Hotel Management System Front Desk, Rooms, Restaurant and Accounts in One System
Reservations on a live calendar, a room grid the receptionist actually uses, a guest folio that collects every charge from room night to room service, a night audit that closes the day, and double-entry accounts underneath. Built by Xelent Solutions for hotels in Pakistan — from a twelve-room guest house to a group with branches in three cities.
Is the Register Book Still Running Your Front Desk?
Most hotels in Pakistan run on a register, a room-key board, a restaurant pad and a manager who remembers everything. It holds — until the night receptionist double-sells room 204, the restaurant bill never reaches the room folio, and the owner asks what last night's occupancy actually was.
Two receptionists sell room 204 for the same night from two different register pages — the second guest finds out at the door
The restaurant writes room-service bills on a pad; half of them never reach the room bill before the guest checks out
Nobody posts room nights until check-out, so the owner has no idea what the hotel earned yesterday — only what it collected
A room shows "vacant" on the key board but housekeeping has not touched it; the guest walks into yesterday's towels
Advances are taken in cash and noted in the margin; which guests still owe money is a question for the manager's memory
Three branches send three Excel sheets at month-end, each in its own format, and the accountant reconciles them by hand
Everything hangs off the stay.
Reservation → Check-in → Folio Charges → Night Audit → Check-out → Invoice → Payment → Housekeeping → Accounts
Every Room, Its Occupancy and Its Housekeeping State — on One Screen
The room grid shows the whole property at a glance, floor by floor. Occupancy status (available, reserved, occupied, out of service) and housekeeping status (clean, dirty, in progress, inspected) are tracked separately, so a vacant room that has not been cleaned never gets handed to an arriving guest. Click any room to open the stay, start a check-in or raise a maintenance request.
- Floor-by-floor grid plus a searchable room table with status filters
- Occupancy status and housekeeping status tracked as two separate fields
- Rooms under maintenance or out of service cannot be reserved
- Room types with default occupancy, base rate, extra-person charge and amenities
- Availability search by date range, room type and occupancy
- Overlapping bookings for the same room are rejected at the database, not just the screen
Ground floor
6 rooms · 1 out of order
Standard
Rafiq · out 16 Dec
Standard
Corporate · out 17 Dec
Standard
Vacant · clean
Standard
Checked out 11:40
Deluxe
Ahmed · out 15 Dec
Deluxe
AC repair · 2 days
First floor
6 rooms · 2 arrivals pending
Deluxe
Arr. 15:00 · Malik
Deluxe
Walk-in · out 16 Dec
Deluxe
Cleaning · Nadia
Deluxe Dbl
Khan · out 15 Dec
Family
Arr. 18:00 · agent
Family
Hassan · out 18 Dec
Second floor
6 rooms · 1 ready
Executive
Corporate · out 19 Dec
Executive
Siddiqui · out 16 Dec
Executive
Vacant · clean
Suite
Booking.com · out 17 Dec
Suite
Mirza · out 15 Dec
Suite
Inspection pending
Six Steps From a Phone Call to a Settled Invoice
Each step writes to the same stay record. The receptionist never re-enters the guest, the rate or the deposit; the accountant never re-enters the invoice.
Reservation
Search availability by date, room type and occupancy; book one or several rooms; record the source (walk-in, phone, website, Booking.com, agent, corporate), the agreed rate and any advance.
Rate locked · deposit held as liability
Check-in
Pull the confirmed reservation or register a walk-in, verify the guest by CNIC or passport, assign a clean room, add extra occupants and print the registration card.
Room → Occupied · folio opened
Folio charges
Restaurant orders, laundry, minibar, transport and services post to the folio as they happen. Authorised manual charges and adjustments are logged with the user who made them.
Every charge references guest, stay and branch
Night audit
Posts one room night per in-house stay for the business date, lists unposted charges and cashier differences, and closes the date with a daily revenue summary.
Room revenue recognised once, never twice
Check-out
Review the folio, apply authorised discounts, take the balance by cash, card, bank transfer or online, handle partial payments or refunds, and release the room.
Room → Dirty · cleaning task created
Invoice
A printable invoice and receipt with the branch tax registration number, configured taxes and footer. Payments post to the right cash or bank account; receivables stay on the guest or company ledger.
