--- title: "New-owner paperwork collected and checked before the first guest" description: "A fixed-price automation for vacation rental managers that collects and checks new-owner paperwork, including the W-9, insurance certificate, rental permit, and occupancy tax registration, and flags gaps before the first booking." url: https://midnightflow.ai/packages/owner-onboarding-paperwork date_modified: 2026-10-27T15:15:30-07:00 --- [Vacation rental managers](https://midnightflow.ai/for/vacation-rental-managers) # Every new-owner file complete before the first guest. Once a homeowner signs, they are asked for the W-9, insurance certificate, rental permit, and tax registration, each document is checked, reminders go out until the file is complete, and anything missing or expired comes to your onboarding lead. One-time build $2,500 Live in 3 weeks\* Your time About 2 hours After launch We keep it running Runs on FlowRunner $45/month\*\* [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=vacation-rental-managers&utm_content=owner-onboarding-paperwork.package-hero) See what you get \* The timeline may need to be adjusted depending on the requirements we receive. \*\* FlowRunner pricing varies with the volume of calls and messages. ## What you get - ### One request, every document W-9, insurance certificate, permit, and tax registration, asked for right after signing. - ### Uploads from any phone A short form owners can finish in minutes. - ### Every document checked Names, insurance dates and coverage, and permit numbers. - ### Reminders until complete Nobody on your team chases owners by email. - ### Gaps flagged Anything missing, expired, or short goes to your onboarding lead. - ### A complete owner file In your shared drive before the first guest arrives. ## How it runs One real example, start to finish. - Runs on its own - A person on your team decides 1. Agreement signed A homeowner signs your management agreement. 2. Documents requested They get one list of what you need, with an upload form for their phone. 3. Each document checked Names, dates, minimums, and permit numbers are checked as they arrive. 4. Gaps to your lead A person decides Anything expired, short, or missing goes to your onboarding lead. 5. Owner file complete Your team gets one complete owner file before the first guest arrives. What changes for your team Your onboarding lead stops chasing new owners by email for weeks. Every file arrives in one place, checked, with only the exceptions left to handle. ## You stay in charge. The routine runs on its own. At these moments it stops, asks a person, and waits for the answer. - An insurance certificate is expired or below your minimum. Email to the onboarding lead with the certificate and what is short - A permit is missing for a town that requires one. Text to the onboarding lead before the home is listed ## Your part is small. 2 hours of your team's time 3 weeks\* to live \* The timeline may need to be adjusted depending on the requirements we receive. **We build, connect, and test** _Midnight Flow_ **Shared drive access** _Owner, 15 min_ Week 1, day 1 **Accounts setup call** _Owner, 30 min_ Week 1, day 1 **Checklist and minimums** _Onboarding lead, 1 hour_ Week 1, day 3 Project start Monday, November 2 Going live Monday, November 23\* An estimate, if we start next Monday. Want to start Monday, November 2? [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=vacation-rental-managers&utm_content=owner-onboarding-paperwork.package-estimate) ### What can move the date - Document checklists that differ by town and need separate versions. - Review of the test run and go-live approval. ## Works with what you already use - ### Email and text Requests and reminders go to new owners. - ### A short online form Owners upload documents from any device. - ### Your shared drive The complete owner file lands where your team keeps it. ## The details ### Included - A request to each new owner, right after signing, for every document on your checklist, with a short upload form that works on any phone. - A check of each document, including names that match, insurance dates and coverage against your minimum, and permit and tax registration numbers present. - Reminders until everything is in, and a complete owner file in your shared drive. - Anything missing, expired, or below your minimum flagged to your onboarding lead. - A test run on a past onboarding before go-live, and a walkthrough for your team. ### Not included - Management agreements and signatures, which stay in your current tools. - Owner payout setup and bank details, which stay in your property management software. - Applying for permits or tax registrations on the owner's behalf. - Your FlowRunner subscription and AI model usage, which are billed separately. - Ongoing changes after launch, which are covered by the care plan or priced per change. ## After launch, we keep it running. ### On our care plan We monitor it, fix it, and make your changes, with a named contact. Your team does nothing. $300 a month, unlimited changes, cancel any month ### Or run it yourselves We hand it over and train your team on what it does and what to do if something looks off. Changes later: $75 an hour It keeps running. Your automation lives in a FlowRunner account in your business's name, so it never depends on us, and we hand everything over to you or whoever you choose. ## $2,500 One-time build. Live in 3 weeks\*. We keep it running. \* The timeline may need to be adjusted depending on the requirements we receive. Our price covers the build: setup in your accounts, tuning on your own past data, and training your team. FlowRunner runs it from there. [How we work](https://midnightflow.ai/how-it-works) Extras that apply: your FlowRunner subscription, $45/month\*\*, billed by FlowRunner, and your AI model usage, billed by your AI provider. Neither is included in our price. We set both accounts up for you. See [FlowRunner pricing](https://flowrunner.ai/pricing). \*\* FlowRunner pricing varies with the volume of calls and messages. [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=vacation-rental-managers&utm_content=owner-onboarding-paperwork.package-price) ## Frequently asked questions ### Can owners send documents by email instead of the form? Yes. Documents sent to the onboarding inbox are picked up, matched to the owner, and checked the same way. ## See it run for your business Watch the whole process for vacation rental managers, step by step. ### [Vacation rental managers](https://midnightflow.ai/for/vacation-rental-managers?demo=1) Every homeowner answered in minutes, with a projection you approve. Try the live demo Other industries [Freight brokers](https://midnightflow.ai/for/freight-brokers) [General contractors](https://midnightflow.ai/for/general-contractors) [Healthcare intake teams](https://midnightflow.ai/for/healthcare-intake) [Home-services contractors](https://midnightflow.ai/for/home-services) [Wedding and event venues](https://midnightflow.ai/for/wedding-venues) [Wholesale distributors](https://midnightflow.ai/for/wholesale-distributors) [Wineries](https://midnightflow.ai/for/wineries) [Something else](https://midnightflow.ai/packages/custom) Rather talk it through first? [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=vacation-rental-managers&utm_content=owner-onboarding-paperwork.package-footer) [Take the fit check](https://midnightflow.ai/fit-check?vertical=vacation-rental-managers&package=owner-onboarding-paperwork) --- Markdown version of https://midnightflow.ai/packages/owner-onboarding-paperwork. 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