How to Automate Guest Messages Without Airbnb Fees
Running a short-term rental business on Airbnb is a rewarding endeavor, offering hosts the opportunity to generate substantial income while sharing unique hospitality experiences with travelers worldwide. However, as rewarding as it is, managing guest communication effectively can be a major challenge. Responding promptly to inquiries, sending check-in instructions, reminders, and follow-ups manually is time-consuming and can quickly become overwhelming, especially as you scale your operations.
Many hosts turn to automation tools to streamline guest messaging, but Airbnb’s native messaging system has significant limitations. Meanwhile, many third-party automation platforms, though powerful, often come with subscription fees or take a percentage of your earnings — essentially adding hidden costs to your business.
What if you could automate Airbnb messages without paying Airbnb fees or expensive third-party commissions? This article dives deep into how you can set up effective guest messaging automation using affordable or even free tools outside Airbnb’s platform, helping you save time, improve guest experience, and keep more of your rental income.
Why Automate Airbnb Guest Messages?
Before we explore the how, it’s important to understand why automating guest messages is vital for your short-term rental business success.
1. Save Time and Reduce Manual Work
Guest communication often involves repetitive tasks: confirming bookings, sharing check-in instructions, sending reminders, and requesting reviews. Automation handles these routine messages instantly, freeing you up to focus on other business-critical tasks like cleaning, property maintenance, or expanding your portfolio.
2. Enhance Guest Experience
Timely and consistent communication reassures guests and sets clear expectations, which is key to a smooth stay. Well-timed messages improve guests’ confidence and comfort, leading to better reviews and higher chances of repeat bookings.
3. Avoid Errors and Omissions
Manual messaging leaves room for mistakes — forgetting to send important info, sending outdated instructions, or mixing up guest names. Automated templates ensure that each guest receives the correct, personalized information at the right time.
4. Increase Booking Conversion
Fast and professional responses to inquiries and booking confirmations improve your listing’s attractiveness. Many guests prioritize hosts who communicate promptly and clearly.
5. Maintain Professionalism and Brand Consistency
Automation helps you maintain a polished and consistent tone across all communications. This is particularly important for hosts managing multiple listings or properties under a brand.
Limitations of Airbnb’s Native Messaging System
Airbnb does provide some basic auto-message functionality, but it falls short in several ways:
No full message sequencing: You can’t create automated workflows that send multiple messages at different stages of the guest journey.
No scheduling options: Messages have to be sent manually or triggered by limited events.
Limited personalization: You can only use basic templates without dynamic details tailored to each booking.
No integration with calendars or other tools: The messaging system doesn’t sync with external apps to enable more advanced automations.
Challenges with Third-Party Automation Tools
Many hosts turn to popular tools such as Hostfully, Guesty, or Hospitable (formerly Smartbnb) for more sophisticated messaging automation. While these platforms are powerful and feature-rich, they usually:
Charge monthly subscription fees which can add up as you scale.
Take a percentage cut of your bookings or charge per booking.
May require full access to your Airbnb account, potentially raising policy compliance and security concerns.
Can be costly for hosts with multiple listings or those just starting out.
How to Automate Airbnb Messages Without Airbnb Fees
The secret to avoiding fees is to leverage free or affordable short-term rental software and creative automation workflows outside Airbnb’s messaging platform. Below are several practical methods and tools you can use to automate your guest messages without paying Airbnb or third-party fees.
1. Use Free or Low-Cost Messaging Automation Tools
There are several software tools designed for short-term rental hosts that offer free plans or affordable pricing tiers with built-in messaging automation — and importantly, do not take any commission or booking fees.
Your Porter App
Free plan: Supports up to 3 listings.
Features: Auto messages with scheduling, booking event triggers, customizable templates.
Platforms: Supports Airbnb, VRBO.
Mobile app: Manage messages on the go.
Pricing: Affordable paid plans scale with listings, no commission fees.
iGMS
Free trial available.
Automations: Guest messaging, calendar syncing, automated reviews.
Multi-platform: Airbnb plus other OTAs.
Pricing: Competitive monthly subscription without commission cuts.
Host Tools
Simple automation for messages.
Affordable pricing with no per-booking fees.
Good for: Hosts seeking basic but effective automation.
2. Leverage Airbnb’s Booking Export Feature
Airbnb allows hosts to export booking data and calendars which can be used to trigger message sequences outside Airbnb’s messaging system.
How to Use Booking Data for Automation
Export your Airbnb booking calendar (iCal format) or download CSV files regularly.
Sync your Airbnb calendar to Google Calendar or other calendar apps.
Use calendar events or CSV data as triggers for sending automated messages through third-party services.
For example:
When a new booking appears in Google Calendar, trigger a confirmation email or SMS.
24 hours before check-in, trigger a reminder message with instructions.
One day after checkout, send a review request.
3. Use Email or SMS Automation Instead of Airbnb Inbox
Since Airbnb charges no fees on email or SMS communications outside its platform, you can collect guest contact details and automate messages through external channels.
