Smarter Stays Start Here: Gearco Cloud Reservations™ Managing reservations for extended stay properties isn’t just about filling rooms—it’s about protecting inventory, forecasting guest turnover, and driving revenue across multiple channels. Gearco Cloud Reservations™ was built for exactly that. With seamless integration across your website, central reservation systems, and booking channels, this intelligent solution allows you to receive and manage reservations effortlessly, while safeguarding your long-term availability and streamlining your operation. A Centralized Reservation System Designed for Extended Stay Gearco Cloud Reservations is more than just an online booking tool—it’s your real-time, two-way connection between the Gearco PMS, your direct website, and targeted OTA (Online Travel Agency) channels. With it, your inventory stays in perfect sync across every touchpoint. This means no more overselling. No more lost reservations. No more wasted time manually reconciling bookings. Your property’s availability and pricing are always current—ensuring smoother guest intake and a better-managed stay cycle. Protect Your Extended Stay Inventory with LOS Controls For extended stay operators, Length of Stay (LOS) protection is mission-critical. Without it, short-term bookings can cannibalize high-value long-term availability, leaving revenue on the table. Gearco solves this with built-in LOS enforcement that lets you define minimum and maximum stay rules based on unit type, channel, season, or occupancy. You can: Restrict short-term stays from specific channels Lock high-value units for longer-term guests Auto-deny or redirect short bookings from extended inventory Dynamically adjust LOS policies based on demand and expected departures This protects your most profitable inventory from being tied up by low-value, short-term reservations—giving you revenue control without manual intervention. Manage Expected Departures with Confidence One of the key challenges in extended stay is tracking and forecasting departures to maintain occupancy flow. Gearco Cloud Reservations automatically factors in upcoming check-outs, renewal rules, and projected LOS so you can confidently accept new bookings without overlap or risk. You’ll always know: Which units will be available next week or next month Which guests are likely to renew How much flexible inventory you truly have This visibility is essential for maintaining high occupancy without overbooking or underutilizing your assets. Multi-Channel Support Without the Complexity Gearco Cloud Reservations allows you to accept bookings from your website, OTAs, or other custom channels, all while maintaining complete control. It gives you the freedom to drive direct bookings while still tapping into third-party demand—without sacrificing LOS rules or rate integrity. Your availability, pricing, and rules are synchronized in real time across all channels. And best of all, updates made in Gearco automatically cascade everywhere—saving you from duplicate data entry or costly errors. Payment Security and Prepaid Tax Handling, Built In Gearco Cloud Reservations also simplifies the payment process with tokenized credit card handling, keeping you fully PCI compliant. No sensitive data is stored locally, reducing your risk and compliance workload. And for OTA bookings, prepaid tax management is handled automatically—ensuring taxes are posted correctly to folios, revenue is booked accurately, and audits are stress-free. Key Benefits at a Glance: Seamless two-way sync with Gearco, your website, and OTAs Intelligent LOS protection to safeguard extended stay inventory Forecasting tools to manage expected departures and renewals Real-time control of availability, pricing, and restrictions Secure tokenized payments for PCI compliance Automated prepaid tax handling for OTA reservations Centralized control without added workload Grow Smarter. Operate Smoother. Stay in Control. Gearco Cloud Reservations™ is the backbone of modern extended stay booking strategy. It’s built to help you capture more revenue, protect your long-term inventory, simplify operations, and deliver a seamless guest experience—online and on-site. Whether you're managing a single location or a portfolio of properties, Gearco gives you the clarity and control to grow with confidence. Seamless booking. Smarter growth. That’s the Gearco way.
