How Do Hotels Use AI in Housekeeping? (2026)

How hotels use AI in housekeeping in 2026: dynamic room scheduling, AI photo verification of cleaning, predictive restocking and maintenance, and cleaning robots, with verified examples and what's real versus hype.

# How do hotels use AI in housekeeping?

Housekeeping is the hardest hotel job to staff and the easiest place to lose a guest's trust. That combination is why it has become one of the most active frontiers for AI. Here are the five jobs AI actually does, the hotels doing them, and what is real versus hype.

Hotels use AI in housekeeping across five jobs: scheduling and dynamically routing room cleans based on real-time checkout data; verifying cleaning quality by having AI audit room photos against brand standards; forecasting linen and amenity restocking; predicting maintenance issues before they fail; and, far less successfully, robotic cleaning. The most operationally valuable of these is AI photo verification, because a housekeeping supervisor usually has time to inspect only a fraction of rooms, commonly cited at around 10 percent, so AI is the only practical way to check the condition of every room at every turnover. Named adopters include Wyndham, IHG, Marriott, Hilton, Accor, and Ritz-Carlton, though depth of deployment varies widely by brand.

## Why housekeeping is where the AI pressure is highest

AI shows up first where the pain is sharpest. In hotels, that is housekeeping, the department with the most rooms, the tightest turn times, and the deepest staffing hole.

According to a December 2024 to January 2025 survey by the American Hotel & Lodging Association (AHLA) and Hireology, 65 percent of hotels reported staffing shortages, and housekeeping was the single most-cited gap at 38 percent, ahead of front desk at 26 percent. More than seven in ten hotels said they had openings they could not fill, and hotel employment remained roughly 10 percent below pre-pandemic levels. When you cannot hire enough cleaners or inspectors, you have two options: lower the standard, or use software to get more out of the team you have. AI is the second option.

Source: AHLA and Hireology hotel staffing survey, fielded December 2024 to January 2025.

## The five jobs AI does in hotel housekeeping

"AI in housekeeping" is not one thing. It is five distinct jobs at very different stages of maturity. Sorting them out is the difference between buying something useful and buying a robot that ends up in a closet. The maturity ratings below are our assessment of how widely each job is deployed across hotels, not a formal industry benchmark.

The most established use. Instead of a static printed room list, AI assigns and re-sequences cleans in real time from checkout and check-in data, balances workloads across attendants, and cuts wasted movement between floors. It is scheduling software with live data, and it is where most hotels start.

The job that actually protects the guest experience. AI reads the photos an attendant captures during a cleaning checklist and checks them against brand standards, confirming beds are made correctly, amenities are stocked, and safety items are present, while flagging damage like stained carpets or broken fixtures. It turns a sampled, subjective supervisor walk-through into a documented check on every single room, with a human making the final call on each flag.

AI forecasts demand for linens, toiletries, and amenities from occupancy, booking pace, and guest-request history, so par levels are set by data instead of a monthly manual count. It quietly removes stockouts and the labor of counting closets.

The boundary between housekeeping and engineering. AI watches for the early signs of a failing fixture or appliance, or uses sensors to monitor room conditions, so a problem becomes a scheduled fix during a low-occupancy window instead of a midnight guest complaint. Photo-based inspection feeds this too: the same image that verifies a clean can flag the leak under the sink.

The most photographed and least transformative. Autonomous vacuums can handle long corridors and lobbies, but the actual room clean, stripping beds, scrubbing bathrooms, working around a guest's belongings, stays stubbornly human. The robot-staffed hotel experiments of the last decade are a caution, not a model.

## The 10 percent problem

Of the five jobs, one matters more than the rest for the same reason it is the hardest to fake: coverage. Almost everything else is optimization. Photo verification is about whether a standard is actually being met, on every room, not just the ones someone had time to check.

## What is real, and what is hype

If you take one thing from the vendor noise, take this. The honest split between the AI that is changing housekeeping and the AI that is mostly a press photo is clean.

**Software that schedules, verifies, and forecasts.** Dynamic room routing, AI photo verification of cleaning, and predictive inventory are deployed and paying off today. They make existing teams more accurate and more covered without changing the guest-facing experience or carrying any visible failure risk.

**Predictive maintenance and condition sensing.** Real and valuable, but earlier in adoption and often tangled up with engineering systems and sensor hardware. Worth watching, and a natural extension once photo-based inspection is already capturing room condition.

**Cleaning robots replacing housekeepers.** Physical work in unpredictable rooms stays human. Robots help at the edges, in corridors and deliveries, but the brand that bets its housekeeping on androids is repeating a mistake the industry already made.

## RapidEye is the AI inspector for hotel housekeeping

RapidEye does this job for hotels today. It is built for the one with the clearest return: photo verification of room condition and cleaning quality. It reads the housekeeping and turnover photos a team already captures, checks them against standard, and flags missed cleaning, damage, and missing items, on every room rather than the roughly one in ten a supervisor can reach. Every flag goes to a human for the final call. For an operator, that is the most direct way to make housekeeping AI-native: same teams, same photos, full coverage.

It is built by two Carnegie Mellon researchers on patented inspection technology, and it plugs into the photo workflow a housekeeping team already runs, whether rooms are documented in a brand app or an existing inspection tool, so the change is coverage and consistency, not a new burden on the floor.

## How to start, if you run a hotel

You do not need to adopt all five jobs at once, and you should not start with the flashiest one. A sensible order:

#### Fix the schedule first

Dynamic room routing is the lowest-risk entry point and frees supervisor time immediately. It is also the easiest to justify, since the efficiency gain is measurable in turn times.

#### Close the inspection gap with photo verification

This is where the real protection is. Layer AI over the cleaning photos your team already takes so every room is checked, not a tenth of them. It needs no change to the guest experience and no new hardware, which makes it a safe, high-return second step.

#### Extend into restocking and maintenance

Once condition data is flowing, forecasting supplies and flagging maintenance are natural follow-ons that reuse the same signals.

#### Skip the robots

Let other hotels fund the corridor-vacuum experiments. Spend on the software that makes your human team more accurate, because that is where the housekeeping shortage actually bites.

## Frequently asked questions

Across five jobs: scheduling and dynamically routing room cleans from real-time checkout data, verifying cleaning quality by having AI audit room photos against brand standards, forecasting linen and amenity restocking, predicting maintenance before failures, and robotic cleaning. The most valuable is photo verification, because supervisors typically inspect only a fraction of rooms, often cited at around 10 percent, so AI is the only practical way to check every room.

According to a roundup by the cleaning-industry organization Interclean, named adopters include Wyndham (cleanliness monitoring), Hilton Tokyo Bay (predictive restocking and maintenance), a Ritz-Carlton property reporting a 20 percent efficiency gain from AI scheduling, and IHG, Accor, and Marriott on scheduling and condition sensing. Depth varies widely; most are pilots or single-property programs, not chain-wide rollouts.

Yes. AI photo-verification tools read the photos taken during a cleaning checklist and check them against brand standards, confirming beds are made correctly, amenities are stocked, and safety items are present, while flagging damage like stained carpets or broken fixtures. Because supervisors inspect only a fraction of rooms by hand, often cited at around 10 percent, AI extends a quality check to every room. A human still makes the final call on each flag.

No. Physical cleaning in unstructured rooms stays human, and the robot-staffed hotel experiments mostly failed. The AI that works in housekeeping is software: it schedules and routes the team, verifies cleaning from photos, forecasts supplies, and flags maintenance. It removes blind spots, not cleaners, and with housekeeping the hardest role to staff, it is mostly used to stretch the teams hotels already have.

Inspection coverage. A supervisor has time to walk only a fraction of rooms, often cited around 10 percent, so most rooms are released on the attendant's word alone. AI photo verification checks the documented condition of every room, catching missed cleaning and damage a 10 percent sample never reaches. It is the layer that most directly protects guest scores and the cost of damage undetected at turnover.

## Sources

- [OpsAnalitica: Hotel Operations & AI Housekeeping Audit Software](https://www.opsanalitica.com/industries/hotel). Source for OpsPhotoAnalyzer auditing every cleaning-checklist photo (beds to brand standard, amenities stocked, safety) and the "supervisors often only have time to check 10% of rooms" figure.
 https://www.opsanalitica.com/industries/hotel

- [Interclean: AI-Powered Housekeeping, Innovations & Real-Life Examples](https://www.intercleanshow.com/news/data/ai-powered-housekeeping-innovations-in-the-hospitality-sector). Source for the named deployments, Wyndham cleanliness monitoring, Hilton Tokyo Bay restocking/maintenance, Ritz-Carlton 20% scheduling efficiency, IHG, Accor, Marriott sensors, Hilton and Aloft robots.
 https://www.intercleanshow.com/news/data/ai-powered-housekeeping-innovations-in-the-hospitality-sector

- [Lodging magazine: What Can AI Do for Housekeeping? by Dr. William D. Frye (April 2025)](https://lodgingmagazine.com/what-can-ai-do-for-housekeeping/). Source for AI inventory forecasting and staff scheduling, by the co-author of the textbook Managing Housekeeping Operations.
 https://lodgingmagazine.com/what-can-ai-do-for-housekeeping/

- [American Hotel & Lodging Association (AHLA): 65% of Surveyed Hotels Report Staffing Shortages](https://www.ahla.com/news/65-surveyed-hotels-report-staffing-shortages). Source for the 65% shortage figure, housekeeping as the #1 gap at 38%, and hotel employment roughly 10% below pre-pandemic (AHLA and Hireology survey, December 2024 to January 2025).
 https://www.ahla.com/news/65-surveyed-hotels-report-staffing-shortages


How Hotels Detect Room Damage at Checkout (2026)

How hotels actually detect room damage: the two-step housekeeping inspection, the card authorization hold ($50-200/night), and the shift to AI vision at checkout. Plus why vacation rentals are converging on the same playbook.

# How hotels detect room damage at checkout

The two-step housekeeping inspection, the card authorization hold that backs it, and the move to AI vision at checkout. Plus why vacation rentals are converging on the same playbook.

Hotels detect room damage through a **two-step human inspection at every checkout**: the room attendant self-inspects while cleaning, then a housekeeping supervisor performs a separate check and makes the final decision to release the room, documenting condition with photos and quick function tests. The financial backstop is the **card authorization hold** placed at check-in, typically $50 to $200 per night, which the hotel can charge against if damage is found and documented. Increasingly, hotels are layering AI vision over that checkout step to flag damage from a single phone photo, the same shift vacation rentals are making with AI baseline comparison. In both industries, the deciding factor in a damage dispute is identical: time-stamped photographic proof of the room's condition.

## Step one: the human inspection chain

Before any technology enters the picture, hotel damage detection is a people process, and a deliberately redundant one. Damage is caught as a byproduct of the turnover inspection that every room goes through between guests. According to hotel housekeeping inspection standards documented by operations resources like [LuxOps](https://www.luxops.fr/en/blog/housekeeping-room-inspection) and [the Hospitality Institute](https://hospitality.institute/bha306/guest-room-public-area-inspections-hotels/), a well-run property separates self-inspection from supervisor inspection: the room attendant owns the first check, and the supervisor owns the release decision.

