In 2020, Airbnb removed the ability for hosts to set custom security deposits on their listings. The platform replaced host-controlled deposits with AirCover — a damage protection program managed entirely by Airbnb. For many hosts, this change created a gap in their property protection strategy.
AirCover sounds comprehensive on paper, but the reality is frustrating. Claims take weeks to resolve, documentation requirements are extensive, coverage caps may not match your property's value, and Airbnb ultimately decides the outcome — not you. If you manage high-value vacation rentals, this level of uncertainty is unacceptable.
The solution is collecting a security deposit outside the Airbnb platform. This guide explains how to do it professionally, legally, and without creating friction for your guests.
Why Hosts Need Deposits Outside Airbnb
Understanding the limitations of AirCover helps explain why independent deposit collection has become standard practice among professional hosts.
AirCover provides up to $3 million in damage protection, but accessing that protection involves a claims process that many hosts find inadequate. You must report damage within 14 days of checkout, provide extensive photo documentation, obtain repair estimates, and wait for Airbnb's review.
The review process can take weeks. During that time, your property might be unlisted or you're hosting new guests in a damaged property. If Airbnb determines the damage was "normal wear and tear," your claim is denied regardless of your documentation.
Most critically, AirCover doesn't cover everything. Cash, securities, pets, and certain types of property aren't covered. Damage caused by a guest's pet? Not covered. Missing high-value items without clear evidence? Difficult to claim.
When Airbnb controls the deposit process, you're a passive participant. You file a claim and hope for approval. With an independent deposit, you hold the funds and decide the outcome. This reversal of control is the fundamental advantage.
If a guest damages your marble countertop and the repair costs €400, you capture €400 from the held deposit immediately. No claim form, no waiting, no appeals process. You document the damage, capture the amount, and move on.
Many vacation rental businesses use Airbnb alongside direct bookings through their own website. For direct bookings, you have complete freedom to require security deposits. But even for Airbnb bookings, collecting a supplementary deposit is common practice among professional hosts.
The key is transparency. Guests should know about the deposit before they arrive. Include it in your house rules, mention it in your booking confirmation, and explain the process clearly.
How to Collect Deposits from Airbnb Guests
The most effective method is sending a security deposit payment link after the booking is confirmed but before arrival. Here's how the process works with PayRequest.
Create a Smart Link in PayRequest for your property. Set the product type to "Security Deposit," enter your deposit amount (typically €250–€1,000 for vacation rentals), and configure the hold duration to cover the stay plus 2–3 inspection days.
Customize the payment page with your property branding — logo, colors, and a recognizable URL like pay.payrequest.me/yourvilla/deposit. This branded experience builds trust and makes the deposit feel professional, not improvised.
After a guest books your property on Airbnb, send them the deposit link through Airbnb messaging. Most hosts include it in their pre-arrival instructions alongside check-in details, house rules, and WiFi passwords.
A sample message:
*"Hi [Guest Name], welcome! Here are your check-in details and house rules. We also collect a €500 security deposit for all stays. This is an authorization hold — your card is not charged. After checkout, we inspect the property and release the hold within 48 hours if everything is in order. Please authorize the deposit here: [link]"*
The transparent explanation — "your card is not charged" — is essential. Guests who understand the process comply without hesitation. Guests who feel surprised or pressured may push back.
When the guest clicks the link, they see a branded payment page showing your property name, the deposit amount, and the hold duration. They enter their credit card details and authorize the hold.
After authorization, the guest gets access to a status page showing:
- Hold status: Active, with a visual progress bar
- Amount held: The deposit amount
- Time remaining: A countdown to hold expiration
- Capture history: Any partial captures made
This status page answers the guest's inevitable questions ("When do I get my deposit back?") before they ask. The auto-refreshing page means guests can check anytime without contacting you.
When the guest checks out, inspect your property. Document the condition with photos, check inventory lists, and note any issues.
No damage? Release the hold from your PayRequest dashboard. The guest sees their status page update to "Deposit Released" and the pending transaction disappears from their card within 1–3 business days.
Damage found? Capture the appropriate amount. If deep cleaning is needed (€150), capture €150 from the €500 hold. The guest is notified and can see exactly what was captured and why in their status page. The remaining €350 is released automatically.
Serious damage? Capture the full amount. Document everything with photos and timestamps. The guest receives notification of the full capture.
Setting the Right Deposit Amount
The deposit amount should balance protection with guest confidence. Too high and you'll discourage bookings. Too low and you won't cover realistic damage scenarios.
Standard apartment (1–2 bedrooms): €250–€500. Covers cleaning, minor wall marks, and basic repairs.
Family home (3+ bedrooms): €500–€750. Higher occupancy means more potential for accidental damage.
Luxury property (high-end furnishings, pool, special amenities): €750–€1,500. Expensive items need proportional protection.
Unique properties (boats, treehouses, historic homes): €500–€2,000. Unusual properties have unusual repair costs.
Longer stays increase damage risk. Consider a tiered approach:
- Weekend stays (1–3 nights): Standard deposit
- Weekly stays (4–7 nights): 1.25x standard deposit
- Extended stays (8+ nights): 1.5x standard deposit
With PayRequest, you can create multiple Smart Links for different deposit tiers, or use dynamic payment links to adjust amounts per booking.
Legal Considerations
Collecting deposits outside Airbnb is legal in most jurisdictions, but there are nuances to understand.
Airbnb's terms prohibit charging guests "outside of the Airbnb platform" for the accommodation itself. However, security deposits for damage protection operate in a different category. Many professional hosts and property management companies collect independent deposits as standard practice.
The key is that the deposit is clearly separate from the booking payment. It should be communicated as a damage protection hold — not an additional fee or surcharge on the accommodation.
Some jurisdictions have specific rules about security deposits for short-term rentals. Check your local regulations regarding maximum deposit amounts, return timelines, and documentation requirements. European cities are generally permissive about deposit collection for vacation rentals.
Protect yourself by maintaining clear records:
- Property condition report: Photo and video documentation at check-in and checkout
- Clear deposit terms: Written policy sent to every guest before arrival
- Capture justification: Detailed description and photos for any amount captured
- Communication trail: Keep all guest correspondence about the deposit
PayRequest's activity log automatically records every deposit action — authorization, capture, release — with timestamps, providing an audit trail without manual record-keeping.
QR Codes for On-Site Collection
For hosts who prefer to collect deposits at check-in rather than before arrival, QR codes provide a seamless solution.
Print a QR code for your property's deposit link and display it:
- At the entrance or key lockbox area
- Inside the property's welcome booklet
- On the back of the door alongside emergency numbers
- In the check-in instructions
Guests scan the code with their phone camera, authorize the deposit in seconds, and you're protected before they even unpack. This works especially well for properties with self-check-in where you don't interact with guests in person.
Getting Started
Collecting security deposits outside Airbnb gives you direct control over your property protection. No claims process, no waiting for platform decisions, no coverage gaps.
PayRequest's security deposit feature is designed specifically for vacation rental hosts. Create Smart Links with QR codes, customize hold durations up to 28 days, and manage captures from a single dashboard.
The Business plan at €20/month includes everything — unlimited Smart Links, QR codes, customer status pages, and deposit management. Start protecting your properties or explore how deposits work.