Cloud PMS · POS · Membership · Procurement
Hotel PMS — Cloud Hotel Property Management System
One operating system for the whole house — reservations, front desk, housekeeping, F&B and finance. Built for hotels that would rather spend the shift with guests than with four disconnected screens.
Quick answer
A hotel PMS is the system of record for rooms, rates, guests, folios, housekeeping and reporting. It connects reservations, front desk, billing, OTA channels and finance so one guest record and one ledger run the property. Deploy it in the cloud, on property or hybrid.
Cloud, on-premise or hybrid. Your data stays yours.
Illustrative property photography
- Core modules
- 12
- Report templates
- 300+
- Integration points
- 20+
- Deployment models
- 3
At a glance
Hotel PMS at a glance
Scope, deployment and implementation before the feature list.
| Item | Detail |
|---|---|
| Property size | 10–500+ rooms; single property or group |
| Core modules | Reservations, front desk, cashier, housekeeping, night audit, reporting |
| Deployment | Cloud, on-premise or hybrid |
| OTA and channels | Channel manager, booking engine, rate and restriction sync |
| Payments and identity | Card terminals, gateways, ID and passport capture |
| Door locks and rooms | Key issuance and room-status integration |
| Reporting | 300+ templates for occupancy, ADR, RevPAR, outlets and AR |
| Implementation | 4–8 weeks for a single property; groups phased |
One record, from enquiry to departure.
The operating idea
The front desk is rarely the problem. The gaps between systems are.
A guest gives their name at booking, again at check-in, again at the restaurant, and once more when finance reconciles the month. Every handoff is a place where details drift. We build one system of record so the guest, the folio and the report never have to be re-explained.
- A reservation changes once and every department sees the change.
- A charge posted at the restaurant lands on the right folio, first time.
- A group report uses the same definitions as the single-property report.
Where the day leaks
Four quiet costs of a disconnected stack.
Most hotels do not lose time in one dramatic failure. They lose it in small reconciliations that happen every shift.
01
The guest, repeated four times
Profiles live in the PMS, the restaurant, the membership tool and a spreadsheet. Preferences arrive too late to act on, and the same VIP is greeted as a stranger at the second outlet.
02
The folio that does not match
Outlet charges are batched, re-keyed or disputed. Front office spends the afternoon reconstructing what the guest already signed for.
03
Reports that arrive after the decision
Night audit closes late, month-end takes days, and the revenue meeting reviews last week instead of this morning.
04
Housekeeping on a different page
Room status is updated by radio and memory. Arrivals wait for a room that was ready twenty minutes ago, or walk into one that was not.
What we build around
What should a hotel PMS get right?
Features are easy to add. Consistency is not. These are the constraints we design against, from the reservation screen to the group consolidation.
01
One guest record
A profile is created once and enriched everywhere: stay history, preferences, membership tier, corporate contract, folio history. No outlet keeps a private copy.
02
One ledger
Room, F&B, banquet, spa, telephone and miscellaneous charges post to the same folio structure, with split folios, routing rules and a clean audit trail.
03
One reporting language
Occupancy, ADR, RevPAR and segment definitions are set once and applied across properties, so a group report is a roll-up — not a reconciliation project.
The platform
Which modules does a hotel PMS include?
The same database behind every screen. Choose the modules you need today; add the rest without a migration.
Front office
From enquiry to key card, on one screen.
Individual, group and hourly bookings; waitlists; room blocking; deposits; check-in with ID capture; upgrades; extensions; room moves; split folios; express departure.
- Availability and rate calendar with restrictions
- Group blocks, rooming lists and batch check-in
- Deposits, credit limits and routing rules
- Check-out with consolidated or split folios
Module availability depends on edition and deployment. We scope it with you before signing.
Housekeeping
A room board that the whole house trusts.
Dirty, clean, inspected, blocked and out-of-order states update in real time. Tasks are assigned by floor or zone, with maintenance tickets tied to the room.