Email Automation
Use guest emails gathered from Airbnb bookings (always ensure guest consent).
Use email marketing platforms like Mailchimp, MailerLite, or even Gmail with templates and filters.
Schedule automated messages for booking confirmations, check-in instructions, reminders, and review requests.
SMS Automation
Use SMS gateways like Twilio or other SMS automation tools.
Connect booking data (via Google Sheets or Zapier) to send SMS reminders or instructions.
SMS messages have high open rates and are great for last-minute reminders.
Important: Always inform guests about off-Airbnb communication methods and respect privacy and data protection laws.
4. DIY Automation with Zapier or Integromat (Make)
If you are comfortable with a bit of tech, use Zapier or Make (formerly Integromat) to build custom automation workflows that connect booking data exported from Airbnb with your email or SMS provider.
Example Workflow:
Export new booking info to Google Sheets via calendar sync or manual import.
Zapier triggers when a new row is added.
Zapier sends a personalized email through Gmail or an SMS via Twilio.
Follow-up messages can be scheduled based on booking dates.
This method requires some setup but is highly customizable and cost-effective.
5. Choose Short-Term Rental Software Without Airbnb Fees
Look for software platforms designed for short-term rental hosts that charge flat fees or offer free tiers and do not take any percentage of your bookings.
Some options include:
Your Porter App
Lodgify (paid but no commission fees)
Host Tools
These platforms combine messaging automation with other management features (calendar sync, cleaning schedules, pricing tools), making them ideal for scaling hosts.
Step-by-Step Guide to Automate Airbnb Messages Without Fees
Here’s a practical workflow to start automating your Airbnb guest communication without paying commissions or fees:
Step 1: Export Your Booking Data
Log in to your Airbnb host dashboard.
Navigate to your Reservations tab.
Export your booking calendar using the iCal link or download a CSV file.
Alternatively, sync your Airbnb calendar with Google Calendar.
Step 2: Choose Your Automation Tool
For beginners: Try Your Porter App free tier.
For DIY automation: Use Zapier + Google Sheets + Gmail or Twilio.
For more features: Evaluate affordable tools like iGMS or Host Tools.
Step 3: Create Message Templates
Prepare clear, friendly, and personalized message templates for key guest interactions:
Booking confirmation
Pre-arrival check-in instructions
24-hour arrival reminder
Welcome message on check-in day
Checkout instructions
Review request after stay
Use placeholders for guest name, check-in date, and property details.
Step 4: Set Up Automated Triggers
For calendar-based automation, set triggers on event creation or dates.
For spreadsheet-based automation, trigger on new booking rows.
Schedule follow-up messages relative to check-in and checkout dates.
Step 5: Test Your Automation
Make a test booking or add dummy data.
Confirm that messages send on schedule and contain correct info.
Adjust timing, message tone, and personalization.
Step 6: Monitor and Optimize
Track guest responses and feedback.
Modify message frequency to avoid overloading guests.
Keep templates updated with current info (WiFi, policies).
Benefits of Automating Airbnb Messages Without Fees
Automating guest communication outside Airbnb’s messaging platform offers several key advantages:
Save significant time on repetitive tasks.
Retain full control over guest interactions.
Avoid subscription or commission fees, maximizing profits.
Customize messages extensively beyond Airbnb’s basic options.
Integrate messaging with other tools like ai pricing software or cleaning management.
Scale your rental business efficiently without adding communication bottlenecks.
Top Free or Low-Cost Tools for Airbnb Message Automation
Managing an Airbnb rental can be rewarding, but staying on top of guest communication can quickly become overwhelming. Message automation not only saves time but ensures timely, professional, and consistent interactions with guests. Fortunately, there are several free or low-cost tools designed to help hosts automate their Airbnb messaging without breaking the bank. Here are some of the best options available:
1. Airbnb’s Native Smart Messaging Tools
Airbnb itself offers basic message automation features for hosts. You can set up scheduled messages for check-in instructions, welcome messages, or check-out reminders. These tools are free and built into the Airbnb platform, making them an excellent starting point for new or budget-conscious hosts.
Pros:
Easy to use
Integrated directly into Airbnb
No cost involved
Cons:
Limited customization
Doesn’t support multi-platform messaging
2. Hospitable (formerly Smartbnb)
Hospitable is one of the most popular automation tools among short-term rental hosts. It automates messages based on triggers such as booking confirmations, check-ins, and reviews. While it's not free, Hospitable offers a free trial and starts at around $25/month for up to 2 properties.
Pros:
AI-powered guest communication
Integrates with multiple platforms (Airbnb, Vrbo, Booking.com)
Includes calendar syncing and review automation
Cons:
No free plan beyond the trial
Monthly cost adds up for hosts with multiple listings
3. Tokeet
Tokeet is a full-fledged property management system with automation features. Its messaging automation includes templates, event-based triggers, and multi-language support. Tokeet offers a limited free plan for one property, which is great for solo hosts.