True Extended Stay Demands Control. Gearco Cloud Paper™ Delivers It. Extended stay businesses deals with longer guest cycles, more complex agreements, and more moving parts. Traditional hotel systems weren’t built for our world—and neither were paper-based processes. That’s why Gearco created Cloud Paper™, a fully digital document system designed specifically for the True Extended Stay environment. Whether you’re managing one location or a regional portfolio, Cloud Paper gives the power to enforce policy, streamline check-ins, protect revenue, and cut down on waste—without adding extra work to your front desk. This isn’t just about going paperless. This is about regaining operational control. Document Chaos? Gone. Extended stay properties deal with more paperwork than the average hotel: Guest registration forms Long-term stay acknowledgments Damage waivers Deposit agreements Occupancy limits Special terms Multiple guests on one folio Cloud Paper turns all of that into a clean, efficient digital process. No more binders, no more chasing down forms, no more wondering where that last acknowledgment went. Every document is captured, stored, and instantly accessible—for up to 7 years. And yes, that includes: Initials and full signature Photo capture of up to 4 guests Digital timestamps Multi-language and multi-property document versions Tablet-ready signing on-site or remotely Set Expectations. Capture Compliance. Eliminate Excuses. Guests don’t always remember what they agreed to. With Cloud Paper, they don’t have to—because your policies are spelled out, acknowledged, and stored before a key is ever handed over. You define the acknowledgment rules, the language, the required fields, and the flow. Cloud Paper simply enforces it. Every guest signs what matters: whether it’s pet policies, cleaning schedules, renewal rules, or payment expectations. And because it’s digital, it’s accountable. If a guest disputes a charge or a rule, you’ve got the signed, time-stamped proof with their initials and photo to back it up. That’s leverage. That’s protection. Take Pressure Off the Front Desk Let’s be honest, front desk clerks are already juggling enough. Cloud Paper helps take document enforcement out of their hands and puts it where it belongs—in a system that doesn’t forget, doesn’t get tired, and doesn’t cut corners. No more printing stacks of forms or hoping they’re filled out right. No more guessing if that roommate signed the damage waiver. Cloud Paper walks the guest through each document on a tablet, ensuring nothing is skipped, missed, or left unsigned. Whether you’re checking in at 9 a.m. or midnight, Cloud Paper keeps the process consistent and clean. Custom Contracts Built for How You Operate Extended stay operations need flexibility. One size doesn’t fit all—and it shouldn’t. Gearco’s Cloud Paper lets you build your own document agreements for each location or stay type: Long-term occupancy terms? Covered. Weekly renewal disclosures? Easy. Damage retention or deposit authorizations? Locked in. Corporate account contracts or group bookings? Done. Each document can be tailored with dynamic logic, so it adapts based on the guest’s length of stay, rate type, or even folio size. It’s document automation that works the way you work—not the other way around. Modern Tools for Modern Operations You don’t need expensive equipment. Cloud Paper runs on Android or IOS tablet platforms, so you’re not forced to be locked into costly hardware. It’s clean. It’s clear. It’s professional. And it reinforces your standards from the very first interaction. From Paperwork to Performance In True Extended Stay, your documentation isn’t a formality—it’s your frontline. It’s what protects you from revenue loss, property damage, and the headaches of unclear expectations. Gearco Cloud Paper replaces loose paper and loose policies with structured digital enforcement—helping you run tighter, protect more, and operate with confidence. This is more than digital signatures. This is document intelligence for True Extended Stay. Stop chasing signatures. Start controlling outcomes. Cloud Paper™ from Gearco is how extended stay gets it done.
Protect Your Property. Set Expectations. Recover What’s Yours. Extended stay operators know the truth: the longer the stay, the greater the risk. Whether it’s unpaid balances, property damage, or broken rules, problematic guests can cost you thousands — and it often goes uncollected . Gearco’s Do Not Rent (DNR) Revenue Recovery™ flips the script by helping you enforce accountability, protect your property, and collect lost revenue — without dragging your team into manual collections. The Cost of Doing Nothing Most properties have faced it: a guest checks out with a balance due. Maybe it’s damage, a skipped payment, or an unpaid deposit. In a traditional setup, it’s written off as a loss — or handed to a collections agency that barely recovers anything. And then… that same guest shows up again weeks or months later. A new stay. A fresh folio. No mention of the unpaid balance. With Gearco, that doesn’t happen. Introducing DNR Revenue Recovery™ Gearco’s DNR Revenue Recovery™ gives you the power to tag guests who leave with outstanding balances or cause damage , and automatically flag them in the system. This isn’t just about denying future stays — it’s about using their return visit to recover the revenue they left behind. Here’s how it works: Based on your business rules, the system will auto-apply the DNR tag for any guest with a flagged issue. If that guest attempts to check in again — now or later — Gearco will automatically enforce recovery . Outstanding balances will be added to the new folio , and cannot be bypassed without management override. Staff are alerted, and