Bookings in too many places
Walk-ins, phone reservations, the website and online travel agencies are tracked separately, so double bookings and empty rooms both happen.
Industries · Hospitality
Hospitality management software that follows the guest from booking to final bill
Rooms, tables, kitchens, storerooms and the accounts office usually run on separate tools. We connect them on Odoo, custom code or a mix, so every booking, order and purchase lands in the same ledger.
What is hospitality management software?
Hospitality management software runs the operational side of hotels, guest houses, restaurants, cafes and catering businesses: reservations, check-in and check-out, outlet sales, kitchen orders, food and beverage stock, staff schedules and the accounts behind them. The value comes from linking these areas, so a room charge, a restaurant bill posted to that room and the ingredients used to cook it all reconcile without manual re-entry at night audit.
Operational problems we see most often
Room charges get lost
Restaurant, laundry and minibar charges are written on slips and added to the folio late, or never, at check-out.
Food cost is a guess
Without recipes linked to sales, nobody knows what a plate actually costs or where kitchen wastage and leakage occur.
Outlets don't talk to each other
Each restaurant, cafe or banquet hall reports its own sales, and the owner sees a combined picture days later.
Rosters on WhatsApp
Shift plans, leave and overtime are agreed in chat groups, which makes payroll disputes and understaffed shifts common.
Event quotes from scratch
Catering and banquet quotations are rebuilt in a document each time, with no link to menus, headcount or purchasing.
What the system needs to cover
Reservations
- Room and table availability calendar
- Direct, phone and walk-in bookings
- Channel manager or OTA sync via API
- Deposits and advance payments
- Group and corporate rates
Front Desk
- Check-in with guest ID capture
- Room status and housekeeping board
- Guest folio with posted charges
- Split bills and check-out invoicing
Outlet POS
- Table and floor plans
- Kitchen order tickets and printers
- Charge to room or company account
- Cash, card and wallet payments
- Shift opening and closing
Kitchen & Stores
- Recipes with ingredient quantities
- Theoretical versus actual consumption
- Store requisitions per outlet
- Expiry and wastage recording
Events & Catering
- Menu packages and per-head pricing
- Quotations and confirmations
- Event sheets for kitchen and service
- Ingredient needs from headcount
Staff & Accounts
- Shift rosters and attendance
- Payroll inputs and service charge
- Daily revenue reconciliation
- Supplier bills and payments
- Tax reporting per outlet
From reservation to night audit
One guest, several outlets, one folio, and the stock and accounts that follow from it.
- 01
Booking
A reservation arrives from the website, a travel agent or the front desk and blocks the room or table for that date.
- 02
Arrival
The guest checks in, identification is recorded, and a folio opens against the room.
- 03
Stay & service
Restaurant orders, room service, laundry and extras post to the folio from each outlet as they happen.
- 04
Kitchen & stores
Each dish sold consumes ingredients by recipe; stores issue stock to the kitchen against requisitions.
- 05
Replenishment
Low stock triggers purchase requests, and supplier deliveries are received and checked against the order.
- 06
Check-out
The folio is settled, split or billed to a company, and the invoice is issued with the correct taxes.
- 07
Night audit
Room, outlet and payment totals are reconciled and posted to accounting before the next business day.
Work the system can do for you
Availability sync
When a room is booked on one channel, availability updates elsewhere through the channel manager or OTA connection.
Housekeeping status
Check-out marks a room dirty and assigns it for cleaning; inspection returns it to available stock.
Recipe-based deduction
Ingredients are deducted from stock as dishes are sold, so reorder points reflect what the kitchen really used.
Guest messages
Booking confirmations, pre-arrival reminders and feedback requests go out by email or SMS without manual follow-up.
What it connects to, and what it reports
Integrations
- Channel managers and online travel agencies
- Website booking engine
- Payment gateways and card terminals
- Kitchen printers and display screens
- Door lock and key card systems
- Food delivery platforms
- SMS and WhatsApp messaging
- Biometric attendance devices
Reports managers use
- Occupancy, average daily rate and revenue per available room
- Sales per outlet, shift and server
- Food and beverage cost percentage by menu item
- Stock variance between recipe usage and physical count
- Booking source mix and cancellations
- Labor cost against revenue by department
Access control, auditability and growth
Role-based access
Servers see their tables, front desk staff see folios, and only managers can void bills, apply discounts or change rates.
Guest data protection
Identity documents and contact details are restricted to the roles that need them, with access to records logged.
Cash and void controls
Every void, refund and discount is recorded with the user and reason, and shift cash is counted against expected totals.
Start with one outlet, then connect the property
Walk the property
Follow a guest and an order through every outlet, store and office to see how charges and stock really move today.
Set up masters
Room types, rates, menus, recipes, taxes and chart of accounts are defined and checked before go-live.
Pilot one outlet
Run a single restaurant or the front desk on the new system while the rest continue as before.
Connect channels
Booking channels, payment terminals and kitchen printers are connected and tested with real transactions.
Train by shift
Staff are trained on the screens they use, on their own shifts, including night audit and closing procedures.
Solutions and technologies for this industry
Sources and further reading
Official documentation and guidance if you want to read more about this topic.
Hospitality & Restaurants software questions
What does hospitality management software include?
It usually covers reservations, front desk and folios, outlet point of sale, kitchen and store management, events or catering, staff scheduling and accounting. Smaller businesses may need only some of these, and they can be added in stages.
Can one system run both a hotel and its restaurants?
Yes. When rooms and outlets share one system, a restaurant bill can be posted directly to a guest's room, and the owner sees occupancy and food sales in the same reports instead of reconciling two sets of figures.
Is Odoo suitable for hotels and restaurants?
Odoo is a good fit for the restaurant, stock, purchasing, HR and accounting side, and its Point of Sale app supports floor plans, table service and kitchen printing. Standard Odoo does not include a full hotel property management module, so room reservations and folios are handled with a custom module, a community module or an integrated PMS. We assess which suits your property.
Can it connect to online travel agencies?
Usually yes, through a channel manager or the agency's API where access is available. The specific channels you use determine what is possible, so we confirm connectivity with each provider before committing to it.
How does the software control food cost?
It links each menu item to a recipe, deducts ingredients as dishes are sold, and compares that theoretical usage with physical stock counts. The difference shows wastage, portioning issues or missing stock by item and outlet.
Does it work for catering and events?
Yes. Event quotations can be built from menu packages and headcount, and once confirmed they generate an event sheet for the kitchen and service team and the ingredient quantities purchasing needs.
Next step
Run rooms, outlets and stores from one system
Tell us about your property or outlets: rooms, covers, events and how you close the day now. We'll map what can run on Odoo and what needs a custom or integrated piece.