- Live room status by floor, zone and room type
- Task assignment, inspection and turnaround times
- Maintenance tickets and out-of-order control
- Mobile updates from the floor
Module availability depends on edition and deployment. We scope it with you before signing.
F&B and banquets
One bill, whether it is a coffee or a wedding.
Restaurant, bar, room service and banquet operations share the guest record. Orders can be charged to a room, a company or an event folio, with kitchen tickets and split bills.
- Floor plans, table turns and covers
- Kitchen printing and course timing
- Charge-to-room with credit checks
- Banquet events, packages and BEO charges
Module availability depends on edition and deployment. We scope it with you before signing.
Revenue and distribution
Rates, restrictions and channels in one place.
Seasonal rates, packages, occupancy and length-of-stay restrictions, corporate agreements and channel connections are maintained centrally and reflected at the desk immediately.
- Rate plans, packages and derived rates
- Channel manager connections to major OTAs
- Corporate and travel-agent contracts
- Forecast and pickup reporting
Module availability depends on edition and deployment. We scope it with you before signing.
Finance and night audit
A close that happens on time, every night.
A configurable night-audit checklist, automated room and tax posting, city-ledger ageing, commission calculation and a full transaction log — with corrections that leave a trail.
- Configurable night-audit sequence
- Automatic room, tax and package posting
- AR ageing, invoicing and commission
- Trial balance and audit reports
Module availability depends on edition and deployment. We scope it with you before signing.
Groups and back office
Multi-property control without losing local sense.
Central rate and profile standards, property-level autonomy, consolidated reporting, procurement and engineering — for groups that need one view without one bottleneck.
- Multi-property dashboard and consolidation
- Central profiles and rate standards
- Procurement, receiving and stock
- Role-based permissions down to the action
Module availability depends on edition and deployment. We scope it with you before signing.
The suite
Which modules can you add to the PMS?
Start with the PMS. Add the outlet, the loyalty programme and the back office when the operation is ready — without standing up another database.
01 · Core platform Property Management
A PMS built around the work that happens between systems: the guest who arrives twice, the charge that posts late, the room that is ready but still shows dirty. One database, one folio, one version of the day.
02 · Outlet operations F&B Point of Sale
A restaurant bill is not a separate event from the guest stay. Orders, table turns, kitchen tickets and room charges live in the same system as the reservation, so the guest gets one bill and finance gets one ledger.
03 · Guest intelligence Guest & Membership
A guest is not a room booking. They are a history of stays, meals, preferences and exceptions. This module keeps that history in one place and makes it visible at the desk, in the outlet and in the sales office.
04 · Back office Procurement & Inventory
Rooms revenue gets the attention; procurement decides the margin. Requisitions, purchase orders, receiving, issues and stocktakes are connected to department budgets and to the kitchen’s recipes, so cost is visible while it is still controllable.
By property
The same core, tuned to the operation.
A 40-room boutique and a 400-room resort do not need the same workflow. The data model stays consistent; the configuration changes.
01 Full-service hotels
Front office, multiple outlets, banqueting and finance on one ledger.
02 Boutique & lifestyle
A small team, a distinctive property, no room for busywork.
03 Resorts & destinations
Packages, multiple outlets, seasonal rates and activities.
04 Hotel groups & chains
Central standards, local autonomy and consolidated reporting.
05 Serviced apartments
Long-stay billing, utilities and apartment-level housekeeping.
From the property
The work, in the room and behind it.
Front desk, breakfast service, banquet setup, housekeeping and the back office. The system is judged in these rooms, not on a feature list.
The ecosystem
Open at the edges, disciplined in the middle.
A PMS is only as good as what it can talk to. Door locks, identity readers, payment terminals, channel managers, telephony, guest-room controls and accounting all connect through documented interfaces — and every interface is monitored, logged and versioned.