#### Attendant self-inspection

The room attendant inspects as they clean, checking surfaces, linens, fixtures, and amenities against a checklist. Anything out of place, a stain, a burn, a chipped surface, a missing item, gets noted while the attendant is still in the room.

#### Supervisor inspection and release

A housekeeping supervisor performs an independent inspection and makes the final call on whether the room is guest-ready. This second set of eyes is the control point: the supervisor, not the attendant, releases the room. Many properties score rooms on a structured checklist before release.

#### Documentation and function tests

Condition is recorded with photos and quick function tests of electronics, plumbing, HVAC, and locks. According to hotel inspection guidance, a time-stamped condition record at turnover is what holds up later during damage disputes and brand audits, evidence rather than a subjective, after-the-fact account.

The weakness in this model is the same one that plagues every human inspection process: it depends on sampling and attention. A supervisor releasing dozens of rooms a shift cannot give each one forensic scrutiny, and minor damage that is not caught at turnover becomes nearly impossible to attribute to a specific guest later.

## Step two: the financial backstop

Detection only matters if the hotel can act on it, and the mechanism for that is the **authorization hold**. At check-in, hotels place a temporary hold on the guest's credit card to cover incidentals, which explicitly includes room damage alongside the minibar and room service. According to [Engine](https://engine.com/business-travel-guide/hotel-credit-card-authorization) and [SoFi](https://www.sofi.com/learn/content/hotel-credit-card-hold/), most hotels hold roughly $50 to $200 per night, with upscale and resort properties holding more. The hold is not a charge; it is pre-authorized headroom the hotel can convert into a charge if it finds and documents damage.

When a guest disputes a damage charge, it becomes a card dispute, and here documentation is everything. Chargeback guidance for hotels from firms like [Chargebacks911](https://chargebacks911.com/hotel-chargebacks/) and [Canary Technologies](https://www.canarytechnologies.com/post/best-practices-for-hotels-to-avoid-chargebacks) consistently emphasizes the same point: the property's ability to win a disputed charge rests on the strength of its evidence. A time-stamped photo showing the room was sound before the stay and damaged after is persuasive. A staff member's written note, weeks later, is not. That asymmetry is the entire reason damage detection is moving toward systematic photo documentation.

## The shift to AI vision at checkout

Hotels are now beginning to automate the part of this process humans are worst at: looking at every room, in detail, at volume. The emerging pattern is AI vision applied at checkout, where a housekeeper or supervisor captures the room with a phone or tablet and a model reads the image for surface damage, missing items, and maintenance triggers, then routes flags to a person. In August 2025, [CNBC](https://www.cnbc.com/2025/08/03/ai-audit-coming-for-hotel-room-checkout-travel-costs.html) reported on the prospect of an AI "algorithmic audit" arriving at hotel room checkout.

One distinction matters. Unlike rental car companies, which have pushed AI damage scanning all the way to automated billing, most hotels keep a human in the loop: AI flags, a person decides. We covered the fully automated end of that spectrum in our look at [what car rental companies know about damage detection](https://rapideyeinspections.com/blog/car-rental-damage-detection-vs-vacation-rentals/). Hotels are deliberately a step behind that, using AI to widen coverage and standardize evidence rather than to auto-charge guests, which is also the more defensible posture in a dispute.

## How vacation rentals solve the same problem

Vacation rentals face an identical problem with a different shape. There is no front desk and no supervisor walking the floor; there is a cleaner who turns the property and, often, photos that pile up in an operations platform faster than anyone can review them. The financial backstop is different too: instead of a card hold, short-term rental operators rely on security deposits, damage waivers, and platform programs like Airbnb's AirCover, with claims adjudicated by the platform rather than the property.

That adjudication is harder to win than many hosts expect. According to an analysis of more than 20,000 bookings by [Avada Properties](https://avadaproperties.com/airbnb-vrbo-damage-claims-statistics-and-assumptions/), damage claims are approved roughly 56.75% of the time on Airbnb and 68.29% of the time on Vrbo, and the deciding factor, again, is the quality of documented before-and-after evidence. The vacation rental answer to that has been AI baseline comparison: software that ingests turnover photos, builds a per-room baseline, and automatically flags changes after each stay, so the proof exists before anyone needs it.

| Dimension | Hotels | Vacation rentals |
| --- | --- | --- |
| Who inspects | Attendant self-check, then supervisor release | Cleaner, plus an in-person inspector at some operators |
| Financial backstop | Card authorization hold ($50–200/night) | Security deposit, damage waiver, or AirCover |
| Who adjudicates disputes | The card network (chargeback) | The booking platform |
| Proof that wins | Time-stamped checkout photos and condition record | Time-stamped turnover photos, often unreviewed |
| AI status | Flagging at checkout, human approves; billing not automated | Baseline comparison auto-flags changes between turns |

### Two industries, one answer: photographic proof of condition.

Strip away the front desk and the card hold and the booking platform, and hotels and vacation rentals are solving the same problem with the same emerging tool. Both depend on catching damage at turnover. Both lose disputes without documented, time-stamped evidence. And both are moving from human sampling to AI verification of photos, because the photo is the proof and there are too many of them for people to review. The detection method is converging even though the business models are not.

## What this means for operators

The lesson that travels across both industries is simple: the value is not in taking photos, which everyone already does, it is in **reviewing every one of them** and turning them into a baseline that proves condition. Human inspection, hotel or rental, samples. AI does not have to.

This is exactly the gap RapidEye was built to close on the short-term rental side. It plugs into the operations platform an operator already uses, ingests the turnover photos already being captured, builds a per-room baseline, and flags damage, missing items, and cleanliness issues automatically. In a trial with a 500-plus-unit operator it reviewed more than 1.5 million photos and surfaced an average of four overlooked damages per property. If you want the deeper version of the technology question, see [whether AI can detect property damage from photos](https://rapideyeinspections.com/blog/ai-property-damage-detection-from-photos/), and for the hotel tech angle, [which hotel PMS platforms are open and AI-ready](https://rapideyeinspections.com/blog/hotel-pms-open-api-comparison/).

## Frequently asked questions

With a two-step inspection. The room attendant self-inspects while cleaning, then a housekeeping supervisor performs a separate check and makes the final decision to release the room, documenting condition with photos and quick function tests. A time-stamped condition record at turnover is what holds up later if a charge is disputed.

Yes. Hotels place a card authorization hold at check-in, typically $50 to $200 per night, to cover incidentals including damage. If damage is found and documented, the hotel can charge the card on file or bill the guest. Whether the charge survives a dispute depends on the strength of the hotel's time-stamped evidence.

Increasingly. Hotels are layering AI vision over the checkout inspection to flag damage from a phone photo, then routing flags to a human for the final call. CNBC reported in August 2025 on the prospect of an AI "algorithmic audit" at hotel checkout. Unlike car rental, most hotels have not automated the billing decision.

Hotels use a supervisor release plus a card hold; vacation rentals use cleaner photos, deposits or waivers, and platform programs like AirCover adjudicated by the booking platform. Vacation rentals are adopting AI baseline comparison, while hotels are adopting AI flagging at checkout. Both are converging on photographic proof of condition.

Time-stamped photographic evidence of the room's condition. A documented before-and-after record beats a staff member's written account, which is why both hotels and vacation rental operators are moving toward systematic photo documentation and AI verification of it.

## Sources

- [LuxOps – Hotel Room Inspection Checklist: Housekeeping Supervisor SOP](https://www.luxops.fr/en/blog/housekeeping-room-inspection) – the self-inspection versus supervisor-release model.
 https://www.luxops.fr/en/blog/housekeeping-room-inspection

- [Hospitality Institute – Guest Room and Public Area Inspections in Hotels](https://hospitality.institute/bha306/guest-room-public-area-inspections-hotels/) – the turnover inspection process and documentation.
 https://hospitality.institute/bha306/guest-room-public-area-inspections-hotels/

- [Engine – Hotel Credit Card Authorization Holds](https://engine.com/business-travel-guide/hotel-credit-card-authorization) – typical incidental hold amounts per night.
 https://engine.com/business-travel-guide/hotel-credit-card-authorization

- [SoFi – Guide to Hotel Credit Card Holds](https://www.sofi.com/learn/content/hotel-credit-card-hold/) – the $50 to $200 per night range and how holds work.
 https://www.sofi.com/learn/content/hotel-credit-card-hold/

- [CNBC (August 2025) – The AI "algorithmic audit" could be coming to hotel room checkout](https://www.cnbc.com/2025/08/03/ai-audit-coming-for-hotel-room-checkout-travel-costs.html).
 https://www.cnbc.com/2025/08/03/ai-audit-coming-for-hotel-room-checkout-travel-costs.html

- [Chargebacks911 – Hotel Chargebacks: Causes, Rules and How to Win Disputes](https://chargebacks911.com/hotel-chargebacks/) – the role of documentation in winning disputes.
 https://chargebacks911.com/hotel-chargebacks/

- [Canary Technologies – Best Practices for Hotels to Avoid Chargebacks](https://www.canarytechnologies.com/post/best-practices-for-hotels-to-avoid-chargebacks) – evidence and documentation best practices.
 https://www.canarytechnologies.com/post/best-practices-for-hotels-to-avoid-chargebacks

- [Avada Properties](https://avadaproperties.com/airbnb-vrbo-damage-claims-statistics-and-assumptions/) – analysis of 20,000+ bookings: 56.75% Airbnb / 68.29% Vrbo damage-claim approval rates.
 https://avadaproperties.com/airbnb-vrbo-damage-claims-statistics-and-assumptions/

RapidEye is AI inspection intelligence for property operators. It plugs into the platform a team already uses, reads the turnover photos and operational data already being captured, and flags damage and cleaning issues people miss. Built by two Carnegie Mellon researchers on patented inspection technology. [See what it can find →](https://rapideyeinspections.com/#contact)


How the Largest Vacation Rental Companies Actually Run Turnovers

The operational patterns behind Vacasa, AvantStay, and the other big managers: centralized standards, local execution, dedicated inspection roles, and exception-based management.

# How the largest vacation rental companies actually run turnovers

Strip away the brand and the playbook is surprisingly repeatable. The interesting part is which pieces require a giant payroll and which you can borrow at 200 units.

The big managers run on four patterns: a single standard set centrally, execution by local field teams, dedicated inspection roles kept separate from cleaning, and exception-based management where you act on what gets flagged rather than watching every turnover. National operators like Vacasa layer technology over local crews to do this across tens of thousands of homes; curated operators like AvantStay get the same consistency through a smaller, hand-picked portfolio. Three of the four patterns scale down to a mid-size operation cleanly. The fourth, independent verification on every turnover, used to require headcount and now does not.

## The four patterns behind every big operation

Different brands, different markets, the same underlying structure.

### One standard, set centrally

The checklist and the definition of "done" are written once and applied to every property in every market. A turnover in Miami is judged against the same bar as one in Napa. The standard does not live in any individual's head.

### Local execution under that standard

According to [AvantStay's analysis of Vacasa](https://avantstay.com/blog/avantstay-vs-vacasa/), the national model layers technology and centralized systems over local field teams who handle on-the-ground inspections, check-ins, and maintenance. The work stays local; the standard stays central.

