Best Property Management System & Hotel PMS Software
Aiosell is the simplest and most comprehensive Property Management Software used by 800 properties in 50+ countries that can streamline your front desk & hotel operations to make your hospitality business successful.
Why is Aiosell the best hotel PMS software:
· Extremely simple & easy to use
· Affordable & Low Cost
· All Hotel ERP Modules available in one System
· Fully automated All in One Hotel Management Software
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Hotel Front Desk Software
Hotel ERP Software
What modules are available in Aiosell PMS All in One Hotel Management System
Payments
Invoices / Folio
Housekeeping
Maintenance
Mini bar
Laundry
Room Management
Checkin / Checkout
Reservations
Companies / City Ledger
Reports
Guest Details + GRC
Why is Aiosell PMS #1 Hotel Management System?
- Extremely simple and easy to use with minimum training.
- Fully automated & seamless integration with all Hotel PMS modules
- Single Login for property management & channel manager
- Supports chain & multi-property hotels easily
- Hotel Accounting System integrates with expenses & cash management
- Supports Stores, Purchases & Inventory Management with item consumptions & recipe
- Ability to create multiple users with permissions / privileges
- Analytics, Reports, Profit & Loss Statement calculated automatically
- HR & Employee Management Module included.
- Automated Night Audit & No Show Marking in OTAs
- Guest CRM using emails, SMS and Whatsapp messages
- Occupancy sensor integrated using IOT Devices
What is a hotel property management system?
A hotel property management system that is typically used by the hotel front desk to manage all day-to-day operations of the hotel. This includes tracking all guest reservations from both online and offline sources, perform room allotments by doing checkin & checkout, track all services consumed by the guests, and generate invoices to the guests at the time of checkout.
However, modern hotel property management systems like Aiosell can include all other areas of hotel management system as part of the property management software (like channel manager, revenue manager, reputation management, Hotel ERP system, Accounting system) to make a complete consolidated hotel management system that can help the hotel generate more profits.
What are basic modules of hotel property management system?
Most basic property management systems consist of following modules:
- Guest Reservations
- Room Allocations
- Checkin / Checkout
- Billing / Invoice / Folio Management
- Store guest details along with their identity
- Manage companies / sources of business
- Daily Reports for hotel operations
What are additional modules required for best front desk management system?
Any hotel front desk or property management system should have following value-added features to be suitable for modern needs of hotel & traveller:
Features in Hotel PMS & Front Desk:
Ability to manage multiple properties / locations / chains
Ability to manage large groups
Multiple views to manage the property easily
Integration of expenses & Cash book in Front Office module
Ability to manage Complimentary & Out of Order rooms
Generate customized formats for Guest invoices & Guest Registration Cards (GRC)
Manage daily housekeeping & maintenance task effortlessly
Ability to collect Payments & give discounts easily
Generate payment links & integrate with Credit Card machines
Ability to import and export guest databases
Manage companies with contracted rates & maintain City Ledger
Ability for guests to give pre-arrival details (Contactless checkin)
Work seamlessly with doorlock & keycard access systems
What are the different types of hotel property management system?
There are typically two main types of hotel property management systems:
On-premise Systems: Most traditional hotel PMS systems are those that are installed on local hotel servers. These systems were developed a few decades ago, and require regular upgrades, security maintenance, and high one-time installation and training costs. These systems usually do not have web / mobile application interface and are very clunky and difficult to use.
Cloud Based Hotel Management System: The cloud based hotel PMS can typically accessed using a simple web browser or mobile app, and has very simple user interface. These are modern hotel management software systems that do not need to be physically installed on the hotel server. They do not require server management, security & backup maintenance. Due to simplicity and ease of use, these cloud based hotel systems do not require extensive training for hotel staff and can be setup within a few days with low training & installation costs.
Most smart hotels are converting their property management system installations from on-premise to cloud based systems, similar to Aiosell PMS which can increase efficiency and reduce costs and complications.
How to choose the best hotel PMS software?
The following is a quick check list to decide how to choose the best Property Management System for your hotel or vacation rental property:
Ensure that the hotel PMS software is cloud-based hotel management system.
