Hotel & Guest House Management
Room availability, check-in and folio billing — with the register the police station asks for produced without a scramble.
A small hotel or guest house runs on a single question asked twenty times a day: is a room free tonight. Answering it from a chart on the wall works until two staff answer the phone at once, or until a booking taken on WhatsApp three weeks ago turns up at eleven at night to find the room sold.
What gets built is availability, reservations, the check-in record and a folio that collects room, restaurant and laundry charges onto one bill at departure. Guest registration and the CNIC or passport record that local authorities require is part of the same build, because it is the part most guest houses currently keep in a separate handwritten register and cannot search.
What it fixes
- Availability on a wall chart or in one person's head, which produces double bookings on busy weekends
- Advance bookings taken over phone and WhatsApp with the advance noted on a slip, and no single list of who is arriving tomorrow
- Extra charges — meals, laundry, a late checkout — remembered at the desk and added to the bill from memory, or forgotten
- Walk-in rates negotiated at the counter with no record of what was agreed or who agreed it, so the night audit never balances
- The guest register for police and tourism records kept by hand, impossible to search when a specific date is asked about
- Seasonal and off-season rates, plus corporate and agent rates, applied inconsistently depending on who is at the desk
What gets built
A starting point, not a fixed list. The build is scoped to your own process before anything is written.
Availability and rate plans
Room types and individual rooms on a date grid, with season, corporate and agent rates, so the free-tonight question has one answer everybody sees.
Reservations and advances
Bookings with guest details, arrival and departure, advance received and a daily arrivals and departures list. Cancellation and no-show handled with your own advance-forfeit policy recorded.
Check-in and guest register
CNIC or passport captured at check-in with the accompanying-guests record, producing the statutory register as a searchable record rather than a handwritten book.
Folio billing
Room charge plus restaurant, laundry, minibar and extras posted to the guest's folio during the stay, so checkout is a printed bill rather than a reconstruction at the counter.
Housekeeping status
Room status — occupied, vacant dirty, ready, out of order — updated by housekeeping, which stops a room being sold before it is cleaned or held back after it is.
Night audit and occupancy reports
Daily revenue and settlement by payment mode, occupancy and average room rate by period, and agent-wise business so commission is paid against something verifiable.
Who this is for
Guest houses, small hotels and serviced apartments of roughly 8 to 120 rooms, where the desk is staffed by more than one person and advance bookings are common. It suits northern-area properties with sharp seasonal swings, and city guest houses with corporate accounts and monthly billing. A four-room guest house run by the owner does not need it. Large hotels with an existing property management system, channel manager and online travel agency integrations are a different conversation — replacing that is a much bigger project than it looks, and a focused addition alongside it is usually the more honest proposal.
Questions
Can it connect to Booking.com or other online travel agencies?
Only through a channel manager, which is a third-party subscription with its own monthly cost and its own approval process with each portal, and the integration is a separate piece of work from the hotel build. Without it, portal bookings have to be entered by hand — which is workable at low volume and becomes a real overbooking risk at high volume. Decide this deliberately, because it changes both cost and scope.
Does it handle the guest register the authorities ask for?
It records what is normally required — identity document, address, arrival and departure, accompanying guests — and makes it searchable and printable, which is a significant improvement over a handwritten book. But requirements differ by province and by what your local station or tourism department asks for, and they change. Bring us the format you are currently expected to submit and we will build to it rather than assume.
We are busy three months a year and empty the rest.
Then the case rests on whether the three months are chaotic enough to justify it. For many northern properties they are — that is when double bookings, lost advances and disputed bills all happen at once. But run the numbers on the season's revenue rather than the annual average, and if the season is six weeks with a handful of rooms, a shared spreadsheet and one person owning the chart may be the correct answer.
Tell us how your guest house runs.
We scope it first — what it takes, how long, what it costs. No obligation.