### Dedicated inspection, separate from cleaning

Full-service operators staff quality-control and inspection roles distinct from the cleaning crew, plus regional operations managers who own a market. Keeping inspection independent of cleaning is a core consistency lever. (Marketplace managers like Evolve are the exception: their model does not include turnover or cleaning coordination at all.)

### Management by exception

Nobody at headquarters watches every turnover. They watch the flags: the failed inspections, the late cleans, the recurring problem properties. Systems surface what needs attention so leaders manage the 5 percent that went wrong, not the 95 percent that went fine.

## Two philosophies of consistency

The giants solve the same problem, quality at scale, in opposite ways. Both have a tell.

### Vacasa

Tens of thousands of homes run through one centralized system with local field teams. The strength is reach. The documented weakness, per owner feedback in industry comparisons, is that quality swings by region as breadth stretches operational resources thin. Standardization on paper does not guarantee standardization in the room.

### AvantStay

A hand-picked portfolio in the low thousands, where each home gets closer, more uniform attention. The strength is consistency. The limit is that it does not scale infinitely: selectivity *is* the mechanism, so the model trades breadth for a tighter standard.

The takeaway for everyone in between: scale alone does not buy consistency, and curation does not scale. What both philosophies are really chasing is verification, the assurance that the standard was met in each room. That is the piece worth engineering.

## What a 200-unit operator can borrow

### Three patterns scale down for free

- **One written standard for every unit.** Stop letting "done" vary by cleaner or market. Write it once, apply it everywhere.

- **Separate cleaning from inspection.** Even a light independent check beats self-review. [Keep the roles distinct.](https://rapideyeinspections.com/blog/should-inspectors-and-cleaners-be-the-same-people/)

- **Manage by exception.** Build a flag system so you spend attention on the turnovers that went wrong, not the ones that went fine.

The fourth pattern, independent verification on *every* turnover, is the one that historically required big-company headcount. A national operator pays for field inspectors in every market; a curated operator buys consistency by staying small. Neither option fits a growing mid-size manager. That is the gap AI photo review closes.

### RapidEye is the verification layer the big operators staff for

RapidEye checks every turnover's photos against the property's baseline and surfaces only the exceptions, the same management-by-exception model the giants run, without a field inspector in every market. It runs inside your existing Breezeway workflow, so you get large-company consistency on a mid-size payroll.

## Common questions

## Sources

- AvantStay, "AvantStay vs Vacasa: Which is Better?" (national standardized model with local field teams; curated-portfolio consistency)https://avantstay.com/blog/avantstay-vs-vacasa/

- Awning, "Evolve vs Vacasa vs AvantStay" (Evolve marketplace model excludes turnover and cleaning coordination)https://awning.com/post/evolve-vs-vacasa-vs-avantstay

## Related


How Long Does an Airbnb (or Vrbo) Damage Claim Take? Full Timeline (2026)

The step-by-step timeline of a vacation rental damage claim on Airbnb and Vrbo: the filing deadline, the guest's response window, how long review takes, and how long until you actually get paid. With the rules sourced and the typical timeframes.

# How long does an Airbnb or Vrbo damage claim take?

From the moment a guest checks out to the money landing in your account, with every deadline that can quietly kill the claim along the way.

## The Airbnb (AirCover) damage claim timeline

Airbnb does not publish a guaranteed review time, so the figures below combine Airbnb's own rules (the deadlines) with the timeframes management companies and hosts consistently report (the processing windows). Day 0 is the responsible guest's checkout.

- Day 0: checkout
You inspect and document the damage
Photograph or video the damage against your turnover documentation, get a repair quote or replacement price, and note when and how it happened. This is the work that determines whether the claim is paid in full, cut down, or denied later.

- Days 0 to 14: file
Submit the reimbursement request in the Resolution Center
Per the Airbnb Help Center, you must request reimbursement **within 14 days of the responsible guest's checkout, or before the next guest checks in, whichever happens first**. In a back-to-back booking that can mean a few hours, not 14 days. File as early as you can; the clock on everything below doesn't start until you do.

- +24 hours: guest responds
The guest has one day to accept, partially pay, or decline
Airbnb gives the guest **24 hours** to respond to your request. If they accept and pay, you skip straight to payout. If they decline, pay only part, or don't respond, you move to escalation.

- If accepted, +5 to 7 business days: payout
Airbnb processes the payment
Once a charge is accepted, hosts commonly report the payout processing within **5 to 7 business days**, then a day or two for the funds to clear into the account. Total from filing: roughly one to two weeks.

- If declined/ignored: escalate to AirCover
Involve Airbnb Support; submit your evidence
You ask Airbnb to step in under Host Damage Protection and provide your documentation. Airbnb's terms require the supporting documentation to be submitted **within 14 days of the damage or loss** when you involve Support, so don't sit on it. There is no guaranteed review SLA.

- +1 to 2 weeks (often more): decision
Airbnb Support reviews and decides
A clean, well-documented claim is commonly resolved within a week or two of escalation. A disputed claim, a high-dollar claim, or one where Airbnb asks for more documentation can run several weeks, and any request for more evidence effectively restarts your wait.

- +5 to 7 business days: payout
Approved amount is paid out
After approval, payout processing is again on the order of 5 to 7 business days. End to end, an escalated claim that goes smoothly is often **two to four weeks**; a contested one can take longer.

## The Vrbo damage claim timeline

Vrbo has two separate paths, and they move at different speeds. Which one applies depends on whether the booking carried a refundable damage deposit or a non-refundable damage protection plan.

### Path 1: refundable damage deposit

If the booking had a refundable damage deposit, you have **14 days after checkout to assess the property and file a claim**, according to Vrbo's help center. If you file nothing, the deposit is released back to the guest after that 14-day window (the guest's bank may then take up to seven business days to post it). If you do file, Vrbo deducts the approved amount from the held deposit; hosts commonly report the funds reaching their account within about **3 to 7 business days**. So a deposit-based Vrbo claim is usually the fastest path of any platform.

### Path 2: Vrbo damage protection plan

If the booking carried a non-refundable damage protection plan instead of a deposit, the claim goes to the third-party insurer that underwrites the plan, not to Vrbo directly. You still have 14 days after checkout to file, but the insurer's review can take **several weeks**, and they may come back with requests for additional documentation, each of which extends the timeline. Treat it like an insurance claim, because it is one.

## The deadlines and timeframes at a glance

| Stage | Airbnb (AirCover) | Vrbo - deposit | Vrbo - protection plan |
| --- | --- | --- | --- |
| Deadline to file after checkout | 14 days* | 14 days | 14 days |
| Guest's window to respond | 24 hours | n/a (deposit already held) | n/a |
| If guest accepts: time to payout | ~5–7 business days | ~3–7 business days | n/a |
| If disputed / escalated: review time | ~1–2 weeks, often longer | ~1–2 weeks | several weeks (insurer review) |
| Typical total, clean claim | ~1–2 weeks | ~1 week | 2–6 weeks |
| Typical total, contested claim | 2–4+ weeks | 2–4 weeks | 4–8+ weeks |

*On Airbnb the deadline is 14 days from the responsible guest's checkout *or* before the next guest checks in, whichever comes first. Deadlines are from Airbnb's and Vrbo's help centers; processing times are the ranges hosts and management companies consistently report, not published service levels. Your mileage will vary with claim size, documentation quality, and how quickly the other side responds.

## The four things that turn a two-week claim into a two-month one

**1. Filing late.** The 14-day window is the only hard wall, and it's the one most claims die against. Damage discovered three guests later is almost always uncollectable, because the responsible guest's window has closed and you can't prove which guest it was anyway. Catching damage at the next turnover is what keeps you inside the window.

**2. No proof the damage is new.** Without a "before" image from the prior turnover, the guest's "that was already there" objection is reasonable, and Airbnb or the insurer will weigh it. Disputed attribution means escalation, manual review, and weeks of back-and-forth. According to [Avada Properties' analysis of 20,000+ bookings](https://avadaproperties.com/airbnb-vrbo-damage-claims-statistics-and-assumptions/), hosts are reimbursed for only about 57% of what they claim on Airbnb, and weak proof is a big part of that gap.

**3. No cost backup.** A round-number estimate with nothing behind it invites a request for documentation, which restarts the clock. A written repair quote, an invoice, or a like-for-like replacement price gets approved faster and at a higher amount. See [what common repairs actually cost](https://rapideyeinspections.com/blog/cost-to-repair-common-guest-damage-vacation-rental/) for the ballpark, but get the real quote.

**4. A big or contested claim.** High-dollar claims get more scrutiny by design. So do claims the guest actively fights. If your claim is large, expect a longer review and have the evidence airtight before you file rather than scrambling for it after a request comes in. The [high-value documentation workflow](https://rapideyeinspections.com/blog/how-to-document-damage-high-value-vacation-rental-claims/) is built for exactly this.

The pattern across all four: speed comes from documentation that was already in place before the damage happened, a clean baseline of every property at every turnover. That's the difference between filing a complete claim on day one and assembling one over three weeks while the deadline ticks down. It's the case for [making turnover documentation automatic](https://rapideyeinspections.com/) rather than something a cleaner does (or doesn't) on a busy changeover.

## Frequently asked questions

How long does Airbnb take to pay a damage claim?

If the guest accepts the charge, Airbnb generally processes the payout within about 5 to 7 business days after the guest's 24-hour response window, so roughly one to two weeks from filing. If the guest declines and you escalate to AirCover, add about one to two more weeks for Airbnb Support's review, and longer for large or contested claims. Airbnb does not publish a guaranteed review time.

How long do I have to file an Airbnb damage claim?

Within 14 days of the responsible guest's checkout, or before the next guest checks in, whichever comes first, per the Airbnb Help Center. In a back-to-back booking the "before the next guest checks in" clause can shrink that to a few hours. If you also want Airbnb Support involved under AirCover, submit your supporting documentation within 14 days of the damage as well.

How long does it take to get a Vrbo damage deposit back?

If the host files no claim, Vrbo releases the refundable damage deposit back to the guest about 14 days after checkout, and the guest's bank may take up to seven more business days to post it. If the host files a claim, the approved amount is deducted and the rest is released on roughly the same schedule.

Why is my Airbnb damage claim taking so long?

Usually one of four reasons: the guest disputed it (which forces a manual review), the claim is large enough to get extra scrutiny, Airbnb asked for more documentation (which restarts the wait), or it was escalated to Support rather than accepted by the guest. The fastest claims are well-documented, modest in size, and accepted by the guest in the first 24 hours.

Can I still file a damage claim after 14 days?

In practice, no, not against the guest. Both Airbnb and Vrbo set the filing window at 14 days from checkout, and damage discovered after that is generally the operator's cost. The narrow exception is if you have timestamped documentation pinning the damage to a specific guest's stay; even then it's at the platform's discretion and requires strong evidence. Your own short-term-rental insurance is a separate path with its own (usually longer) deadline.

Does a Vrbo damage protection plan claim take longer than a deposit claim?

Yes, usually a lot longer. A refundable-deposit claim is handled by Vrbo directly and often resolves in 3 to 7 business days. A damage protection plan claim goes to the third-party insurer that underwrites the plan, whose review can take several weeks and may involve requests for more documentation.