Ensure the hotel PMS is affordable, simple to use, and quick to install.
Ensure that the hotel PMS supports your unique requirements (multiple hotels, group reservations, contactless checkin,etc)
Ensure that the software is All in One System (with all modules into one system) that will avoid the complication of managing multiple vendors and installations.
Ensure that the integrated hotel PMS is connected with all OTAs using a channel manager.
Ensure that the hotel PMS has an inbuilt Dynamic Pricing & Revenue Management System to maximize revenues
Ensure the hotel software supports multiple integrations to 3rd party systems (credit card machines, payment gateways, doorlocks, etc).
How much does a property management system cost?
Most legacy Property management systems had a very high one-time cost combined with long installation & time periods. However, most modern cloud based property management system like Aiosell adopt a very simple and affordable pricing options:
Monthly subscription costs instead of high one-time costs.
Feature based pricing – depending on requirement of hotel
User based pricing – depending on number of concurrent usage required.
Extremely low installation costs.
Cloud based property management system can typically cost anywhere between $30 to $500 monthly subscription, depending on size of property, and requirement of features & users.
Hotel Front Desk System
What details should be included in hotel PMS dashboard?
A hotel PMS dashboard is a very critical feature of any property management system. This should include key metrics that gives an instant snapshot of the current status of the hotel. This would include key metrics like:
Current Occupancy Status (today)
Current Room Availability Status
Average Daily Rate (ADR)
No of arrivals (pending & arrived)
No of departures (pending & completed)
Revenue for each Point of Sale
Payments balance (pending payments)
Overall Trends (revenues / occupancy / ADR)
What is Night Audit in hotel PMS system and how does it work?
Night Audit is typically done in a hotel property management when the date changes to a new date, and all book of accounts and pending tasks from previous day have been completed. Most hotels do not do Night Audit at typical midnight hour (12:00am) to accommodate for late night checkins, who have essentially booked the hotel for previous night but could not checkin until late night or early morning. Hence, many hotels typically set their Night Audit times (date change) time to anywhere between 2am to 7am, depending on checkin trend and local market conditions.
The tasks that are typically done before a Night Audit is done are as follows:
Collect any pending payments or cancellation charges
Mark No Show in OTAs to avoid incurring commissions for non checked in guests.
Checkout any rooms that have not been shown in the system
Invoice any unbilled orders in Point of Sale systems like Restaurants or Room Service.
Most traditional property management systems do Night Audit process manually, and no other tasks can be done for new date, until the Night Audit process is completed. In modern cloud based systems like Aiosell, the Night Audit is configured to happen automatically and any tasks like marking No Shows in OTAs happens automatically to avoid any human errors or delays by the front office staff.
What kind of reports are used in hotel Property Management System?
A good property management system should have the following category of reports in the hotel software:
Front Office Reports – these will include (Arrival Report, Departure Report, Room Status Report, Policy Report of guests staying, Night Audit Report, Complimentary Rooms, No Shows, Maintenance & laundry Reports.
Accounting Reports – Room / datewise Revenue Reports, Checkout based Report, Payments Report, POS Report, Expense Reports, City Ledger Reports
Management Reports – Sales Report, Company Performance Reports, Monthly Performance, Forecast Reports, Monthly Profit & Loss Report
There could be many more customized reports that can be prepared and downloaded for each hotel / chain from Aiosell.
What is Guest Registration Card and how is it used in Hotel PMS?
Guest Registration card (GRC) is typically a document that every guest needs to sign before checking in to the hotel. This document ensures that any hotel has clearly explained the Terms & Conditions to the guest and have their signature on record for liability protection. Hotels are public places and hence the property management system should provide ways for hotel to protect its liability in case of any unforeseen incidents.
GRC typically contains the following details:
Details of booking (Room, rateplan, Price, Payment details)
Details of Guest (name, contact, identification)
Terms & Conditions
Signature
The GRC is a very important required by many hotels and countries to record all guest data to ensure adequate law and order and safety measures are in place.
How to make a reservation in hotel PMS system?
