You don’t have to live near your Airbnb to run it well. Many hosts manage profitable rentals from across the country, or across the world, without ever meeting their guests in person.

The key is to build a system that handles daily operations for you. This guide walks through the ten steps that make remote management work, from the technology that keeps you connected to the local team that becomes your eyes on the ground.

Why managing an Airbnb remotely is worth it

Remote hosting succeeds when you automate repetitive tasks and pair that automation with a local team that handles cleaning, maintenance, and emergencies. Add in some smart tech like noise monitors and exterior security cameras, plus a solid digital guest guidebook, and you have a system that runs without you being physically present.

The appeal is straightforward. You can live anywhere with an internet connection and still keep your rental running smoothly. Many hosts start with one property, get the systems dialed in, and then realize those same systems work just as well for a second or third rental.

There's also the time factor. Once automation handles the predictable tasks and your trusted team handles the on-the-ground work, your daily involvement drops significantly. The property generates income while you focus on other things, like a full-time job, travel, family, whatever matters to you.

10 steps to manage your Airbnb remotely

1. Use property operations software to centralize tasks

Property operations software is your remote command center. It lets you schedule turnovers and assign tasks to your cleaning, inspection, and maintenance partners. You can track whether everything gets done, all without being at the property. This centralized approach keeps your operations organized and efficient.

The right platform connects directly to your booking calendar, so when a reservation comes in, the system automatically creates a cleaning task for that checkout date. Your cleaners get notified through a mobile app, accept and complete the work, and mark it done. You see the status update in real time.

• Automated scheduling: Tasks generate automatically based on your reservation calendar
• Team coordination: Cleaners and vendors access assignments through their phones
• Real-time tracking: You can see task completion status from anywhere

Breezeway is one example of a platform built specifically for this kind of property operations coordination.

2. Set up smart locks for self check-in

Smart locks are Wi-Fi-enabled locks that let guests enter using a temporary code instead of a physical key. They automatically generate a unique code for each reservation, and that code only works during the guest's stay so it activates at check-in time and stops working after checkout.

With Breezeway smart lock management, you can automatically create a unique code for cleaners and vendors that will automatically expire after the day of the task. Plus, if someone gets locked out, you can unlock the door from your phone.

3. Automate guest messaging and communication

Automated messaging uses pre-written templates sent at specific moments. Most commonly, hosts will automate messages for guests to receive after booking, before arrival, during their stay, and before checkout. The messages go out automatically, so guests get timely information without you typing the same thing over and over.

The messages that matter most:

• Booking confirmation: A quick thank-you that sets expectations
• Pre-arrival instructions: Check-in details, the door code, Wi-Fi password, and parking info, sent 24-48 hours before arrival
• Mid-stay check-in: A brief message the day after arrival asking if everything is going well
• Checkout reminder: Departure instructions and a polite nudge to leave a review

You’ll still need to check your inbox for unusual questions. However, automation covers most guest communication. This saves you time and ensures nothing is missed.

4. Hire a professional cleaning service

Your cleaners are your eyes at the property when you manage from a distance. Hiring a professional service with short-term rental experience matters here because they understand tight turnover windows and the cleanliness standards guests expect from an Airbnb.

Breezeway’s digital checklists allow hosts to require photos after each clean to give you visual confirmation that the property is ready and create a record of its condition between guests. Plus, cleaners can easily flag maintenance issues and document any damage they find directly in the Breezeway mobile app.

5. Create a digital welcome guide for guests

A digital welcome guide is an online document or app for guests. It contains everything they need to know about your property. Include TV instructions, house rules, Wi-Fi details, and local recommendations. Add emergency contacts too. Guests can access all information from their phone.

The guide cuts down on repetitive questions. Instead of texting you at 10 PM asking how to work the coffee maker, guests can look it up themselves. Plus, include a curated list of your favorite local spots, like restaurants, coffee shops, attractions. This personal touch often shows up in positive reviews.

Breezeway offers a digital guide that makes creating and sharing this information straightforward.

6. Install smart home and security technology

Smart home devices give you control and visibility, no matter where you are. Use noise monitors to detect parties. Outdoor cameras monitor entry points. Smart thermostats control temperature remotely. Leak sensors catch water issues early. Each device helps you manage your property from a distance.

Always check local laws and Airbnb’s policies before using monitoring devices. Transparency with guests about what technology is present and including it in your Airbnb listing keeps you compliant and builds trust.

7. Build a reliable maintenance and vendor network

Before something breaks, you want a list of local contacts already vetted and ready to go. Having these relationships established with vendors like plumbers, electricians, HVAC technicians, locksmiths, and a general handyman, means you can respond quickly when issues come up.