### Related reading

- [Airbnb AirCover Damage Claim Guide](https://rapideyeinspections.com/blog/airbnb-aircover-damage-claim-guide/)

- [Vrbo Damage Claim Guide](https://rapideyeinspections.com/blog/vrbo-damage-claim-guide-2026/)

- [Why STR Damage Claims Get Denied](https://rapideyeinspections.com/blog/why-str-damage-claims-get-denied/)

- [How Much Does Airbnb Actually Pay on Damage Claims](https://rapideyeinspections.com/blog/how-much-does-airbnb-pay-damage-claims/)

- [What It Costs to Repair Common Guest Damage](https://rapideyeinspections.com/blog/cost-to-repair-common-guest-damage-vacation-rental/)

- [Vacation Rental Damage, Claims & Inspection Glossary](https://rapideyeinspections.com/blog/vacation-rental-damage-claims-glossary/)

### Sources

- [Host damage protection / AirCover for Hosts](https://www.airbnb.com/help/article/279) - Airbnb Help Center (filing window, AirCover scope)https://www.airbnb.com/help/article/279

- [Host Damage Protection Terms](https://www.airbnb.com/help/article/2869) - Airbnb Help Center (14-day documentation requirement, evidence rules)https://www.airbnb.com/help/article/2869

- [How the Resolution Center helps you](https://www.airbnb.com/help/article/767) - Airbnb Help Center (24-hour guest response window)https://www.airbnb.com/help/article/767

- [How to Charge Airbnb Guests for Damage - AirCover Guide](https://fullhome.ca/charge-airbnb-guest-for-damage/) - FullHome (5–7 business day payout, escalation timing)https://fullhome.ca/charge-airbnb-guest-for-damage/

- [How to File a Damage Claim with Airbnb AirCover](https://www.lodgify.com/blog/how-to-file-airbnb-damage-claim/) - Lodgify (typical end-to-end timing)https://www.lodgify.com/blog/how-to-file-airbnb-damage-claim/

- [About damage deposits](https://help.vrbo.com/articles/How-do-damage-deposits-work) - Vrbo Help (14-day filing window, deposit release timing)https://help.vrbo.com/articles/How-do-damage-deposits-work

- [File a damage deposit claim](https://help.vrbo.com/articles/How-do-I-file-a-damage-deposit-claim) - Vrbo Helphttps://help.vrbo.com/articles/How-do-I-file-a-damage-deposit-claim

- [Avada's In-Depth Analysis of 20,000+ Bookings in The Smoky Mountains](https://avadaproperties.com/airbnb-vrbo-damage-claims-statistics-and-assumptions/) - Avada Properties (reimbursement rates)https://avadaproperties.com/airbnb-vrbo-damage-claims-statistics-and-assumptions/

Platform deadlines reflect Airbnb's and Vrbo's published help-center terms as of May 2026; processing times are the ranges operators consistently report and are not guaranteed by either platform. Last updated May 2026.


Vacation rental turnovers take 2-2.5 hours for a studio, 3.5-4.5 hours for a 2BR, and 5-6 hours for a 3BR (solo cleaner). Benchmarks from CleanBnB and Uplisting.

# How Long Does a Vacation Rental Turnover Take?

**A solo cleaner takes about 2 to 2.5 hours for a studio (~600 sq ft), 3.5 to 4.5 hours for a 2-bedroom (~1,200 sq ft), 5 to 6 hours for a 3-bedroom (~2,000 sq ft), and 8 to 10 hours for a 5-bedroom or larger luxury home.** For 5BR+ properties, team cleaning (2-3 people) is standard. Top operators using optimized workflows complete turnovers in as little as 90 minutes for smaller units.

## Turnover time by property size

According to [CleanBnB](https://getcleanbnb.com/blog/how-long-should-it-take-an-airbnb-cleaner-to-clean/), cleaning times scale roughly with square footage. According to [Uplisting](https://www.uplisting.io/blog/airbnb-turnover-cleaning), most Airbnb turnover cleaning jobs take between one and three hours, which aligns with smaller units. The 5BR+ figure below is for team cleaning, not a solo cleaner.

| Property Size | Approx. Sq Ft | Cleaning Time |
| --- | --- | --- |
| Studio | ~600 sq ft | 2 - 2.5 hrs |
| 1-Bedroom | ~900 sq ft | 1.5 - 3 hrs |
| 2-Bedroom | ~1,200 sq ft | 3.5 - 4.5 hrs |
| 3-Bedroom | ~2,000 sq ft | 5 - 6 hrs |
| 5-Bedroom+ (team) | ~4,000+ sq ft | 8 - 10 hrs |

## What adds time

Pet stays, hot tubs, and extra bed configurations all extend turnover time. According to [GleamSync](https://gleamsync.com/blog/what-to-pay-vacation-rental-cleaner), pet-friendly turnovers carry a $15 to $40 surcharge and extra beds add $10 to $25 each, reflecting the additional work involved. Condition at checkout is the single biggest wildcard: a guest who leaves the property clean might cut 30 minutes off the estimate, while a trashed unit can double it.

According to [ResortCleaning](https://www.resortcleaning.com/blog/strategies-efficient-airbnb-turnover-time-management), top operators achieve turnovers in as little as 90 minutes by using automation and optimized workflows. Laundry is often the hidden bottleneck: wash and dry cycles run 60 to 90 minutes regardless of property size. Operations teams that pre-stage clean linen sets and swap on arrival avoid this constraint entirely.

Related

## Sources

- CleanBnB. [How Long Should It Take an Airbnb Cleaner to Clean?](https://getcleanbnb.com/blog/how-long-should-it-take-an-airbnb-cleaner-to-clean/)

- Uplisting. [Airbnb Turnover Cleaning Guide](https://www.uplisting.io/blog/airbnb-turnover-cleaning)

- ResortCleaning. [Strategies for Efficient Airbnb Turnover Time Management](https://www.resortcleaning.com/blog/strategies-efficient-airbnb-turnover-time-management)

- GleamSync. [What to Pay a Vacation Rental Cleaner](https://gleamsync.com/blog/what-to-pay-vacation-rental-cleaner)


A 100-unit vacation rental portfolio at 60% occupancy needs roughly 5 full-time cleaners plus 2 backups. Here's the math and the variables that change it.

# How Many Cleaners Do You Need for 100 Vacation Rentals?

**About 5 full-time cleaners plus 2 backups, assuming a 2BR-heavy portfolio at 60% average occupancy.** The math: 100 properties at 60% occupancy generates roughly 60 turnovers per week (assuming weekly average stay length). A solo cleaner doing 2-3BR turnovers can handle about 2 to 3 cleans per day, or roughly 12.5 per week. That puts you at 5 core cleaners, with backups for no-shows and peak days.

## The math

100 properties x 60% occupancy = **60 turnovers per week**

Each cleaner works 5 days/week x 2.5 turnovers/day = **12.5 turnovers per cleaner per week**

60 turnovers / 12.5 per cleaner = ~5 cleaners + backups

This assumes average stay length of about one week. Shorter average stays (3-4 nights) mean more turnovers per week and more cleaners needed. Longer stays (10-14 nights) mean fewer. The 2.5 turnovers per day figure assumes 2BR properties. If your portfolio skews toward 4BR+, each cleaner may only handle 1.5 to 2 per day, pushing the core team to 6-8.

## How occupancy and mix change the numbers

| Scenario (100 units) | Weekly Turnovers | Core Cleaners |
| --- | --- | --- |
| 40% occupancy, 2BR avg | ~40 | 3-4 |
| 60% occupancy, 2BR avg | ~60 | 5 |
| 75% occupancy, 2BR avg | ~75 | 6 |
| 60% occupancy, 4BR avg | ~60 | 7-8 |
| 80% peak season, 2BR avg | ~80 | 7 |

For comparison, according to [Dallas Janitorial Services](https://dallasjanitorialservices.com/blog/how-long-does-it-take-to-clean-a-hotel-room/), full-service hotels assign 12 to 16 rooms per housekeeper per 8-hour shift. Vacation rentals are larger and more intensive per unit, so the ratio is lower.

## The staffing challenge

Getting the math right is the easy part. Finding and keeping cleaners is the hard part. According to [Hospitable's 2026 Short-Term Rental Industry Report](https://www.rentalscaleup.com/why-finding-reliable-cleaners-is-getting-harder-and-why-it-likely-wont-improve-in-2026-short-term-rental-cleaning-staff-shortages-2026/) (survey of 554 property managers, November-December 2025), nearly 40% reported difficulty finding dependable local cleaning staff, and more than a third said they lost bookings or received negative reviews due to staffing issues. According to [Swept](https://learn.sweptworks.com/janitorial-industry-turnover-rate), the cleaning industry sees annual employee turnover ranging from 75% to as high as 375%.

Related

## Sources

- Hospitable / Rental Scale-Up. [Why Finding Reliable Cleaners Is Getting Harder (2026 Short-Term Rental Industry Report)](https://www.rentalscaleup.com/why-finding-reliable-cleaners-is-getting-harder-and-why-it-likely-wont-improve-in-2026-short-term-rental-cleaning-staff-shortages-2026/). Survey of 554 property managers, Nov-Dec 2025.

- Swept. [Janitorial Industry Turnover Rate](https://learn.sweptworks.com/janitorial-industry-turnover-rate). Reports turnover ranging from 75% to 375%.

- Dallas Janitorial Services. [How Long Does It Take to Clean a Hotel Room?](https://dallasjanitorialservices.com/blog/how-long-does-it-take-to-clean-a-hotel-room/). Hotel housekeeper-to-room ratios.


How Many Cleaners Can One Supervisor Manage? (Vacation Rental Span of Control)

It depends on the role: a coordinator can run 20+ cleaners, but a supervisor who inspects every turnover tops out at 6 to 10. The span-of-control math and the one lever that moves it.

# How Many Cleaners Can **One Supervisor Manage?**

According to RapidEye's analysis of turnover operations, the honest answer to "how many cleaners can one supervisor manage" is: it depends entirely on whether that supervisor inspects. If they only coordinate, scheduling cleaners, assigning turnovers, and handling exceptions, one person can run 20 or more, especially with software doing the dispatch. The moment that same supervisor also has to check every clean before the guest arrives, the ceiling drops to 6 to 10. The difference between those two numbers is one thing: quality-control load.

## Coordinating and inspecting are two different jobs

Coordination scales, because scheduling and dispatching is standardized, repeatable work that software automates. According to [Gallup's 2025 research](https://www.gallup.com/workplace/700718/span-control-optimal-team-size-managers.aspx), the average manager now has 12.1 direct reports (up from 10.9 in 2024), and standardized roles support the widest spans of all. A cleaning coordinator with auto-assignment can comfortably dispatch 20 to 30 cleaners without ever touching a turnover photo.