Accounts updated without re-entry
Twelve Modules. One Stay Record.
A reservation becomes a check-in, a check-in opens a folio, the night audit posts room nights to it, the restaurant and services post to it, check-out invoices it, and every payment hits the ledger. Nothing is typed twice.
Reservations & Calendar
- Timeline calendar of room bookings by date
- Multi-room, multi-guest reservations with status from pending to no-show
- Modify, cancel with reason, cancellation fees and refunds, full change history
Check-in & Check-out
- Confirmed-reservation and walk-in check-in with registration card
- Final bill review, authorised discounts, payments and refunds
- Room status and housekeeping task updated in the same transaction
Folios & Invoices
- One folio per stay: room, restaurant, laundry, minibar, telephone, transport, services, taxes, discounts, payments
- Split bills between guests or companies; transfer charges between folios
- Printable invoices and receipts; payment history and unpaid balances
Guests
- Search by name, phone, CNIC, passport or email; repeat guests flagged at booking
- Stay history, total visits, spending and outstanding balance per guest
- Corporate customers and restricted-access guest documents
Housekeeping
- Cleaning task auto-created on check-out, assigned to staff with priority
- Clean, dirty, in progress, inspected and maintenance statuses
- Maintenance requests and room-ready notifications to reception
Rooms, Room Types & Rate Plans
- Room grid and table; floor, max occupancy, status and notes per room
- Room types with base price, extra-person charge, amenities and images
- Standard, seasonal, weekend, date-specific, corporate and long-stay rates with effective dates
Restaurant & Services
- Menu categories, items, pricing, orders and order status
- Room-service orders posted to the folio or settled separately
- Laundry, minibar, transport and any configurable service
Inventory, Purchase Orders & Suppliers
- Categories, products, units, reorder levels and stock movement history
- Purchase orders, goods receiving, purchase returns and supplier balances
- Stock adjustments, consumption and transfers between branches
Expenses
- Expense entry against categories and branches
- Payment vouchers to cash or bank accounts
- Expense summary by period and branch
Accounting
- Chart of accounts, journal, payment and receipt vouchers
- Room and service revenue, deposits, receivables and supplier balances posted automatically
- Trial balance, profit and loss, balance sheet and cash flow
Night Audit
- Posts room charges once per business date; safe to retry
- Unposted charges, exceptions and cashier reconciliation before close
- History of closed dates with controlled, audited corrections
Branches & Reports
- Multiple branches with their own address, tax number, currency, check-in times and invoice footer
- Users restricted to their assigned branches
- Arrivals, departures, in-house, occupancy, revenue, guest ledger, housekeeping, inventory and night-audit reports
One Folio per Stay. Every Charge Lands on It.
Room nights are posted by the night audit at the rate agreed on the reservation — not whatever the rack rate is today. Restaurant orders, laundry, minibar, transport and other services post to the folio when staff raise them. Taxes are applied per the branch's tax configuration, the deposit is applied rather than counted as new revenue, and the balance is what the guest owes at the desk. Corporate stays can be split or transferred to a company folio.
Reservation sets the rate and holds the deposit
The agreed rate is stored on the reservation and survives later rack-rate changes. The advance is a liability, not revenue, until it is applied.
Charges post as they happen
Night audit posts room nights; restaurant, laundry, minibar, transport and services post when staff raise them, each tagged to guest, stay and branch.
Taxes follow the branch configuration
Tax rates are configured per branch and applied to the folio lines they cover, so the invoice carries the branch tax registration number and the correct totals.
Settle, print, post
Partial or full payment by cash, card, bank transfer or online; deposit applied; invoice and receipt printed; the ledger updated once, idempotently.