clear rules are in place: no stay without payment . You protect your business, and you get paid . Protecting Your Assets Without Extra Effort DNR Revenue Recovery doesn’t require a collections department or complex follow-ups. It runs in the background, triggered by the rules you set. It also helps you: Preserve asset condition by discouraging reckless guest behavior Establish clear expectations that guests can’t walk away from charges Avoid repeat losses by ensuring flagged guests can’t slip through the cracks Protect staff from conflict with system-enforced policies that do the hard part for them And with photo ID tagging and cross-property visibility , your entire brand is protected — even across multiple locations. Setting the Tone From Day One With DNR in place, guests quickly understand that this is not a property they can take advantage of. Your expectations are clear. Your rules are consistent. And your team is backed by technology that reinforces both. This isn’t about being harsh — it’s about being professional. When guests know there are real policies in place — and that those policies are enforced — they behave differently. They pay on time. They treat the property with respect. And they think twice before walking away from a bill. Recover More. Stress Less. Traditional loss recovery methods are time-consuming, inconsistent, and usually ineffective. Gearco’s DNR Revenue Recovery™ turns your next interaction with a flagged guest into a recovery opportunity — without disrupting your front desk, your managers, or your workflow. In an industry where margins are tight and risks are high, it’s the smartest way to protect your bottom line without lifting a finger. Stop writing off unpaid balances. Start recovering what’s yours — with zero guesswork. Gearco DNR Revenue Recovery™ makes it automatic.
Managing Extended Stay Rates Without a Rate Manager? Gearco Makes It Possible. Extended stay properties face a unique challenge: you’re not running a hotel — but you’re not running long-term leases either. Your rate strategy has to strike a perfect balance between flexibility, competitiveness, and protection of revenue. And if you’re like most properties, you’re doing that without a full-time rate manager on staff. That’s where things often fall apart. Manual rate changes, inconsistent billing practices, and outdated spreadsheets can lead to lost revenue, unhappy guests, and a staff that’s constantly in catch-up mode. Gearco built Rate Matrix™ for this exact problem — to help extended stay operations manage complex rate logic without needing a dedicated revenue team . Why It’s So Complicated Without a Rate Manager In a traditional hospitality environment, a revenue or rate manager monitors market demand, adjusts pricing strategies, and ensures proper billing structures are in place. But in extended stay, most teams don’t have that luxury. Instead: Front desk teams or managers manually update rates Rates may be inconsistent across stays or renewal periods Adjustments for length-of-stay discounts or late fees get skipped Guest expectations don’t always match how the folio behaves Without a centralized and smart rate tool, even experienced managers struggle to keep up — especially with long-term guests whose needs, schedules, and payment behaviors change over time. Introducing Gearco Rate Matrix™ — Automated Rate Management for Real Extended Stay Gearco’s Rate Matrix eliminates the need for guesswork or manual oversight by giving management the tools to automate complex rate behavior across the guest lifecycle. Here’s what you can automate and control: Real-Time Rate Adjustments: Easily adjust pricing based on purchased length of stay , occupancy , or other business rules—no manual rework needed. Auto-Tiering: Create tiered rates that adjust automatically as a guest’s stay extends — keeping pricing fair and dynamic without staff involvement. Renewal Rules: Apply rate changes or adjustments during renewals automatically, without needing to rebuild or reset folios. Late Fees & Damage Charges: Automatically apply late fees, hold deposits, or charge for damage based on predefined thresholds— no follow-up required. Rate Roll-Ups: Consolidate rate changes and adjustments into clear billing logic that prevents confusion for both staff and guests. No Folio Size Restrictions: Handle even the most complex long-term folios with clean, scalable billing structures. In other words, Rate Matrix does what a full-time rate manager would — only faster, more consistently, and without the added payroll. Built for Operators, Not Just Accountants This isn’t just about automation. It’s about control. Gearco gives property managers and regional teams a rate management engine that works within their workflow — without requiring advanced finance or tech knowledge . Your team can focus on delivering great guest service, not on calculating tier breaks or resetting folios. Protect Revenue Without Adding Headcount Every miscalculated rate or missed adjustment is lost revenue. Every inconsistent folio creates friction for your staff. With Rate Matrix, you protect your margins, stay competitive, and maintain transparency — without hiring another body to manage it all. You don’t need a rate manager when your system thinks like one. True Extended Stay Needs True Rate Control Managing extended stay rates is one of the most overlooked challenges in the industry — and one of the most important. Gearco’s Rate Matrix was built to solve it , giving you the automation and oversight you need to run smarter, bill cleaner, and grow stronger. Let your managers manage people and operations — not spreadsheets and rate tables. Want to see how Rate Matrix could simplify your extended stay pricing? Let us show you.