Inspection does not scale that way, because it is hands-on. According to Gallup, 97% of managers also carry individual-contributor work, a median of 40% of their time, and for a supervisor who inspects, that hands-on 40% is the bottleneck. Each cleaner runs [2 to 3 turnovers a day](https://rapideyeinspections.com/blog/how-many-cleaners-for-100-vacation-rentals/), and each turnover generates [40 to 60 photos](https://rapideyeinspections.com/blog/how-many-photos-per-vacation-rental-turnover/). A supervisor checking 10 cleaners is reviewing well over a thousand photos a day on top of driving between properties. That is why an inspecting supervisor tops out at 6 to 10, with 8 as the benchmark, while a coordinating one runs three times as many.

## Where your number lands

## What moves your number

## A quick way to size it for your operation

This is the whole RapidEye thesis. An inspecting supervisor caps at 8 because of review load, so remove the review load and they manage like a coordinator. **RapidEye runs the first pass on every turnover's photos and video automatically**, surfacing only the cleans that need a human look. The supervisor moves from inspecting 8 cleaners to overseeing 15 or more, and every clean still gets checked. That is dispatch-level span with every-clean quality, instead of choosing between the two. [Start a free trial](https://rapideyeinspections.com/#contact).

## FAQ

Related

## Sources

- Gallup (2025). [Span of Control: What's the Optimal Team Size for Managers?](https://www.gallup.com/workplace/700718/span-control-optimal-team-size-managers.aspx) Average 12.1 direct reports in 2025 (10.9 in 2024); median team 5 to 6; ~two-thirds of managers oversee fewer than 10; managers spend a median 40% of time on individual-contributor work.https://www.gallup.com/workplace/700718/span-control-optimal-team-size-managers.aspx

- 2018 European Vacation Rental Survey, via Lighthouse. [How Many Employees Should You Have? The Scaling Formula](https://www.mylighthouse.com/resources/blog/how-many-employees-should-you-have-the-scaling-formula). 552 managers, ~30,000 properties; about one employee per 9.5 properties, excluding cleaning staff.https://www.mylighthouse.com/resources/blog/how-many-employees-should-you-have-the-scaling-formula

- RapidEye analysis, for turnover and photo-volume figures: [cleaners per 100 units](https://rapideyeinspections.com/blog/how-many-cleaners-for-100-vacation-rentals/), [photos per turnover](https://rapideyeinspections.com/blog/how-many-photos-per-vacation-rental-turnover/), and [inspector QC capacity](https://rapideyeinspections.com/blog/how-many-properties-can-inspector-qc-per-day/).https://rapideyeinspections.com/blog/how-many-cleaners-for-100-vacation-rentals/


How Many Inspectors Do You Need for 500 Vacation Rentals?

If you physically inspect every turnover, 500 vacation rentals need 6 to 10 inspectors. If you spot-check, 2 to 3. The math, both models, and the variable that decides which you can afford.

# How Many **Inspectors** Do You Need for 500 Vacation Rentals?

According to RapidEye's analysis of turnover operations, there is no single inspector headcount for 500 vacation rentals, because the number is driven by how much you inspect, not how many units you own. The math is straightforward once you separate the two models.

## The math behind the number

The per-inspector capacity is the lever, and it is set mostly by geography. A portfolio of clustered condos lets an inspector hit the top of the range; large homes spread across a market drag it down. The full breakdown is in [how many properties an inspector can QC per day](https://rapideyeinspections.com/blog/how-many-properties-can-inspector-qc-per-day/).

## Three models, three headcounts

That third column is the point. The reason large operators spot-check is not that they think most turnovers don't need checking; it is that inspecting all of them by hand would take 6 to 10 inspectors they can't justify. Photo and video review of every clean gives the coverage of the first model at the headcount of the second.

At 500 units, "inspect every turnover" and "keep the team small" look like a tradeoff, and operators pick small. **RapidEye reviews the turnover photos and video from every clean and surfaces only the ones that need a human**, so a 2-to-3-person team gets full-portfolio coverage instead of a 20% sample. You stop choosing between cost and coverage. [Start a free trial](https://rapideyeinspections.com/#contact).

## FAQ

Related

## Sources

- RapidEye. [How Many Properties Can an Inspector QC Per Day?](https://rapideyeinspections.com/blog/how-many-properties-can-inspector-qc-per-day/) Per-inspector daily capacity (6 to 10 mixed, up to 12 clustered, 1 to 2 spread-out), the figure the headcount math divides by.https://rapideyeinspections.com/blog/how-many-properties-can-inspector-qc-per-day/

- RapidEye. [How Many Cleaners Do You Need for 100 Vacation Rentals?](https://rapideyeinspections.com/blog/how-many-cleaners-for-100-vacation-rentals/) Turnover volume at occupancy used to size the weekly inspection load.https://rapideyeinspections.com/blog/how-many-cleaners-for-100-vacation-rentals/


How Many Linen Sets Per Vacation Rental? (Par Level Guide)

Keep 3 sets per bed (3x par level): one in use, one clean as backup, one in laundry. Go to 4x for high-occupancy or off-site laundry. Cost: $23-$52 per set.

# How Many Linen Sets Per Vacation Rental?

**3 sets per bed.** Breezeway and InnStyle both recommend a 3x par level: one set on the bed, one clean and ready as backup, and one in the wash cycle. Properties with high occupancy or off-site laundry should stock 4 sets. Towels follow the same 3x rule but are calculated per guest, not per bed: Breezeway recommends three bath towels and washcloths per occupant.

## Why 3x and not 2x

A 2x par level (one on, one spare) works only when laundry turnaround is same-day and nothing goes wrong. In practice, linens get stained beyond recovery, laundry services delay returns, and back-to-back turnovers require a clean set ready before the dirty set even reaches the wash. According to [Breezeway](https://www.breezeway.io/blog/vacation-rental-linen-program), "the magic number is three" so that while one set is in use, another is in the closet and a third is in the laundry. [InnStyle](https://blog.innstyle.com/2026/03/linen-inventory-sheets-and-towels/) recommends the same three-par system.

## Cost per set

According to [WebstaurantStore](https://www.webstaurantstore.com/21967/hotel-sheets.html), hospitality-grade sheet sets (Berkshire Hospitality SuiteDream line, sold in cases of 6) run approximately:

| Bed Size | Per Set (bulk) | 3x Total |
| --- | --- | --- |
| Twin XL | ~$22 | ~$66 |
| Full XL | ~$28 | ~$84 |
| Queen | ~$30 | ~$90 |
| King | ~$35 | ~$105 |

These are bulk/case prices for commercial sheets. According to Breezeway, hospitality-grade linens are "designed to withstand up to 100 washings," about 60% more cycles than retail sheets. Commercial bath towels run $6 to $12 each at volume on WebstaurantStore.

## When to go to 4x par

Stock a fourth set per bed when any of these apply:

- **High occupancy:** Less buffer between turnovers for laundry completion

- **Off-site laundry:** Transit time adds a day or two to the wash cycle

- **Remote properties:** Replacing stained or damaged linens quickly is not possible

Related

## Sources

- Breezeway. [Vacation Rental Linen Program](https://www.breezeway.io/blog/vacation-rental-linen-program). 3x par recommendation, wash cycle durability data.

- InnStyle. [Linen Inventory: Sheets and Towels](https://blog.innstyle.com/2026/03/linen-inventory-sheets-and-towels/). Three-par system guidelines.

- WebstaurantStore. [Hotel Sheets](https://www.webstaurantstore.com/21967/hotel-sheets.html). Commercial linen pricing.


How Many Maintenance Techs Do You Need for 200 Vacation Rentals?

Plan on 2 to 3 dedicated maintenance techs for 200 vacation rentals, roughly one per 75 to 100 units, plus contractor overflow. The ratio, the drivers, and why STR runs heavier than long-term.

# How Many **Maintenance Techs** Do You Need for 200 Vacation Rentals?

According to RapidEye's analysis of turnover operations, a 200-unit vacation rental portfolio runs on 2 to 3 in-house maintenance techs plus contractor support for the trades. That lands tighter than you might expect, and the reason is structural: in short-term rentals, every turnover is a maintenance event.

## Start from the property-management baseline

The closest established benchmark comes from apartment management. According to [UpKeep](https://upkeep.com/learning/technicians-per-apartment-unit/), a new apartment complex should plan on about two maintenance technicians per 100 units, with the real-world range running anywhere from one per 50 to one per 500. The [National Apartment Association](https://naahq.org/changing-paradigm-staffing-ratios) cites a traditional standard of roughly one onsite team member per 100 units. The principle underneath both numbers matters more than the numbers themselves: the ratio is set by how many work orders you generate and how long each one takes, not by headcount rules.

## Why short-term rentals run heavier than long-term

A long-term apartment generates a maintenance work order once or twice a month. A short-term rental surfaces issues on every single turnover, because a fresh set of guests, a cleaner, and a checkout inspection all run across the unit every few days. Each pass exposes something: a burned-out bulb, a wobbling chair, a slow drain, a remote that stopped working, guest damage. And it all runs on a deadline, before the next check-in.

At 60% occupancy, a 100-unit portfolio runs roughly [60 turnovers a week](https://rapideyeinspections.com/blog/how-many-cleaners-for-100-vacation-rentals/). Even if only a fraction surface a real fix, that is a steady, deadline-driven work-order stream no long-term building produces. The second multiplier is dispersion: STR units are scattered, so drive time eats hours an apartment tech would spend turning wrenches. Both forces pull the ratio tighter than the apartment baseline, landing around one tech per 75 to 100 units.

## Sizing it for your 200 units

## What moves your number

The hidden tax on a maintenance team is not the fixing, it is the finding. Issues get discovered late, reported vaguely, or missed until a guest complains, so techs drive out blind and a small fix becomes an emergency. **RapidEye reads the turnover photos and video from every clean and flags maintenance issues the moment they appear**, with the room and the problem already identified. Your techs roll up with the part in hand instead of diagnosing on arrival, which is how the same 2 to 3 people cover 200 units without falling behind. [Start a free trial](https://rapideyeinspections.com/#contact).

## FAQ

Related

## Sources

- UpKeep. [How Many Technicians Are Needed Per Unit in Apartment Management?](https://upkeep.com/learning/technicians-per-apartment-unit/) Baseline of about two techs per 100 units for a new complex; range one per 50 to one per 500; ratio driven by work-order volume and wrench time.https://upkeep.com/learning/technicians-per-apartment-unit/

- National Apartment Association. [Changing the Paradigm of Staffing Ratios](https://naahq.org/changing-paradigm-staffing-ratios). Traditional standard of roughly one onsite team member per 100 units.https://naahq.org/changing-paradigm-staffing-ratios

- 2018 European Vacation Rental Survey, via Lighthouse. [How Many Employees Should You Have? The Scaling Formula](https://www.mylighthouse.com/resources/blog/how-many-employees-should-you-have-the-scaling-formula). 552 managers, ~30,000 properties; about one employee per 9.5 properties across all roles.https://www.mylighthouse.com/resources/blog/how-many-employees-should-you-have-the-scaling-formula

- RapidEye analysis, for turnover volume: [cleaners per 100 units](https://rapideyeinspections.com/blog/how-many-cleaners-for-100-vacation-rentals/) (turnovers per week at occupancy).https://rapideyeinspections.com/blog/how-many-cleaners-for-100-vacation-rentals/


How Many Photos Per Turnover for a Luxury Vacation Rental

Photo documentation standards for luxury vacation rental turnovers. How many photos you actually need by property size, what to shoot, and why taking photos is only half the problem.