Start by giving vendors small, non-urgent jobs to test their reliability, communication, and quality of work. Once you find someone good, confirm they can respond on short notice, including weekends and holidays. A burst pipe at 2 AM on a Saturday is exactly when you'll be glad you did this legwork ahead of time.

8. Track inventory and restock supplies remotely

Track consumables like toilet paper, soap, and coffee with a simple system. Ask your cleaners to report supply levels after each turnover. When something is low, restock using delivery services. This keeps your property ready for every guest.

You can also have your cleaner pick up supplies and reimburse them, or work with a local co-host to help manage these items in person. Consistency prevents surprises or missing items for your guests.

Property operations platforms, like Breezeway, include inventory tracking features that flag and alert you of low supplies automatically.

9. Consider working with a co-host

A co-host is a local person who handles in-person tasks and guest emergencies on your behalf. They're your on-the-ground backup for situations that can't be solved remotely, like guest lockouts, urgent repairs, property inspections.

This arrangement makes sense in a few scenarios: you manage multiple properties, your property is in a complex or distant location, or you simply want the peace of mind of having someone local who can step in.

Compensation usually runs 10-20% of booking revenue or a flat fee per reservation, depending on the arrangement you negotiate.

10. Stay compliant with local short-term rental regulations

Many cities and counties have specific rules for short-term rentals. Permits, licenses, and tax registration requirements can vary widely by location. Researching and following these rules helps professionalize the short-term rental industry as a whole and ensures neighborly conduct, especially when you're entering a new market.

Common requirements are a business license, short-term rental permit, and occupancy tax registration. City and county government websites are the best starting point for research. Local host groups on social media can also share helpful, real-world insights. Breezeway’s Safety Course is a helpful resource to help you learn and stay ahead of requirements.

More and more cities are requiring short-term rental operators to have an agent who is available 24/7 to respond to issues. Breezeway Assist solves this for many Airbnb hosts by providing a team of hospitality professionals to respond to your guests’ texts and phone calls at every hour, with a 3-minute average response time.

Set reminders to monitor regulation changes and renew permits on time. Rules evolve, and staying current is part of running a compliant operation.

How to measure your remote Airbnb management success

Once your systems are running, tracking a few key metrics helps you spot problems early and improve your processes over time.

Guest satisfaction and review scores are direct indicators of how well your operation is working. Read all guest feedback carefully. Consider using post-stay surveys to gather private insights, as guests often share more candid feedback when it's not public.

Turnover efficiency reveals whether your cleaning process is working. If turnovers are frequently late or incomplete, something in your system is breaking down. Breezeway insights allow you to track task completion times and address patterns you notice.

Maintenance response times correlate directly with guest satisfaction. Keep a log of how quickly issues get reported and resolved. Faster resolution means fewer complaints and better reviews.

Occupancy and revenue performance confirm your remote approach is actually profitable. Dynamic pricing tools can automatically adjust your nightly rates based on demand, seasonality, and local events, helping you maximize revenue without constant manual adjustments.

Simplify managing Airbnb properties with the right platform

Remote Airbnb management comes down to combining the right technology with reliable local teams and consistent processes. When you centralize your operations in one platform, you can automate tasks, coordinate your team, and deliver a great guest experience from anywhere. Breezeway brings all of these elements together in one place designed specifically for property operations.

FAQs about managing an Airbnb remotely

Is it hard to manage an Airbnb remotely?

The initial setup takes real effort—building systems, installing technology, finding and vetting local partners. But once those foundations are in place, day-to-day management becomes fairly straightforward. Most hosts find the upfront work is worth the flexibility it creates.

How do you screen guests when managing an Airbnb remotely?

Airbnb's built-in verification features handle much of the screening automatically. You can also require guests to have verified profiles and positive reviews before accepting their booking. Communicating with guests before confirming a reservation helps you assess whether they're a good fit for your property.

What does it cost to manage an Airbnb from out of state?

Costs vary based on your market and the service providers you choose. Typical expenses include cleaning fees per turnover, software subscriptions, smart home devices, and vendor fees for maintenance. If you hire a co-host, expect to pay a percentage of your booking revenue, usually 10-20%.

Can you manage multiple Airbnb properties remotely?

Yes. The systems and teams you build for one property scale to additional listings without much added effort. Property operations software, like Breezeway, becomes especially valuable here, helping you coordinate tasks across all your properties from a single dashboard.

How do you handle guest disputes or complaints when you are not physically present?

Respond promptly through Airbnb or an integrated messaging platform and offer solutions like sending your local team to fix the issue, a thoughtful gift to apologize for the inconvenience, or a partial refund if the issue can’t be resolved before check out. Document all communications. Having a local co-host or responsive vendors allows you to address physical problems quickly, even when you're far away.