Keep the free preliminary review, paid setup work and subsequent management clearly separate. Specific deliverables, channels and acceptance criteria must be agreed in advance.
1. Distinguish the free initial step from the setup month
The free preliminary OTA review is an initial discussion based on publicly available property information and listing links, if any. Its purpose is to identify needs before choosing a scope. It does not replace the current-state audit, market research or account setup in the paid package.
ANGIA’s OTA setup package runs for one month, with a published fee of VND 4,900,000, covering information collection, a current-state audit, market research, content setup and sales channel setup. The channel list and workload must be agreed for each property; the fee should not be understood as covering every possible channel.
After setup, management is a subsequent scope with fees based on room count and agreed work. Software fees, website design, OTA commissions and advertising budgets need to be shown separately in the proposal.
2. Prepare the inputs to prevent delays
Complete inputs help both parties identify what can start immediately and what needs confirmation from the property owner. Your preparation checklist should include:
- Property details: trading name, address, contact details, accommodation type and authorised decision-maker.
- Room structure: room types, quantities, occupancy, beds, amenities and differences between categories.
- Content: accurate property photographs you have permission to use, amenity descriptions, directions and check-in/check-out times.
- Sales terms: rates requiring approval, surcharges, child policies, cancellation and payment terms suitable for the property.
- Channel status: existing listings, whose name the accounts are under, current issues and the person handling verification.
- Coordination: who provides availability, the on-site contact and when approval requests can be answered.
Do not send passwords through the consultation form. When access is needed to deliver the service, both parties agree on an appropriate process for granting permissions and setting operating limits; the owner retains administrative rights as agreed.
3. Review deliverables, not just the number of tasks completed
A task is easier to accept when there is something to verify. You can use the table below when discussing the proposal and reviewing the handover:
| Work area | What to verify |
|---|---|
| Current-state audit | Issues identified, priorities, missing data and the person responsible for resolving them. |
| Listing content | Room types, descriptions, amenities and photographs checked by the owner for accuracy. |
| Rates and policies | The approved plan, actual configuration and items that may not yet be changed. |
| Channel setup | Whether each channel is in preparation, submitted, awaiting verification or live. |
| Handover | Access rights, responsible contacts, outstanding work and the management scope if both parties continue. |
For example, if room content is complete but a channel is still awaiting address verification, those two statuses need to be recorded separately. A submitted application does not mean a channel is live; a live channel does not mean it has received bookings.
4. Clarify what depends on the OTA and property owner
Account verification, content approval and channel activation also depend on each OTA’s processes. The delivery team needs to report status and outstanding dependencies; the one-month period cannot be treated as a guarantee that every channel will be approved.
The property must still confirm information, provide the necessary photographs and documents, approve rates/policies and ensure accurate room information. If inputs are missing or the scale changes, both parties should record the impact on the work and schedule.
5. Agree on the next step after the setup month
Before completion, jointly review finished tasks, pending work, access rights and the person taking over. If management services continue, clearly document tasks such as rates/availability, guest support, bookings, reconciliation and reporting within the delegated limits.
- What property size and scope determine the ongoing management fee?
- Who can change rates, handle exceptions or approve matters beyond delegated authority?
- Do software, OTA connections and the website require separate contracts or fees?
- What billing, VAT, transition or credit terms apply, if any?
- How are accounts and work handed over when the contact changes or the service ends?
Do not assume the setup package automatically transitions into management, or that the setup fee will be credited. These terms need to be confirmed in the proposal before work begins.
This guide is based on ANGIA’s published service scope as of the update date. Channels, tasks, authority, billing, VAT and transition terms are confirmed in the proposal for each property.
References: OTA management services, OTA service scope and service principles.