# How many photos per turnover for a luxury vacation rental

There's no industry standard. That's the problem. Here's a framework based on property size, what platforms require for claims, and the math on how many photos actually get reviewed.

## Photo count by property size

No published industry standard exists for how many turnover photos a vacation rental needs. This framework is based on what the best operators actually do and what platforms require for claims.

| Property type | Sq ft | Rooms | Photos per turnover | Time to shoot |
| --- | --- | --- | --- | --- |
| Studio / 1BR condo | 500 - 1,000 | 3 - 5 | 15 - 25 | 3 - 5 min |
| Standard 2-3BR rental | 1,000 - 2,000 | 6 - 10 | 25 - 45 | 5 - 10 min |
| Large family home | 2,000 - 3,500 | 10 - 15 | 40 - 80 | 10 - 15 min |
| Luxury property | 3,500 - 6,000 | 12 - 20 | 80 - 120 | 15 - 25 min |
| Estate / compound | 6,000+ | 20+ | 120 - 200+ | 25 - 40 min |

These counts include one wide-angle shot of each room or area plus close-ups of high-value surfaces, appliances, and known problem areas. According to [FullHome's damage claim guide](https://fullhome.ca/charge-airbnb-guest-for-damage/), the minimum documentation for any damage incident is "1 room-wide shot, then 2-3 close-ups." For a luxury property with 15+ rooms and dozens of high-value items, that baseline adds up fast.

## What to photograph in a luxury turnover

A standardized shot list matters more than a photo count. When every turnover follows the same sequence, photos become comparable across stays, which is what makes damage attribution possible.

### Every room 3-5 per room

- One wide-angle from the doorway

- One from the opposite corner

- Close-ups of any surfaces above $1,000 replacement cost

- Any previous damage that's been noted

### Kitchen 8-12 shots

- Countertop surfaces (marble, granite, butcher block)

- Appliance fronts (Sub-Zero, Wolf, Miele panels)

- Inside dishwasher and oven

- Cabinet faces and hardware

- Floor tile/hardwood at high-traffic zones

### Living/dining areas 6-10 shots

- Each upholstered piece (stain check)

- Dining table surface

- Art and wall decor

- TV and AV equipment

- Fireplace mantel and surround

### Bathrooms 4-6 per bathroom

- Vanity tops and mirrors

- Shower glass and tile grout

- Under-sink area (water damage check)

- Fixture hardware condition

### Outdoor areas 10-20 shots

- Pool/spa surface and equipment

- Deck or patio furniture

- Outdoor kitchen and grill

- Landscaping focal points

- Fire pit or outdoor fireplace

- Gates and fencing condition

### Luxury-specific 5-15 shots

- Wine storage/cellar (bottle count if applicable)

- Smart home panels and thermostats

- Gym equipment

- Home theater seating and screens

- Garage (vehicles if owner's)

- Guest house or secondary structures

### The math for a typical luxury property

## Taking photos is only half the problem

A luxury property manager running 50 units with an average of 100 photos per turnover and 3 turnovers per week per unit generates roughly 15,000 photos per week. At 200 units, that's 60,000. The photos exist. Nobody reviews them.

According to [Breezeway's survey data](https://www.breezeway.io/blog/vacation-rental-cleaner-communication-mistakes), only 27% of cleaners receive instructions through task software. The other 73% are texting photos, uploading them to shared drives, or sending them into platforms where they sit until someone files a complaint. The documentation happens, but it only gets used retroactively, after the damage has been discovered by someone else.

This creates a specific problem for luxury properties. According to data compiled by [Luxury Coastal Vacations](https://www.luxurycoastalvacations.com/blog/a-hosts-guide-to-airbnb-and-vrbo-damage-claims-insights-and-steps), only 56.8% of Airbnb damage claims get approved. The most common reason for denial is insufficient evidence. When you have 100+ photos per turnover but nobody compared them to the previous set, you have documentation without intelligence. You have the raw material for a claim but not the analysis that makes it persuasive.

### The question isn't how many photos to take

It's whether those photos get compared to a baseline, automatically, at every turnover. A luxury property generating 100 photos per turnover across 150 stays per year produces 15,000 images annually per property. The value isn't in the individual photo. It's in the comparison between today's photo and last week's photo of the same spot.

### What platforms require for claims

According to [FullHome's Airbnb damage guide](https://fullhome.ca/charge-airbnb-guest-for-damage/), a successful damage claim needs: timestamped photos of the damage (1 wide shot plus 2-3 close-ups), proof of the item's condition before the guest's stay, receipts or replacement cost documentation, and repair estimates from qualified vendors. The critical piece is the "before" photo. Without a baseline image of the item in good condition from before that specific guest's stay, the claim relies on listing photos that may be months or years old.

According to [ZapRating's evidence pack guide](https://zaprating.com/blog/airbnb-evidence-pack-2025), hosts should take comprehensive room-by-room photos within 24 hours of check-in and as soon as possible after checkout. They recommend photographing details most hosts miss: tops of dressers, inside the oven, the condition of remote controls. For luxury properties, extend that to wine fridges, designer furniture surfaces, pool equipment panels, and smart home interfaces.

This per-stay documentation standard is why photo count matters specifically at the luxury tier. A 2-bedroom condo might have 15 items worth $500+. A luxury estate might have 150. Each one needs a before and after.

## How to fit 100+ photos into a turnover window

The turnover window for luxury properties is typically 4 to 6 hours. Here's how the best operators structure photo documentation without adding hours to the process.

### Pre-clean walkthrough

One person walks the property before the cleaning team starts. Takes 15 to 20 wide-angle shots of every room in its current state. This is the "after checkout" baseline for damage attribution to the departing guest. Takes 5 to 8 minutes.

### Cleaning team works

Standard turnover cleaning. If using Breezeway or similar, cleaners upload task-completion photos as part of their checklist. These serve double duty: proof of cleaning and condition documentation.

### Post-clean photo set

After the team leaves, one person does a final walkthrough following the standardized shot list. 80 to 120 photos covering every room, high-value item, and outdoor area. This is the "guest-ready" baseline. Takes 15 to 25 minutes for a 5,000+ sq ft property.

### Photos compared to baseline

The post-clean set is compared to the previous turnover's post-clean set. Changes are flagged. This step is where most operators fall short: they have the photos but no comparison process. It can be done manually (time-intensive) or through automated baseline comparison.

Total added time for the photo documentation workflow: 20 to 35 minutes per turnover. For a luxury property where a single undetected damage incident can cost $3,000 to $10,000, the ROI on that time investment is substantial.

## Frequently asked questions

Can I use video instead of photos?

Video walkthroughs are gaining traction, especially for luxury properties. A 3 to 5 minute walkthrough captures more context than individual photos and is harder to dispute because it shows continuous footage. According to ZapRating, video can be more compelling than photos for damage claims because of the timeline verification advantage. The downside: extracting specific frames for comparison is harder than working with individual photos. The best operators use both: video for the overall walkthrough, still photos for high-value items that need baseline comparison.

Do I need to photograph every item at every turnover?

No. Photograph every room at every turnover (wide angles). For close-up documentation, focus on the 15 to 25 highest-value items and known problem areas. Rotate through secondary items on a monthly cycle. The goal is consistent coverage of what matters most, not exhaustive documentation of every towel rack.

Who should take the photos: cleaners or a separate inspector?

Ideally, a separate person. Cleaners are optimizing for speed and cleanliness, not condition documentation. When cleaners take photos, the images tend to prove the room was cleaned (beds made, surfaces wiped) rather than document property condition (surfaces undamaged, items present). If budget doesn't allow a separate inspector, designate one member of the cleaning team as the "walkthrough" person who stays behind for 15 minutes after the team finishes.

How long should I keep turnover photos?

At minimum, 60 days after the stay, which covers Airbnb's 14-day claim window with a buffer. For luxury properties, keep at least 6 months of photo history. Longer retention lets you track gradual deterioration (furniture wear, surface etching, grout discoloration) and build stronger cases for owner maintenance budgets. Storage is cheap. Losing evidence is expensive.

### Related reading

- [How to Get Cleaners to Report Damage in Luxury Homes](https://rapideyeinspections.com/blog/how-to-get-cleaners-report-damage-luxury-rentals/)

- [How to Review Turnover Photos at Scale](https://rapideyeinspections.com/blog/how-to-review-turnover-photos-at-scale/)

- [Video Walkthrough Inspections vs Photos](https://rapideyeinspections.com/blog/video-walkthrough-inspections-vs-photos-damage-detection/)

- [Back-to-Back Booking Damage Attribution](https://rapideyeinspections.com/blog/back-to-back-booking-damage-attribution-proof/)

- [Turnover Inspection Checklist for Damage Documentation](https://rapideyeinspections.com/blog/str-turnover-inspection-checklist-damage-documentation-photos/)

### Sources

- [How to Charge Airbnb Guests for Damage - AirCover Guide 2026](https://fullhome.ca/charge-airbnb-guest-for-damage/) - FullHome
 https://fullhome.ca/charge-airbnb-guest-for-damage/

- [Airbnb Evidence Pack: What to Collect](https://zaprating.com/blog/airbnb-evidence-pack-2025) - ZapRating (2025)
 https://zaprating.com/blog/airbnb-evidence-pack-2025

- [8 Communication Mistakes Property Managers Make with Cleaners](https://www.breezeway.io/blog/vacation-rental-cleaner-communication-mistakes) - Breezeway (2025)
 https://www.breezeway.io/blog/vacation-rental-cleaner-communication-mistakes

- [A Host's Guide to Airbnb and Vrbo Damage Claims](https://www.luxurycoastalvacations.com/blog/a-hosts-guide-to-airbnb-and-vrbo-damage-claims-insights-and-steps) - Luxury Coastal Vacations
 https://www.luxurycoastalvacations.com/blog/a-hosts-guide-to-airbnb-and-vrbo-damage-claims-insights-and-steps


How Many Photos Should Cleaners Take Per Turnover?

There is no universal standard. Operators using Breezeway typically require one photo per completed checklist task. A 50-item checklist generates 50+ photos per turnover.

# How Many Photos Should Cleaners Take Per Vacation Rental Turnover?

## How operators handle it

According to [Breezeway](https://www.breezeway.io/blog/vacation-rental-cleaning-practices), their platform works on a task-based approach: "As housekeepers complete their tasks, they take a picture and upload it to the app." Managers can add representative photos to checklists showing how each area should look, and cleaners upload completion photos to verify against those references.

This means the number of photos is determined by your checklist, not by a universal standard. A basic checklist might have 20 items with photos. A thorough one might require 60 or more. According to [Breezeway's inspection guide](https://www.breezeway.io/blog/airbnb-inspections), some operators like Big Sky use a 54-point checklist for arrivals, with many items requiring photo documentation.

## The review problem

The question is not really how many photos to take. It is who reviews them and how. At scale, the photo volume quickly exceeds what any human can manually review. A 200-unit portfolio doing 120 turnovers per week at 50 photos per turnover generates 6,000 photos per week. Even spending 5 seconds per photo, that is over 8 hours of review time per week dedicated to nothing but looking at turnover photos.

