Hotel Management
Published January 03rd, 2017 by

How the Best Hotel Management Software Will Improve Your Business

How the Best Hotel Management Software Will Improve Your Business

As the hotel industry thrives on reviews and customer feedbacks, reviews of the best hotel management software also make or break any software in existence. Whether small-scale or large, hotels need to manage quite a number of guests and personnel every day. A lot of tasks and functions need attention at all times, not to mention the number of customer concerns that need to be promptly addressed. All these functions require a well-coordinated and highly reliable system that encompasses all the necessary areas to make the whole hotel operation work.

Recent developments have made cloud or web-based software very popular among hotel owners and managers. These are secure and dependable hotel management systems that help enhance staff productivity, service quality, and customer relations. Achieving success in these areas ultimately result to better customer satisfaction and a significant increase in income and profits earned.

Running a Hotel and its Challenges

Managing the overall operations of a hotel is a very complex task. There are numerous sectors that need constant and diligent attention.  From the physical and aesthetic setup of the hotel to the complicated mechanisms of the finance department, these areas need to sync together to ensure the success of the business.

The key areas that are necessary in running a hotel include:

  1. Booking and Reservation. Hotels must have an efficient system that allows guests to book without hassle, whether in person or online. Proper channels should also be available for customers who are making reservations, as well as cancellations and rebooking, through various means such as through phone or online.
  1. Room Rate Control. In a cutthroat industry, it is best to be truly in control over the rates and prices of all the amenities and services that the hotel is offering. Having competitive room rates allows hotel owners to enjoy being a primary consideration when guests are looking for accommodations with the best value.
  1. Billing and Reporting. A hotel must have an efficient system in ensuring that billing is done in a proper and accurate manner.  All financial transactions must be duly recorded and accounted for. Billing systems must also be secure and reliable to prevent any fraud and ascertain that all payments are credited to the account of the hotel.
  1. Inventory Management. Hotel managers must have a comprehensive system that records and keeps track of all property, including its maintenance, improvement and replacement whenever necessary. Managers should be able to categorize the various kinds of supplies that the hotel stores and match it with what the clients need. A system has to be in place to also monitor the availability of perishable items and ensure the prompt replenishment and delivery of all that is needed for the smooth operation of the hotel.
  1. Finance and Auditing. All financial transactions have to be properly recorded. There should be a system to ensure a clear and secure database of all costs and expenses, as well as all the income earned by the hotel. This allows the hotel manager to be fully updated on the financial status of the hotel. This also gives them a clear perspective on the areas that need greater attention and improvement. Existing schemes and packages can also be evaluated directly, making it a lot easier to see whether such programs are still working for the benefit of the business.

Hotel Management Software Defined

What is a hotel management software? A hotel management software is a tool in managing the overall performance of all hotel-related operations. It is a comprehensive mechanism that covers the entire business operation of a hotel. The best hotel management software not only creates a secure database for all hotel transactions and processes; it also provides an in-depth view of the things that make the whole hotel operation work.

Reviews of the best hotel management software show that managers find these software as invaluable partners in handling and operating the hotel business. This allows managers to do away with a lot of manual processes, saving precious time, money, and effort. Hotel personnel can be updated in a timely manner on the different issues and client concerns that need to be addressed. This multi-access feature allows an easy exchange of ideas for the speedy correction or improvement of areas that are needing attention.

A good hotel manager needs to be fairly organized in the conduct of official functions.  Having a hotel management system and a great team to provide support and assistance to the manager will make this seemingly daunting task fairly easy.

What does a hotel management software do?  First, it provides a database of all transactions, financial and otherwise.  Through this, managers can easily keep track of the growth and progress of the hotel.  It also provides a venue for the checking and counter-checking of all reports submitted by the different areas of the hotel operation.

Second, at the frontline, a hotel management software has to create and maintain an attractive yet user-friendly site that clients may visit any time to check on the latest programs and packages that are offered. This site should provide all the necessary information that a prospective customer might need.  It also has to present the hotel in an enticing manner that will make any traveler want to stay in the hotel.

A booking and reservation system must also be in place. Hotel front liners and receptionists are able to work well and accommodate every guest in a more efficient manner if such program is fully functioning in the hotel. Checking in should be done without any unnecessary hassles on the part of the visiting guest since that would mark the beginning of his hotel experience. This is a very important moment as it sets the tone of his entire stay and it leaves a lasting impression.

Online bookings should also be given proper consideration. People from all over the world are now able to see and visit any hotel’s website. Booking online should not be a problem for potential guests.

Another key feature of an effective hotel management software is inventory management. This is a tedious and tiresome task if done manually. However, with the right tool, this essential part in hotel administration can be done in a flash, with better accuracy and efficiency.

Rewards of Using the Best Hotel Management Systems

Recent technological developments have given way to the increasing use and popularity of cloud or web-based software. The use of cloud-based software is an interesting way for hotels, whether big or small, to adapt to the ever changing traveler needs.  This also helps hotels improve significantly in their operations. The benefits of using these web-based systems by far outweigh any possible setback.

  1. With a cloud-based software, remote and real-time access from any device can be done at any time. Moreover, data is always backed up and updated without having to go through numerous sheets of paper.
  1. Marketing and information distribution can be done in a fast and more effective manner. Room rates and inventories are kept current for all travelers. Online booking and reservations are also made available, and greater options for less expensive or discounted accommodations may also be presented for online clients.

Promotion of special packages and deals are also promptly made known to the public through the hotel’s website. Marketing coverage is a whole lot bigger and more effective.

  1. Because a cloud-based system is automated, better lines of communication are established among the hotel personnel. The owner has better control over the entire operation because the system is constantly updated. All functions and responsibilities are assigned according to the skills and expertise of the personnel involved without overlapping of tasks.  This feature essentially removes any confusion or misunderstanding on the specific function of each employee.

Employee performance is also tracked easily which ultimately means that incentives and other special benefits can be easily computed and readily given to deserving employees.

  1. Most cloud-based software are easy and convenient to use. They provide a simple and manageable interface with easy-to-access tabs covering every aspect of the hotel operations. Installation is not a problem because they usually have manuals and guides with minimal and easy-to-follow instructions. As long as the system is online, updating as well as customization of the entire system is so easy to use.

Having an efficient and fully functioning hotel management system eases the burden of most hoteliers and managers. Without the hassles of manual transactions, hotel personnel can then focus on making the customer experience better by providing the best customer service that they possibly can. With the growing competition in the hotel industry, understanding the needs of the customers, knowing how to deliver them, and having the right tools to do so in a more effective manner will ensure one’s success. Making the choice of which cloud-based software is also easy to do with the help of various online reviews of the best hotel management software.

Feel free to check out the latest reviews on these software on and make the switch now.

John Tovar

John specializes in the creation and planning of business-centric mobile applications and mobile website design and development.

Our rankings are completely independent, transparent, and community driven; they are based on user reviews and client sentiment. These hotel management companies had to earn their way up and didn't just pay their way up.

View Rankings of Best Hotel Management Companies