L.O.S Protection™: Safeguarding Inventory from the Unpredictable in Extended Stay In extended stay operations, success is built on consistency — consistent guests, consistent revenue, and consistent control of your room inventory. But there’s one reality that every extended stay operator knows all too well: guests don’t always leave when you expect them to — and sometimes, they leave when you don’t expect them to at all . Late payments. Unexpected departures. Mid-stay evictions. These aren’t edge cases — they’re weekly occurrences in extended stay. And every time a guest leaves unexpectedly, the ripple effect hits your room availability, your future bookings, and ultimately, your bottom line. That’s where Gearco’s L.O.S Protection™ steps in. The Challenge: Extended Stay is Anything But Predictable Unlike transient hotel stays with fixed check-in and check-out dates, extended stay guests often live in a state of semi-permanence. They stay “until next Friday,” “until the job wraps,” or “until housing comes through.” And while that flexibility is what makes extended stay appealing, it’s also what makes it complex to manage. Common disruptions include: Guests paying late and holding rooms without confirmed departure Sudden evictions requiring accelerated turnover Last-minute changes to guest itineraries Unknown or open-ended departures that block long-term bookings Each scenario leaves operators guessing whether a room will truly be available tomorrow — or if a scheduled arrival will collide with an overstaying guest. The Solution: Smarter Availability Management with L.O.S Protection Gearco’s L.O.S Protection™ is built to take the guesswork out of room availability. Using historical stay data and predictive algorithms , this feature monitors guest profiles and behaviors to calculate the probability of departure — and intelligently protects your inventory based on realistic expectations, not just theoretical checkout dates. Instead of letting any reservation block a room, L.O.S Protection™ cross-references: Past stay patterns Payment behavior Unit-level turnover trends Reservation timing and type This enables your system to make smarter decisions about which rooms to protect, which to hold, and which to flag for review — helping you avoid overbookings, reduce last-minute conflicts, and preserve revenue integrity . Protecting Revenue, One Room at a Time When a room is misallocated due to an unanticipated departure or extension, the cost isn’t just operational — it’s financial. Lost bookings. Downtime. Unused inventory. L.O.S Protection™ helps operators shield high-value rooms from risky reservations while maximizing the utility of inventory that’s more flexible. By factoring in the “unknowns,” operators can: Confidently sell rooms without fear of double-booking Optimize availability for long-stay, high-value guests Reduce last-minute operational scrambles Maintain a more stable revenue pipeline A System That Thinks Like an Operator L.O.S Protection™ doesn’t replace operator judgment — it enhances it. By embedding intelligent, data-informed rules into your availability logic, Gearco empowers your team to focus on guest service and operational quality rather than playing booking Tetris every morning. This is especially critical in True Extended Stay , where occupancy is high, turnover is low, and flexibility is expected. You can’t afford to leave inventory decisions to chance — and with L.O.S Protection™, you don’t have to. The Bottom Line: Control in an Uncontrolled Environment Extended stay doesn’t follow the script of traditional lodging. That’s exactly why it’s so profitable — and why it’s so difficult to manage without the right tools. Gearco’s L.O.S Protection™ is purpose-built for this space , helping you anticipate the unpredictable, protect your best assets, and book with confidence. When every night matters, and every room counts, knowing when a guest is likely to leave is just as important as knowing when they’re scheduled to. That’s the insight L.O.S Protection™ brings — and it’s how Gearco helps you run smarter, leaner, and more profitably.