Reservations can be made in the hotel PMS system either automatically or manually. Most modern cloud based hotel management systems like Aiosell have all reservations from online channels entered in the PMS system automatically, because all systems are seamlessly integrated with each other. Any offline or direct bookings have to be entered manually in the property management system.
Details to be entered while making a reservations:
Booking Details (checkin, checkout, PAX, Room Type, Mealplan, source)
Price Details (room rate, taxes, add-ons, discounts)
Payment details (prepaid, credit card, etc)
Guest details with GRC & Signature
How to manage payments in hotel PMS system?
Payments are one of the most important features in any property management system. Key points worth nothing is:
Payments can be recorded at time of booking, checkin, or checkout.
Guests usually cannot be checked out from a folio, unless the payment is recorded and balance is showing zero.
Payments can have “Bill to Company” or City Ledger entries attached it.
Payments can be made through various methods like Cash, Credit Card, Debit Card, QR Code, Payment Links.
EDC Payment machines are typically connected to PMS systems for fast checkout and convenience to guests.
A good property management system like Aiosell provides all flexibility to hotel to collect payments using online, offline, or other methods to integrate seamlessly into the system.
How should a hotel invoice look in PMS system?
Hotel Invoice is an important part of hotel management system, because it is proof of guest stay and helps in tracking the transaction between hotel & guest, and is often needed for taxation and other regulatory authorities.
Key points to be noted for a guest invoice are:
Hotel details (name, location, phone number, email, etc)
Tax Details (VAT / GST numbers of hotel)
Invoice Details (invoice number, folio number, date of generated)
Guest stay details (guest name, checkin, checkout, PAX, rateplan)
List of Services used (rooms, minibar, room service) along with any taxes involved
List of Payments recorded (including any City Ledger)
Signature of guest and hotel manager / front desk staff.
Hotel PMS systems are often linked to government E-Invoice (electronic systems) where all details related to invoice are automatically sent to the government portal at time of checkout to minimize manual work and aid automation.
Aiosell provides multiple invoice formats and flexibility to add or subtract details in hotel invoice depending on the requirement of the hotel.
How to manage multiple invoices & folios in hotel front office System?
Guests can often have a requirement to split their invoices for hotel stay into multiple invoices. This can happen be due to several reasons – like separation of stay vs food, or separation of food vs bar charges, etc.
Any property management system should support the following functionality to cater to requirements of customers:
Ability to split an invoice into multiple invoices
Ability to make common payment for multiple split invoices
Ability to transfer invoice items from one invoice to other.
Ability to transfer invoice from one Guest folio to another (for groups paying together)
Ability to transfer POS invoices (from POS to Room folio), so guests can make payments at time of checkout.
What is City Ledger and how to use companies in hotel PMS system?
City Ledger is often referred to hotel invoices that are not paid at time of guest stay, but are usually paid later as “Accounts Receivable” or “Bill to Company”. The key features of City Ledger in a property management system are as following:
Ability to mark any payment as “City Ledger” or “Bill to Company” before checking out a guest.
Ability to enter Tax details (GST / VAT) while entering City Ledger / Company entries.
View total outstanding data from each City Ledger company
View detailed list of each outstanding invoice along with guest & stay details.
Ability to mark each outstanding City Ledger payment as paid, and enter the corresponding details.
Any city ledger invoices that are marked as paid should automatically reduce the total outstanding balance for the company in the hotel PMS records.
How do I transition my existing hotel into Aiosell property Management System?
If you are using an existing property management system, and would like to transition into Aiosell Property Management System, please follow the following steps:
Configure Property details on Aiosell using the onboarding form
Upload any additional services / menu / Point of Sale details
Upload past bookings using excel format
Future bookings from OTAs will be pulled automatically on Aiosell Channel Manager
Aiosell Support team will provide training & support
Typical time for transition that can between 2-7 days and it is very smooth and seamless.
Hotel All in One ERP System:
How to use Hotel Accounting System with hotel PMS system?
Please refer to the details in Expenses & Accounting System for more info.
How to manage housekeeping & operations in a hotel management system?
Please refer to the details in Housekeeping & Maintenance Module.