Deluxe Double · 12 – 15 Dec · 3 nights · 2 adults
Room night · Deluxe Double · 12 Dec
Posted by night audit · rate per reservation
Rs 12,000
Room night · Deluxe Double · 13 Dec
Posted by night audit
Rs 12,000
Room night · Deluxe Double · 14 Dec
Posted by night audit
Rs 12,000
Room service · order RS-0412
Restaurant · 13 Dec 21:15 · 2 × dinner, 2 × tea
Rs 4,850
Breakfast · 2 covers × 2 days
Restaurant · posted to room
Rs 2,400
Laundry · 6 pieces
Services · 13 Dec
Rs 1,200
Airport transport
Services · 12 Dec
Rs 900
Advance deposit applied
Bank transfer · RCPT-00921 · 10 Dec
− Rs 20,000
Deposit held as liability until applied
RCPT-00921 · Rs 20,000 · bank transfer
In-house stays found
14 occupied rooms · 2 due-out tomorrow
Room nights posted for 14 Dec
One per stay · duplicates blocked
No-shows marked
Confirmed arrivals not checked in by 23:00
Unposted restaurant orders
Order RS-0419 · Room 302 · not on folio
Cashier reconciliation
Evening shift · cash drawer vs receipts
Housekeeping: dirty rooms carried over
Rooms 104, 203, 306
Room revenue posted
Rs 168,500
Cash & bank received
Rs 142,200
Close blocked
1 exception
The Day Closes Once, Cleanly, With Every Room Night Posted
Check-out automatically creates a cleaning task; housekeeping marks it in progress, then clean, then inspected, and reception is notified the moment the room is ready. At night, the audit finds every in-house stay, posts its room charge exactly once for the business date, lists unposted charges and cashier differences, and refuses to close until the exceptions are dealt with. Retrying an audit never double-charges a room.
- Check-out creates the cleaning task automatically, with priority and assigned staff
- Clean → Dirty → In progress → Inspected, separate from occupied / vacant
- Reception notified when a room is ready; maintenance requests block bookings
- Night audit posts room nights once per business date and is safe to retry
- Unposted charges and cashier differences surface before the date can be closed
- Closed-date history with controlled corrections and a full audit trail
Room Service Posts to the Room. Supplies Post to the Stock Ledger.
The restaurant module runs menu categories, items, orders and order status, and can either settle a table bill on its own or post a room-service order to the guest's folio by room number. Laundry, minibar, transport and any service you configure work the same way. Behind the counter, toiletries, bedding, cleaning materials, food and beverages live on an auditable stock ledger with suppliers, purchase orders, goods receipt, reorder levels and transfers between branches.
- Menu categories and items with pricing; orders with items, quantities and status
- Post to a room folio by room number, or settle a table bill on its own
- Laundry, minibar, transport, spa or any configurable service, charged to the stay
- Product categories, products and units; reorder levels and low-stock alerts
- Suppliers, purchase orders, goods receiving, purchase returns and supplier balances
- Stock adjustments, consumption and inter-branch transfers on one auditable ledger
RS-0412 posted to Room 204. Table 6 settled by card. RS-0419 awaiting kitchen — flagged by night audit if left unposted.
6 pieces for Room 204 and 11 for Room 301 charged to their folios by the service desk.
Airport pick-up for Room 204 on arrival; drop-off booked for tomorrow 09:00 against the same stay.
Bath towels and shampoo sachets under reorder level at Main Branch. Draft PO to Al-Noor Supplies ready for approval.
PO-0231 (bedding, 40 sets) partially received; balance expected Thursday. Supplier ledger updated on receipt.
200 toiletry kits moving from Main Branch to Lahore Branch; both stock ledgers show the movement.
Nine Reports, Filtered by Date and Branch
Every room, reservation, folio, order and voucher belongs to a branch. Staff see only the branches they are assigned to; the owner sees all of them side by side. Reports print to PDF and export to Excel, and the double-entry accounts module underneath gives you trial balance, profit and loss, balance sheet and cash flow without a second system.
Arrivals & Departures
Today's expected arrivals and departures by branch, with reservation source, room assigned and balance due, for the morning front-desk briefing.
In-House Guests
Who is in which room right now, since when, until when, and what their folio currently stands at.
Occupancy
Occupied, reserved, available and out-of-service rooms by day, room type and branch; occupancy rate over any date range.
Revenue
Room and service revenue by room category, branch and payment method; the daily revenue summary from each closed night audit.
Guest Ledger
Charges, payments and outstanding balances per guest and corporate customer, with advance deposits held.
Housekeeping
Rooms cleaned per staff member, time from check-out to room-ready, inspections and open maintenance requests.
Inventory
Stock on hand by category and branch, items below reorder level, movement history and purchase history by supplier.
Night Audit
Closed business dates, room nights posted, exceptions raised and resolved, and cashier closings per shift.
