay VAs or contractors.

Step 8: Request Lease Opportunities (After All Above Steps Are Complete)

  • Submit your lease request via the Vacarya leasing page.

  • Budget requirement: Minimum $10,000+ USD per unit.

  • Sign the licensing agreement to secure units.

Step 9: Unit Setup After Lease Secured

  • Vacarya team supports:

    • WiFi & utilities setup

    • Smart lock installation

    • U.S. Amazon account setup (for smart TVs)

    • Rent portal setup

    • Hiring your operating team

Step 10: Set Up Your Airbnb Listing

  • Vacarya will handle:

    • Design and furnishing

    • Photography

    • Listing creation

  • To multi-list on VRBO, follow the course tutorial.

Step 11: Launch and Go Live

  • Add partner@baetelle.com and partner@vacarya.com as full co-hosts.

  • Publish listings and start accepting bookings!

  • Bookmark the SOPs.

  • Set up Authenticate.com for guest background checks (if required).

Next Steps / Related Reading

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