True Extended Stay: Leading the Charge in U.S. Lodging Durations and Occupancy Strength In today’s lodging market, where volatility and short-term strategies dominate headlines, one segment quietly outperforms across nearly every metric that matters: True Extended Stay. Built from the ground up for longer-term guests and operational resilience, True Extended Stay properties are commanding attention — and market share — by redefining what consistency, occupancy, and profitability look like. Understanding the Market: A Length of Stay Breakdown
Dedicated Support That Gets It Right At Gearco, support isn't just a service — it's a mindset. We know extended stay properties run differently. You deal with longer guest lifecycles, more complex billing, and constantly shifting operational demands. That’s why our support isn’t a generic help desk — it’s a dedicated, industry-trained team that gets your world, your challenges, and your expectations. We don't just fix issues — we prevent them, guide you through them, and give you the clarity to move forward with confidence.
Extended Stay Operations & Cash-Based Accounting: A Smart Match for Real-World Simplicity In the hospitality world, extended stay properties serve a unique niche—guests staying for weeks or even months at a time. These operations don’t follow the usual nightly churn of traditional hotels. Instead, they function more like hybrid lodging and residential spaces. As such, the way they track and recognize revenue needs to reflect that difference. That’s where cash-based accounting comes in—and why more extended stay providers are turning to it. Understanding Extended Stay: It’s Not Just a Long Hotel Stay Extended stay guests often: Stay 7 nights or forever nights (often 90+ days) Pay weekly, biweekly, monthly, or more Include corporate, relocation, or long-term travel customers Have rolling checkout dates, flexible extensions, or no expected departure Operationally, this creates a fluid billing environment that doesn’t always match up with strict accrual-based accounting models designed for short-term, fixed-date stays. Why Cash-Based Accounting Makes Sense Unlike accrual accounting, which recognizes income when it is earned (regardless of when payment is received), cash-based accounting recognizes income when cash is in hand. For extended stay properties, this model aligns better with how guests actually pay—and how operators track cash flow. Benefits of cash-based accounting for extended stay properties: Simplifies revenue tracking With rolling extensions and unpredictable checkout dates, tracking future expected revenue in accrual models can get messy. Cash accounting reflects reality: if they paid, it’s revenue. If they didn’t, it’s not. Immediate visibility into real cash flow Owners and managers see exactly how much money was collected and when—vital for payroll, vendor payments, and financial forecasting. Fewer reversals and adjustments No need to constantly reconcile deferred income or prepaid liabilities. If a guest cancels or leaves early, there’s no need to back out revenue that was never actually received. Simpler tax reporting for smaller operators Many extended stay operators fall under IRS rules that allow or prefer cash accounting. It makes compliance easier and often lowers administrative overhead. Real-World Example Let’s say a guest books a room for 30 days but only pays for the first 7 days upfront. Under cash-based accounting, only the first week's payment is recognized as income. If they leave early or extend, the accounting adjusts based on actual payments—not assumptions. This approach ensures the books reflect real income, not speculative revenue. How Gearco Helps At Gearco, our platform is designed to support cash-based and accrual-based accounting, but we’ve optimized tools specifically for extended stay environments. That means : Automated payment tracking Flexible billing intervals Real-time revenue reporting Seamless tax prep features If your operation thrives on extended stay guests, our system keeps your books in check without you needing a finance degree. Final Thought Extended stay operations require flexible, reality-based financial tools. Cash-based accounting fits the bill by keeping things simple, clean, and grounded in actual payments. It’s the practical choice for operators who want clarity, not complexity.