This is why many operators either spot-check a subset of turnovers rather than reviewing every photo, or use technology to flag potential issues automatically.

### Related

## Sources

- Breezeway. [A Complete Guide to the Best Vacation Rental Cleaning Practices](https://www.breezeway.io/blog/vacation-rental-cleaning-practices)

- Breezeway. [Differentiating Airbnb Inspections: How to Maximize Your Time in Property](https://www.breezeway.io/blog/airbnb-inspections)


A vacation rental quality inspector can QC 6-10 properties per day for a mixed portfolio. Up to 12 for clustered condos, as few as 1-2 for large spread-out homes.

# How Many Properties Can an Inspector QC Per Day?

**It depends entirely on property type and geography.** Breezeway reports that an inspector can do up to 12 condos in a day if they are all in the same building with no drive time (studio or 1-bedroom units). On the other end, in spread-out markets like the Outer Banks where large homes sleep 32+ guests and are not close together, an inspector may only do 1 to 2 homes per day. For a mixed portfolio with moderate drive times, most operators land somewhere in between.

## The two extremes

According to [Breezeway](https://www.breezeway.io/blog/the-value-of-vacation-rental-inspectors), the range looks like this:

- **Best case (clustered condos):** Up to 12 units per day. All in one building, no drive time, studio or 1-bedroom units. The inspector walks down the hall between inspections.

- **Worst case (spread-out houses):** 1 to 2 per day. Breezeway cites the Outer Banks as an example, where some houses sleep 32+ guests and are not close to one another.

Most portfolios fall somewhere in between. The biggest variable is not how long the inspection itself takes inside the property. It is how long you spend driving between properties.

## What affects throughput

- **Drive time between properties:** The single biggest factor. A 15-minute drive vs a 45-minute drive changes daily capacity dramatically.

- **Property size:** A studio walkthrough takes far less time than a 5-bedroom house with a pool, hot tub, and multiple living areas.

- **Photo documentation:** If inspectors are required to photograph each room and log issues, that adds time per property.

- **Issues found:** A clean property with no problems is fast. A property with multiple issues that need documentation and maintenance tickets takes much longer.

## Why this matters at scale

At 100+ properties, the math on dedicated inspectors gets challenging. Even at the higher end of throughput, one inspector cannot cover all turnovers across a large portfolio. This is why many operators shift toward photo-based remote review or spot-check strategies rather than trying to inspect every property in person every time.

Related

## Sources

- Breezeway. [The Value of Vacation Rental Inspectors](https://www.breezeway.io/blog/the-value-of-vacation-rental-inspectors). Cites the 12-condo and 1-2 large home extremes.


How Many Turnovers Can One Cleaner Do in a Day?

A solo vacation rental cleaner handles 2 to 4 turnovers a day, more for studios, fewer for big homes. The breakdown by property size, the time each takes, and what actually caps the number.

# How Many **Turnovers** Can One Cleaner Do in a Day?

According to RapidEye's analysis of turnover operations, the working planning number is 2 to 4 turnovers per cleaner per day, and the single biggest variable is property size. This is the figure underneath every cleaning-team headcount calculation, including [how many cleaners you need for 100 units](https://rapideyeinspections.com/blog/how-many-cleaners-for-100-vacation-rentals/).

## The breakdown by property size

Those are active cleaning times, and they assume a normal checkout. A heavily-used kitchen, a party aftermath, or a pet-heavy stay can push any of these well past the estimate. The mix in your portfolio is what sets your real per-cleaner output: a portfolio of beach condos runs very differently from one of large mountain cabins. For the full per-property time picture, see [how long a turnover takes](https://rapideyeinspections.com/blog/how-long-does-vacation-rental-turnover-take/).

## What moves the number

The fastest way to wreck a cleaner's daily count is a re-clean: a turnover sent back for rework blows the schedule for every property behind it. **RapidEye reviews the turnover photos and video from every clean and flags misses before the cleaner leaves the property**, so problems get fixed in the same visit instead of triggering a second trip that costs a slot later in the day. Cleaner days stay predictable, and your [re-clean rate](https://rapideyeinspections.com/blog/what-is-good-re-clean-rate-vacation-rentals/) stays low. [Start a free trial](https://rapideyeinspections.com/#contact).

## FAQ

Related

## Sources

- RapidEye. [How Many Cleaners Do You Need for 100 Vacation Rentals?](https://rapideyeinspections.com/blog/how-many-cleaners-for-100-vacation-rentals/) Per-cleaner daily turnover throughput used in portfolio staffing math.https://rapideyeinspections.com/blog/how-many-cleaners-for-100-vacation-rentals/

- RapidEye. [How Long Does a Vacation Rental Turnover Take?](https://rapideyeinspections.com/blog/how-long-does-vacation-rental-turnover-take/) Active cleaning time by property size.https://rapideyeinspections.com/blog/how-long-does-vacation-rental-turnover-take/


How Much Does Airbnb Actually Pay for Damage Claims? The Real Depreciation Math

The actual formula Airbnb uses to calculate damage payouts, depreciation rates by item category from insurance industry sources, and worked examples showing real expected payouts for sofas, mattresses, TVs, and appliances.

Airbnb pays Actual Cash Value, not replacement cost. That means the payout on any damaged item is the current cost to replace it minus accumulated depreciation based on the item's age and category. On average, hosts recover roughly 57 percent of the amount they claim, according to Avada Properties' analysis of 20,000-plus bookings.

A three-year-old sofa you paid $1,800 for is not reimbursed at $1,800. Using the insurance-industry standard 10 percent annual depreciation rate for upholstered furniture, you should expect a payout of roughly $1,260, before any deductions for wear and tear, labor exclusions, or partial denials. For items past nine years of age, expect the payout to be capped at 10 percent of replacement cost regardless of condition.

## 01 / FormulaHow Airbnb calculates the payout

Airbnb's [Host Damage Protection Terms](https://www.airbnb.com/help/article/2869) define the eligible loss amount as the lesser of repair cost, replacement cost, or **Actual Cash Value**, which the terms define as "the amount it would cost to repair or replace damaged or destroyed Eligible Property... with material of like kind and quality, with proper deduction for obsolescence and physical depreciation."

That language is directly borrowed from the property insurance industry. ACV has been the standard valuation method in homeowners and commercial property insurance for decades, and it resolves to a simple formula:

Two details that catch property managers off guard. First, **replacement cost is what a new equivalent costs today**, not what you originally paid. If your $1,800 sofa would cost $2,100 to replace at current retail, the math runs against $2,100. Second, **Airbnb does not publish its internal depreciation schedule**. Neither does any insurance carrier. [United Policyholders](https://uphelp.org/claim-guidance-publications/depreciation-basics/), the consumer advocacy group for insurance claimants, states this plainly:

"There is no agreed-upon schedule or set standard for how much insurers can depreciate your personal property. Insurance adjusters use their own personal views on the value of items plus guidelines on depreciation provided by their employer."

The rates adjusters actually apply come from a handful of industry references. The most widely used is [ClaimsPages.com](https://www.claimspages.com/tools/depreciation/), which publishes annual depreciation rates by item category sourced from manufacturers, insurers, and trade associations. These are the rates Airbnb's internal team and any third-party adjuster will reference when calculating your payout.

## 02 / RatesAnnual depreciation rates by category

All rates below are pulled directly from the ClaimsPages.com industry calculators. The residential column is the rate used in homeowners and renters insurance adjustments. The STR-adjusted column is our calculation of the effective rate in a vacation rental running 200-plus occupied nights per year, which is roughly double the use of a typical residential item.

| Category | Item | Residential rate / yr | STR-adjusted rate / yr | Useful life (residential) |
| --- | --- | --- | --- | --- |
| Furniture | Upholstered sofa, armchair, ottoman | 10.00% | ~20% | ~10 yr |
| Leather furniture | 5.00% | ~10% | ~20 yr |  |
| Solid wood (tables, dressers) | 2.00% | ~4% | ~50 yr |  |
| Bedding | Mattress | 5.00% | ~10% | ~20 yr |
| Sheets, pillowcases | 20.00% | ~40% | ~5 yr |  |
| Appliances | Refrigerator | 6.67% | ~13% | ~15 yr |
| Washing machine | 8.33% | ~17% | ~12 yr |  |
| Dishwasher | 10.00% | ~20% | ~10 yr |  |
| Microwave oven | 12.50% | ~25% | ~8 yr |  |
| Electronics | HD Television | 10.00% | ~20% | ~10 yr |

Residential rates: [ClaimsPages.com](https://www.claimspages.com/tools/depreciation/) Depreciation Calculator. STR-adjusted figures are our estimates based on a 2x occupancy multiplier, not a published industry standard. Insurance industry convention caps depreciation at 90 percent of replacement cost for items still in functional use.

## 03 / STR adjustmentWhy residential rates understate vacation rental wear

ClaimsPages rates, like every published depreciation schedule, assume residential use: one household, normal daily wear, periodic professional cleaning. A vacation rental doing 200-plus occupied nights per year with different guests each stay burns through soft goods, upholstery, and high-touch items at roughly twice the residential rate. The [industry data on replacement schedules](https://str.rapideyeinspections.com) bears this out: a sofa that lasts 10 years in a home typically survives 4 to 6 years in a high-turnover STR before requiring replacement.

Adjusters handling an AirCover claim will not automatically apply an STR multiplier. They start with residential rates and only adjust downward if you proactively document occupancy and commercial-intensity use. This means two things for property managers filing claims:

**One**, the residential-rate column in the table above is your ceiling, not your floor. You will rarely do better than that number unless the damage is demonstrably not wear-accelerated. **Two**, the STR-adjusted column is closer to the item's actual remaining value, but it is rarely what you will receive on a claim. The gap between those columns is part of what drives the 43 percent average shortfall between claimed and paid amounts.

## 04 / Worked examplesReal payouts on real items

Four scenarios that map to the damage a typical 100-unit operation sees in a given month. All examples use ClaimsPages residential rates. All assume the property manager filed within the 14-day window with adequate documentation and the guest accepted responsibility, so the full ACV is payable. Real-world recoveries tend to run 10 to 20 percent below these numbers due to wear-and-tear reclassifications and labor exclusions.

**Labor is not depreciable in most jurisdictions.** If you need to pay a carpenter $200 to install a replacement door and the door itself depreciates 30 percent, the $200 labor cost should still be reimbursed in full. This is the holding in *Sproull v. State Farm Fire & Cas. Co.* and is enforced in most states, but Airbnb adjusters frequently exclude labor from payouts anyway. Itemize labor separately on every invoice and cite the precedent if it gets deducted.

## 05 / The gapWhy your actual payout is 43% less than you asked for

The Avada Properties analysis of 20,000-plus Smoky Mountains bookings found that Airbnb hosts recover an average of **56.75 percent** of the amounts they claim. Vrbo hosts do slightly better at 68.29 percent. Neither platform pays the full claim. The 43 percent average gap on Airbnb breaks down into four buckets:

Depreciation is the largest reducer and the one you cannot negotiate. The other three are partially controllable. Wear-and-tear reclassifications can be blocked by maintaining baseline photos of the damaged item before the guest stay. Labor exclusions can be challenged by citing *Sproull* and itemizing the invoice. Partial denials for documentation gaps are avoided by following Airbnb's [published claim procedures](https://rapideyeinspections.com/blog/airbnb-aircover-damage-claim-guide/) to the letter.