Financial Statements
Trial balance, profit and loss, balance sheet and cash flow from the accounts module, by branch or consolidated.
Each branch is its own property
Own address, tax registration number, currency, time zone, check-in and check-out times, logo and invoice footer. Every reservation, folio, order and voucher carries the branch.
Branch-level isolation
Users are assigned to branches and see only those. A Lahore receptionist cannot open a Faisalabad folio; the owner and auditor see everything.
Consolidated or per branch
The dashboard, reports and financial statements filter by date range and branch, so group management compares properties on the same numbers.
Built for Properties That Sell Room Nights
The same system scales from one receptionist and a dozen rooms to a group with a branch manager in every city. Roles decide who sees what.
Small Hotels & Guest Houses
One receptionist, 8 to 30 rooms, a small kitchen. You need the room grid, check-in, folio and invoice working on day one without a training week.
- Walk-in and phone reservations
- Registration card and invoice in two clicks
- Daily cash closing the owner can read
Mid-Size Hotels
30 to 150 rooms, a restaurant, laundry and transport, corporate and agent business. You need the folio to catch every charge and the night audit to close the day.
- Room service and services posted to the room
- Corporate rates, agent bookings and company folios
- Night audit, housekeeping board and receivables
Hotel Groups with Branches
Several properties, a branch manager at each, one owner and one accountant. You need isolation per branch and one set of consolidated numbers.
- Branch-restricted users and branch-tagged transactions
- Inter-branch stock transfers
- Consolidated revenue, occupancy and P&L
Roles included out of the box
Permissions are enforced on the server — discounts, refunds, folio adjustments, financial reports and guest documents are separate abilities you grant or withhold per person and per branch.
Opening a new property or a new branch?
Load room types, rooms and rate plans before the first guest arrives, and start with a live room grid instead of a register book.
Frequently Asked Questions
What hotel owners and front-office managers ask us first.
How does the system prevent double bookings?
Room availability is checked inside a database transaction with row-level locking when a reservation is created or modified, and a room cannot be reserved for overlapping dates. Two receptionists booking the same room at the same moment will see one succeed and one fail with a clear message, instead of both appearing to succeed. Rooms under maintenance or out of service are excluded from availability entirely.
What is a night audit and do small hotels need one?
The night audit is the step that posts one room night to every in-house folio for the business date, checks for unposted charges and cashier differences, produces the daily revenue summary and closes the date. Small properties benefit most: it is how the owner knows yesterday's revenue without waiting for guests to check out, and it is designed so that retrying it never posts a room night twice.
Can the restaurant post charges to the room?
Yes. A room-service or restaurant order can be posted to the guest folio by room number, or settled separately as a walk-in table bill. Each posted charge references the guest, the stay and the branch. Laundry, minibar, transport and any other configurable service work the same way, so the check-out invoice contains everything the guest consumed.
How are taxes and invoices handled?
Tax rates are configured per branch along with the tax registration number and invoice footer, and are applied to folio charges according to that configuration. Invoices and receipts print to PDF. The invoicing layer follows the same approach Xelent uses across its products, so fiscal integration for FBR or PRA electronic invoicing can be added where a property needs it; see our FBR and PRA compliance page for how that works.
Does it run multiple hotels or branches?
Yes. Each branch has its own settings, rooms, rate plans and tax configuration, and every operational record belongs to a branch. Users are assigned to specific branches and cannot see data from the others. Reports, the dashboard and the financial statements filter by branch or consolidate across the group, and inventory can be transferred between branches with both ledgers updated.
Do I need separate accounting software?
No. The accounting module is built in: chart of accounts, cash and bank accounts, journal, payment and receipt vouchers, expenses, supplier balances, guest and corporate receivables, daily cash closing, trial balance, profit and loss, balance sheet and cash flow. Room revenue, service charges, deposits, payments, refunds and purchases post automatically under balanced double-entry rules, with protection against duplicate entries when a payment is processed twice.
Know Tonight's Occupancy, Revenue and Balances Before the Night Audit Closes
Bring your room list, your rate card and last week's register. We will load them into a demo instance and walk you from a phone reservation to a settled invoice in under an hour.
Built and run by Xelent Solutions in Faisalabad — a PSEB-registered software house.
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