Guaranteed Implementation: Gearco’s Commitment to Seamless Onboarding and Long-Term Success In extended stay property management, implementation is everything. A platform can be packed with features, but if it’s not implemented correctly, the result is confusion, disruption, and missed revenue. That’s why Gearco doesn’t just offer software — we guarantee your success from day one. Our Guaranteed Implementation process is purpose-built for extended stay operations. It’s not a generic onboarding checklist—it’s a tailored, step-by-step experience led by specialists who understand your business, your pace, and your pressure points. Whether you’re transitioning from another system or opening a new property, Gearco ensures your team is ready, your data is intact, and your operations are aligned before you go live. A Platform Backed by a Proven Process Gearco was founded in 1996 with one mission: to solve the operational complexity of extended stay. Over the years, we’ve learned what works — and what doesn’t — when it comes to launching a new property management system. Our implementation isn’t rushed or cookie-cutter. It’s structured, role-based, and hands-on, guiding your staff through everything from high-level system navigation to the details that make your day-to-day run smoothly. And we do it all with one goal: to help your team gain confidence and competence using Gearco from the very start. What Guaranteed Implementation Really Means When you sign on with Gearco, you’re assigned a dedicated implementation specialist who becomes your go-to resource throughout the entire onboarding process. This person doesn’t just know the system — they understand how extended stay really operates. They’ve helped hundreds of properties just like yours launch cleanly and profitably. Here's what your onboarding can include: Room Setup : We’ll help you configure your full room inventory — including custom types, rates, and settings—to reflect your property layout and pricing strategy accurately. Whether you're managing nightly, weekly, or long-term rate structures, Gearco's tools are flexible and built to scale. Rate Configuration : Our team will assist in setting up your rate plans, promotional rates, and billing intervals (cash or accrual), ensuring each one is properly linked to folios, revenue tracking, and taxes. Importing Existing Guests : Switching systems doesn’t mean starting over. We handle the import of your current guest data — including folio balances, historical notes, and reservation status — so there's no disruption in service or loss of important records. User Role Setup and Security Controls : Your team will be assigned user roles based on job function, from housekeeping to GMs to corporate-level oversight. Gearco’s SecurePoint™ and Cloud Verify security models are configured to ensure safe, role-based access from day one. Onsite Equipment Setup: Hardware provisioning, device configuration, and physical installation support for networked devices, terminals, and peripherals. Online Reservations Integration: Seamless setup of online booking tools with real-time availability, rate sync, and confirmation workflows. Consulting & Operational Advice: Expert guidance tailored to extended stay operations—covering best practices, workflow design, revenue strategy, and process optimization. Training by Role : Our training is structured to match your operational flow. Front desk staff, property managers, and regional leaders each receive role-specific instruction focused on the features they use most — making the learning curve shorter and the adoption rate faster. Milestone Tracking : From initial setup to go-live, every phase is documented and tracked. You’ll know what’s been completed, what’s next, and when your team is ready. Live Go-Live Support: On your go-live day, our team is by your side (virtually or in-person) to ensure everything runs smoothly. Questions are answered in real time, and any last-minute adjustments are handled immediately. Post-Launch Success Check-ins : After you’re live, we don’t disappear. Our success team checks in to confirm everything is running as expected, usage is where it should be, and your team feels confident in the system. Why It Matters Too many systems are sold with promises of "easy setup" — only for properties to struggle through clunky transitions, untrained staff, or misconfigured billing structures. That costs time, money, and guest trust. Gearco’s Guaranteed Implementation removes the guesswork. You won’t have to wonder if your rooms are set up correctly, if your rates are calculating properly, or if your front desk team really knows what they’re doing. We handle the heavy lifting, ensure proper training, and stand behind the result. Most importantly, a successful implementation means: Fewer billing errors Reduced staff frustration Faster time to full adoption Better guest experiences from day one When your foundation is solid, everything else runs smoother. More Than Software — A Partnership At Gearco, we see implementation as the beginning of a long-term relationship — not a transaction. Our clients stay with us because we don’t just get them live — we help them grow. With more than 23 million stays transacted, a 96% customer satisfaction rate, and a 95% client retention rate, our results speak for themselves. Ongoing Support for Operational Change and Training Implementation doesn’t end at go-live. At Gearco, we understand that operations evolve — and so should your support. That’s why your Implementation team remains an active partner, ready to assist with any changes to your processes, staffing, or workflows. Whether you’re rolling out a new operational strategy, onboarding new team members, or refining your training approach, our specialists are here to consult, retrain, and help align the system to your current needs. It’s not just about keeping up — it’s about continually optimizing for success. Collaboration with Development for Tailored Solutions Sometimes, success calls for more than configuration — it calls for innovation. When your business needs go beyond current system capabilities, Gearco’s Development team is ready to engage. We work directly with clients to evaluate requirements, provide technical consultation, and plan potential enhancements that align with both your goals and our platform roadmap. Whether it's a small workflow tweak or a larger custom feature, our collaborative development process ensures your voice is heard and your solution is built to last. Final Words With Gearco’s Guaranteed Implementation, your team is never left guessing, your data is always respected, and your success is always the goal. Let us take the guesswork out of going live — because your extended stay operation deserves more than a login. It deserves a launch that works.