How to use Stores & Inventory Management in hotel PMS ?
Stores & Inventory Management is an important part of any Property Management System. Please refer to the details of Stores & Inventory Module for more info.
What is the role of HR Module in hotel management system?
Please refer to the details of Stores & Inventory Module for more info.
How can leads management system be used alongside a hotel Property Management System?
Please refer to the details in Leads & CRM System for more info.
How can banquets be managed in hotel Property Management System?
Please refer to Banquets Management Module for more details.
How can we use Occupancy sensors & IOT Devices in hotel management system?
Please refer to details in IOT and Occupancy Management Sensors for more info.
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Aiosell Product Demo - Property Management System
FAQ's
What is Property Management System?
A Hotel Property Management System (Hotel PMS) is a software that facilitates all aspects of hotel reservation management & administrative tasks such as day-to-day operations including front office, billing, reservations, analytics & reporting.
What are the functions of a hotel PMS?
A hotel PMS integrates with revenue manager and pricing system for accounting and management. It is also responsible for internal operations such as staff and inventory management, payment processing, occupancy management, etc.
What are the benefits of hotel PMS?
A hotel PMS automates the internal processes and streamlines the activities, which results in improved efficiency and better guest experience. Find out more on the outcomes of a modern Hotel PMS.
How does a cloud-based property management system work?
A cloud-based property management system (PMS) like Aiosell operates on cloud servers managed by the software provider, eliminating the need for local installations or manual backups. It is accessible from any browser or mobile device, allowing hotels across the world to manage reservations, check-ins, check-outs, billing, and housekeeping in real-time. All updates, backups, and maintenance are handled centrally, offering greater efficiency, reduced IT costs, and seamless scalability.
Can a PMS integrate with channel managers and booking engines?
Yes, Aiosell’s PMS is fully integrated with its Channel Manager and Booking Engine modules. This allows real-time update of room availability, rates, and reservations across all online travel agencies (OTAs), eliminating manual data entry and reducing the risk of overbookings. Additionally, the Aiosell supports API connectivity to 3rd party technology providers (including other PMS, Channel Manager, Booking Engine and Revenue Management systems)
Is Aiosell PMS suitable for small hotels, boutique properties, or large hotels?
Aiosell PMS is designed to be affordable, user-friendly, and scalable, making it ideal for independent hotels, boutique properties, hostels, and vacation rentals. While it can be used for large chains and hotels also, the maximum value of Aiosell is in using all modules of Aiosell together, which is most likely used by independent hotels. Aiosll offers all essential modules with minimal training requirements and available at affordable cost, ensuring that independent properties can improve profitability & revenues without large upfront investments.
What modules are included in a hotel PMS?
Aiosell PMS includes all modules required to manage Front Desk of a hotel / vacation rental. This includes:
- Front Desk & Reservations
- Housekeeping & Maintenance
- Billing & Guest Folios
- Checkin, Checkout, Billing
Aiosell PMS can be combined with other products to make in All in One Revenue & Operations system to give maximum benefit to hotels. The other modules that can be added are:
- Channel Manager
- Booking Engine & Website
- Revenue Management System
- Reviews & Reputation Management
- POS (Food & Beverage, Spa, etc.)
- Purchase & Inventory Management
- Expenses & Accounting System
- HR & Payroll
- Banquets Management
- CRM & Leads Management.
How secure is data in a cloud-based hotel PMS?
Aiosell ensures data security through centralized server infrastructure, secure logins, automated backups, and restricted user access based on defined roles. The cloud architecture removes the risk of local hardware failure and unauthorized data access, offering compliance-friendly solutions with support for audit trails that are regulations friendly.
What makes a PMS management system different from traditional hotel software?
Traditional PMS systems are usually on-premise, require high installation costs, regular manual maintenance, and lack real-time integration with OTAs or revenue management tools. In contrast, modern systems like Aiosell’s PMS are cloud-based, modular, fully integrated, and automatically updated. They offer real-time rate management, automated reports, OTA synchronization, mobile accessibility, and seamless guest communications—all contributing to increased efficiency and profitability for modern hoteliers.
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