In this article · 6 sections
A hotel PMS (property management system) is the software your front desk uses for reservations, check-ins, room status, billing and guest history. For a growing hotel it replaces the register, the Excel sheet and the notebook of phone bookings with one screen.
Must-have features
| Feature | Why |
|---|---|
| Reservation calendar | See every room's status at a glance |
| Check-in with ID capture | Faster and more compliant check-ins |
| GST invoicing | Correct slabs and invoice format. See hotel GST |
| Housekeeping status | Dirty, clean, inspected, out of order |
| Channel manager link | Avoid overbookings. See channel manager guide |
| Reports | Occupancy, ADR, RevPAR, revenue by source |
| User roles | Limit who can give discounts or delete bills |
Nice to have
- Website booking engine
- POS for restaurant charges posted to rooms
- WhatsApp or email confirmations
- Mobile app for the owner
Cloud or desktop?
Cloud PMS works from any device, gets updates automatically and is safer from local computer crashes. It needs reliable internet, so keep a mobile hotspot as backup. Desktop software suits places with poor internet but needs regular backups.
Pricing models
Most cloud PMS products charge a monthly fee per room or per property, sometimes with setup and training fees. Ask about extra charges for channel manager, booking engine and additional users.
Questions to ask before buying
- Can I export my data if I leave?
- What support is available at night and on weekends?
- Is training in Hindi or Punjabi available for staff?
- Do you have customers near me I can speak to?
FAQs
At what size does a PMS make sense?
Many hotels benefit from around 8–10 rooms or as soon as they sell on several channels.
Can I build my own?
A simple custom booking system can work for one property, but invoicing, channel sync and support are hard to maintain. Weigh it carefully.
Was this article helpful?
Your answer helps us improve our guides