Our post on [why STR damage claims get denied](https://rapideyeinspections.com/blog/why-str-damage-claims-get-denied/) covers the documentation patterns that move a claim from partially-paid into fully-paid. If your operation is consistently recovering below 50 percent of claimed amounts, the issue is almost always in the documentation layer, not the depreciation layer.

## 06 / DecisionWhen the math says "do not file"

The ACV formula has a practical corollary that most published damage guides miss. At scale, filing a claim costs ops time: documenting the damage, gathering receipts, writing the claim narrative, responding to adjuster follow-ups, coordinating with the guest in the Resolution Center, and tracking the payout. A typical AirCover claim consumes 1 to 2 hours of ops coordinator time across the full lifecycle. At a $45 fully loaded hourly cost, that is $45 to $90 of ops cost per claim, before any of the claim value flows back.

Combined with the 57 percent average recovery rate, the break-even filing threshold for most 100-plus unit operators lands somewhere between $150 and $250 in claimed damage. Below that amount, replacing or repairing the item out of pocket is strictly more profitable than filing. We walk through the exact threshold math, including how to calibrate it for your own ops labor cost and recovery rate, in our companion piece on [when an Airbnb damage claim is worth filing](https://rapideyeinspections.com/blog/minimum-airbnb-damage-claim-worth-filing/).

## 07 / Other platformsAirbnb vs. Vrbo vs. third-party insurance

Airbnb is the only major STR platform that uses ACV valuation as its primary payout method. Vrbo damage protection, underwritten by Generali, operates on a capped tier model ($1,500 / $3,000 / $5,000) with adjuster-discretion depreciation. Third-party STR insurance policies from [Proper Insurance](https://www.proper.insure/) and [Safely](https://safely.com/) typically offer **replacement cost** valuation, which pays the full cost to replace the damaged item with no depreciation deducted.

The replacement-cost distinction matters enormously at scale. On a 3-year-old $1,800 sofa, AirCover pays $1,260 and Proper pays $1,800. On a 9-year-old sofa, AirCover pays $180 and Proper pays whatever a new comparable sofa costs. For operators carrying furniture past year 5, the math usually justifies a separate third-party policy on top of AirCover. We compare the platforms in depth in [AirCover vs. Proper vs. Safely](https://rapideyeinspections.com/blog/airbnb-aircover-vs-proper-vs-safely-damage-coverage/).

### Next pieces in this series

## FAQCommon questions

Airbnb pays Actual Cash Value, not replacement cost. The Host Damage Protection Terms state that eligible losses are valued with "proper deduction for obsolescence and physical depreciation." A three-year-old sofa is not reimbursed at today's new-sofa price. Payout is replacement cost minus depreciation based on age and category.

Airbnb does not publish an internal schedule. Adjusters reference industry-standard rates from ClaimsPages.com: upholstered furniture depreciates at 10 percent per year, leather at 5 percent, solid wood at 2 percent. These rates assume residential use and should be adjusted upward for vacation rentals with high occupancy.

According to Avada Properties' analysis of 20,000-plus bookings, Airbnb hosts recover an average of 56.75 percent of the amount they claim. Vrbo hosts recover 68.29 percent. The gap is driven by depreciation deductions, wear-and-tear reclassifications, labor exclusions, and partial denials for documentation gaps.

Airbnb sets no minimum, but most multi-unit operators set internal filing thresholds around $150 to $250 because the ops time required to document, file, and follow up on a small claim often exceeds the expected net recovery. Below that threshold, replacing or repairing the item directly is more cost-effective.

Insurance industry convention caps depreciation at 90 percent of replacement cost for items still in functional use. An upholstered sofa at 10 percent per year hits that cap at nine years. After that point, the item retains at least 10 percent of its replacement value until functionally unusable.

### Related reading on damage claims

### Sources & Primary References

- Airbnb. [Host Damage Protection Terms](https://www.airbnb.com/help/article/2869). Section 4.2 defines Actual Cash Value and the "lesser of" payout rule.
 https://www.airbnb.com/help/article/2869

- ClaimsPages.com. [Property Depreciation Calculators](https://www.claimspages.com/tools/depreciation/). Industry-standard annual depreciation rates used by property insurance adjusters across residential and commercial claims.
 https://www.claimspages.com/tools/depreciation/

- Avada Properties. [Airbnb and Vrbo Damage Claims Statistics and Assumptions](https://avadaproperties.com/airbnb-vrbo-damage-claims-statistics-and-assumptions/). Analysis of 20,000+ Smoky Mountain bookings showing 56.75% Airbnb recovery and 68.29% Vrbo recovery on claimed amounts.
 https://avadaproperties.com/airbnb-vrbo-damage-claims-statistics-and-assumptions/

- United Policyholders. [Depreciation Basics](https://uphelp.org/claim-guidance-publications/depreciation-basics/). Consumer advocacy reference confirming that depreciation schedules are not standardized and are negotiable in most claim contexts.
 https://uphelp.org/claim-guidance-publications/depreciation-basics/

- *Sproull v. State Farm Fire & Casualty Co.*, 2021 IL 126446. Illinois Supreme Court holding that labor costs cannot be depreciated under Actual Cash Value policies. Widely cited across insurance claim jurisdictions.

- Airbnb. [Host Damage Protection overview](https://www.airbnb.com/help/article/279). The consumer-facing page describing the $3 million coverage limit, 14-day filing window, and eligible claim categories.
 https://www.airbnb.com/help/article/279


Vacation rental cleaners earn $55-$140 per turnover depending on property size, with an effective hourly rate of $25-$50/hr. Full pay breakdown by bedrooms and region.

# How Much to Pay Vacation Rental Cleaners (2026 Rates)

**Most vacation rental cleaners earn $50 to $150 per turnover, with an effective hourly rate of $25 to $50.** GleamSync reports the following ranges by property size: $40-$90 for a 1BR, $50-$130 for a 2BR, $70-$175 for a 3BR, $100-$225 for a 4BR, and $150-$350+ for a 5BR or larger. Flat per-turnover rates are the industry standard. Cleaning platforms and agencies add a 15-30% markup.

## Pay by property size

All figures below are from [GleamSync's cleaner rate data](https://gleamsync.com/blog/what-to-pay-vacation-rental-cleaner). These are independent cleaner rates (not agency).

| Property Size | Pay Range | National Average |
| --- | --- | --- |
| Studio / 1BR | $40 - $90 | ~$55 |
| 2BR | $50 - $130 | ~$75 |
| 3BR | $70 - $175 | ~$100 |
| 4BR | $100 - $225 | ~$140 |
| 5BR+ | $150 - $350+ | Varies widely |

The wide ranges reflect market variation. According to [GleamSync's cleaning fee data](https://gleamsync.com/blog/airbnb-cleaning-fee-calculator), average guest-facing cleaning fees are $252 in Hawaii, $190 in California, and $188 in Colorado. The cleaner pay is typically lower than the guest-facing fee, with the difference covering supplies, coordination, and margin. According to [AirROI's analysis of 685,000 US listings](https://www.airroi.com/blog/airbnb-cleaning-fee-economics), cleaning fees average 25-50% of the nightly ADR across most property sizes.

## Independent cleaners vs. agencies

Most property managers start with independent cleaners and add agency relationships as they scale:

- **Independent cleaners:** The rates above. You handle scheduling, quality management, backup coverage, and 1099 documentation. Reliability depends on the individual.

- **Cleaning platforms/agencies:** According to GleamSync, cleaning marketplace or service platform fees add a 15-30% markup. The agency handles staffing, backups, and insurance.

## Add-ons that change the rate

According to GleamSync, common add-on charges beyond the base turnover rate include:

- **Pet cleaning surcharge:** $15 - $40 per turnover

- **Extra bed setup/teardown:** $10 - $25 per bed

- **Hot tub chemical checks:** Varies, typically quoted as a separate line item

Related

## Sources

- GleamSync. [What to Pay a Vacation Rental Cleaner](https://gleamsync.com/blog/what-to-pay-vacation-rental-cleaner). Per-turnover rates, add-ons, and platform markup data.

- GleamSync. [Airbnb Cleaning Fee Calculator](https://gleamsync.com/blog/airbnb-cleaning-fee-calculator). State and city-level cleaning fee averages.

- AirROI. [Airbnb Cleaning Fees: How Much to Charge in 2026](https://www.airroi.com/blog/airbnb-cleaning-fee-economics). Fee-to-ADR ratios from 685,000 listings.


Deep clean vacation rentals every 3 to 6 months. High-occupancy properties (3+ turnovers/week) may need monthly deep cleans. Frequency guidance from Turno, Breezeway, and Operto.

# How Often Should You Deep Clean a Vacation Rental?

## Frequency by occupancy

According to [Blue Coast Cleaning Service](https://bluecoastcleaningservice.com/blog/deep-cleaning-every-vacation-rental/), most properties benefit from a deep clean every three to six months. According to [Operto](https://operto.com/blog/vacation-rental-cleaning/), if a property turns over more than three times a week, monthly deep cleans help catch buildup that turnover cleans miss.

| Occupancy Level | Deep Clean Frequency |
| --- | --- |
| Low (under 40%) | Every 6 months |
| Moderate (40-65%) | Every 3-4 months (quarterly) |
| High (65%+, 3+ turnovers/week) | Monthly |
| Seasonal properties | Before and after peak season |

According to [Breezeway](https://www.breezeway.io/blog/dirty-little-secrets-the-ultimate-guide-to-deep-cleaning-your-vacation-rental), Mt. Hood Vacation Rentals by Meredith Lodging schedules deep cleans twice a year. This aligns with the lower end of the range for properties with moderate occupancy.

## Deep clean vs. turnover clean

A turnover clean happens between every guest and covers surfaces, bathrooms, kitchens, linen changes, and restocking. A deep clean goes further: pulling out appliances, scrubbing grout, cleaning inside ovens and refrigerators, washing windows, shampooing carpets, and addressing areas that accumulate grime over many turnovers.

According to [CR Maids](https://crmaids.com/learn-between-deep-cleaning-vs-turnover-cleaning/), deep cleans take 2 to 3 times longer than a standard turnover. For a 3-bedroom property where a turnover takes 5 to 6 hours, a deep clean can take a full day.

### Related

## Sources

- Blue Coast Cleaning Service. [Deep Cleaning Every Vacation Rental](https://bluecoastcleaningservice.com/blog/deep-cleaning-every-vacation-rental/)

- Operto. [Vacation Rental Cleaning and Maintenance 2025](https://operto.com/blog/vacation-rental-cleaning/)

- Breezeway. [The Ultimate Guide to Deep Cleaning Your Vacation Rental](https://www.breezeway.io/blog/dirty-little-secrets-the-ultimate-guide-to-deep-cleaning-your-vacation-rental)

- CR Maids. [Deep Cleaning vs. Turnover Cleaning for Vacation Rentals](https://crmaids.com/learn-between-deep-cleaning-vs-turnover-cleaning/)