Pros:
Free plan for single listings
More than just messaging (includes channel management)
Scalable for growing portfolios
Cons:
Can be overwhelming for beginners
Some features locked behind paid tiers
4. ZevHost
ZevHost is a lesser-known but effective Airbnb automation tool tailored to small-scale hosts. It offers message scheduling, templates, and a mobile-friendly interface. ZevHost offers a basic free version, with premium features available for a modest monthly fee.
Pros:
Affordable pricing
Simple and clean user interface
Specifically built for Airbnb
Cons:
Limited integration with other platforms
Fewer advanced features than larger competitors
5. Your Porter App
Your Porter App is a mobile-first solution designed for hosts managing multiple listings. It supports automated messaging, team coordination, and multi-channel synchronization. Pricing is low-cost, starting around $9/month per property, and includes a 21-day free trial.
Pros:
Mobile-focused for on-the-go hosts
Automated messages and guest reviews
Affordable for small portfolios
Cons:
Slight learning curve
Some lag in mobile performance reported
Tips for Effective Airbnb Auto Messages
1. Personalize Each Message Using Guest Name and Booking Details
Guests appreciate when messages feel personal and tailored just for them. Instead of sending generic text, use their name and specific details about their booking—like check-in date or property name. This shows you care and helps build a friendly connection, making guests more comfortable and engaged.
2. Keep Messages Concise and Clear — Avoid Overwhelming Guests
People don’t want to read long paragraphs full of complicated information. Keep your messages short and to the point. Focus on the essentials so guests can quickly understand important details without feeling overwhelmed or confused.
3. Include Essential Info: Check-in Instructions, WiFi Password, House Rules
Make sure each message contains key information guests need for a smooth stay. This includes how to check in, where to find the WiFi password, and any important house rules. Providing this info upfront reduces questions and potential issues during their stay.
4. Maintain a Friendly Yet Professional Tone to Build Rapport
Your tone matters! Aim for a warm, welcoming, and professional style in your messages. Being friendly helps guests feel valued and respected, while professionalism keeps your communication clear and trustworthy.
5. Schedule Messages Thoughtfully to Avoid Spamming
Don’t send too many messages at once or too frequently. Space out your communications so guests receive information when it’s relevant—like a reminder the day before arrival or checkout. This prevents guests from feeling bombarded or annoyed by constant messages.
6. Test and Update Messages Regularly to Ensure Accuracy
Before fully relying on automation, test your messages to make sure all links, instructions, and details are correct and easy to understand. Also, update your templates regularly to reflect any changes in your property, policies, or contact info.
7. Respect Guest Privacy and Data Protection Rules
When collecting guest info or communicating outside Airbnb, always protect their privacy. Don’t share personal details without permission, and follow data protection laws to keep guest information safe and confidential.
8. Disclose Off-Airbnb Communication Channels and Get Guest Consent
If you plan to communicate via email, SMS, or other platforms outside Airbnb, inform guests clearly and get their consent first. This builds trust and ensures guests are comfortable with how you’ll be contacting them.
Final Thoughts
Automating Airbnb guest messages doesn’t have to mean paying extra fees to Airbnb or expensive third-party tools. By leveraging free or low-cost software, DIY automation workflows, and external email/SMS communication, you can build a cost-effective, seamless messaging system that saves you time, boosts guest satisfaction, and protects your hard-earned income.
If you’re serious about scaling your short-term rental business, automating guest communication is one of the smartest moves you can make. Use the strategies in this guide to automate Airbnb messages without fees, and you’ll create a smoother, more professional experience for both you and your guests — all while keeping your profits intact.
FAQ for Short-Term Rental Hosts
1. How can I automate messages to my guests without paying Airbnb fees?
You can automate guest messages using free or affordable tools outside Airbnb’s platform, like Your Porter App, iGMS, or DIY setups using Google Sheets and Zapier. These let you send booking confirmations, check-in instructions, and reminders without extra fees.
2. What’s the best way to remind guests about check-in details?
Set up automated messages to go out 24 hours before check-in. You can do this with automation tools linked to your booking calendar or using SMS/email platforms like Twilio or Mailchimp.
3. Can I use email or SMS to communicate with guests instead of Airbnb messages?
Yes! Many hosts gather guest emails or phone numbers and send important info through email or SMS automation. Just make sure you inform guests and get their permission to communicate off Airbnb.
4. How do I avoid sending too many messages and annoying my guests?
Keep messages clear and concise, and limit them to key points like confirmation, check-in, welcome, checkout, and review requests. Spacing messages out and personalizing them helps keep guests engaged without overwhelming them.
5. What tools help me manage messages if I have multiple listings?
Apps like Your Porter App and iGMS are great for multi-listing hosts. They sync calendars and automate messaging across platforms like Airbnb, VRBO.
6. Are there risks to automating messages outside Airbnb?
Automation tools should comply with Airbnb’s policies to avoid account issues. Always use reputable software, and avoid spammy or overly frequent messages.
7. How can I personalize automated messages for each guest?
Most automation tools let you insert guest names, check-in dates, and property details into message templates. Personalization makes your messages feel friendly and professional.