See the integration catalogueDistribution
- Channel manager
- Booking engines
- GDS and CRS
Guest room
- Door locks
- Energy control
- IPTV and VOD
Identity and payment
- ID and passport readers
- Card terminals
- Payment gateways
Operations
- Telephony and wake-up
- Kitchen printing
- Accounting and ERP
Deployment
Cloud, on-premise or hybrid?
Some groups want a managed cloud. Some markets require data to stay on property. Some need both. The application is the same; the hosting decision is yours.
Cloud
Managed, multi-property ready
We host and operate the environment, with automated backups and rolling updates. New properties come online without new hardware.
- Fastest start
- Central reporting
- Automatic updates
On-premise
Inside your network
The full application on your own servers, for groups with data-residency or network constraints. Remote support and update planning included.
- Data residency
- Local control
- LAN performance
Hybrid
Local operations, central insight
Property servers keep the desk running if the WAN drops; consolidated reporting runs centrally. The pragmatic choice for distributed groups.
- Resilience
- Group reporting
- Phased rollout
01
Discover
We map the current stack, interfaces and reporting definitions, and agree what “done” means.
02
Configure
Room types, rate plans, folios, taxes, outlets, roles and night-audit rules are built in a sandbox.
03
Migrate
Profiles, balances, future reservations and history are extracted, cleaned and reconciled before cutover.
04
Train
Role-based sessions at the desk, in the outlet and in finance, using your own procedures — not generic slides.
05
Support
On-site or remote cover through the first close, then a named support path with response targets.
By role
What changes for each role?
General manager
One version of the numbers.
Today’s occupancy, rate, segment mix and outlet revenue in one dashboard — with drill-down to the transaction, not a static PDF.
Front office
Fewer tabs, shorter queues.
Arrivals, departures, folios and room moves on one screen. Repeat guests recognised before they reach the desk.
Financial controller
A close without the scavenger hunt.
Night audit, AR ageing, city ledger, commissions and trial balance from the same ledger — with an audit trail for every correction.
IT and systems
Fewer moving parts to babysit.
Documented interfaces, role-based access, operation logs and a deployment model that matches your network reality.
Field notes
Practical writing for hotel operators.
No trend pieces. Notes on check-in design, night audit, data discipline and the systems decisions that age well.
Why every property defines occupancy differently — and how to stop
A group report is a governance document. If the definitions are not owned centrally, the number is a negotiation.
Cloud or on-premise PMS: a decision guide for independent hotels
The hosting question is really about resilience, data residency and who owns the 02:00 problem.
Night audit without the overtime: what to automate and what to keep human
A close is a sequence of decisions, not a pile of reports. Design the sequence and the overtime disappears.
Knowledge
Hotel PMS knowledge
Six hubs and 24 guides on modules, pricing, deployment, integrations and property scenarios.
The Hotel PMS Guide
A practical hotel PMS guide: modules, buying criteria, implementation, costs and contract checks for independent hotels and groups.
The Hotel PMS Pricing Guide
Hotel PMS pricing explained: room-count tiers, modules, deployment, interfaces, implementation and the three-year total cost.
Cloud vs On-Premise PMS
Cloud vs on-premise PMS: resilience, offline behaviour, security, data residency, IT effort and total cost — a decision guide for hotels and groups.
OTA, Payment and Lock Integration
Hotel PMS integration guide: OTA channels, payment terminals, door locks, identity and accounting — methods, ownership and failure handling.
PMS for Small, Boutique and Resort Hotels
A module map by property type: small hotels, boutique properties and resorts — what to buy, what to defer and what stays the same.
PMS Modules Explained
Booking engine, channel manager, POS, CRM and RMS explained: what each module does, where it stops and how it connects to the PMS.
Frequently asked questions
Frequently asked questions
What is a hotel PMS?
What does a hotel PMS include?
Cloud or on-premise?
Can it connect to OTAs?
How long does implementation take?
How much does it cost?
Next step
See the platform on your own workflows.
A 30-minute walkthrough, built around your property type and the systems you already run. No slide deck — we work through arrivals, folios, night audit and reporting live.
Typical reply within one business day.