Solutions · Hotels

One hotel, one platform, front office to night audit.

Most independent hotels run on five separately bought systems and a spreadsheet that holds the seams together. HotelBee replaces them with a single platform. PMS, POS, channel manager, booking engine, payments and AI, sharing one database, one folio engine, and one bill at the end of every month.

See a hotel demoTalk to a specialist
  • 7 daysAvg. time to go live
  • −42%Software costs in year one
  • +18%Direct booking share
  • 4.8/5Operator NPS
Why independents struggle

Five vendors, one front desk, and the seams always show.

Talk to any independent GM and they will list the same five issues. We have heard them so many times we built the platform around them.

  • Five logins to start a shift

    PMS, POS, channel manager, payments back-office, reviews. Five separate browser tabs, five separate passwords, and a guest record that never quite matches across them.

  • F&B charges that do not post

    The lobby bar tab, the breakfast charge and the room-service chit each take a manual step to land on the room folio, and sometimes never make it onto the final bill at all.

  • OTA dependency that costs the margin

    Without a converting direct site, 65–75% of bookings come through OTAs at 18% commission. The booking engine that came with the PMS has not been updated since 2019.

  • Reviews land too late to act on

    A negative review surfaces in a separate dashboard, three days after the guest checked out. The recovery email never gets sent and the rating stays on Google.

  • No real total-revenue picture

    Rooms revenue lives in the PMS, F&B in the POS, ancillaries in a third place. Building a single morning revenue picture takes 90 minutes, every morning.

Independent hotel exterior at dusk with warm lobby light spilling out
A morning, two ways

The same Tuesday, with and without.

Two GMs at comparable 80-room independents. One stitches the picture together at 7am. The other reads it.

Without HotelBeeBefore

Five tabs before coffee.

  • Five logins to open: PMS, POS, channel manager, reviews, payments.
  • Reconcile the lobby bar tabs against the room folios manually, three are missing.
  • A 6/10 review came in overnight. You see it on Friday.
  • 70% of bookings came through OTAs. The direct site converted at 0.4%.
  • The morning report is rebuilt every day from four CSVs and a spreadsheet.
  • It is 9:15am. The day still has not started.
With HotelBeeAfter

On the floor by 8:15.

  • 08:00 · A two-minute AI briefing lands on your phone.
  • 08:03 · 12 KPIs on one screen. Anything off-trend is highlighted.
  • 08:05 · Every F&B charge already posted to the right folio in real time.
  • 08:06 · A 6/10 review triggered a recovery email to the guest at check-out, already replied to.
  • Direct booking share at 38% and climbing, without a chargeback to the OTAs.
  • 08:09 · Tablet in hand, on the floor.
What you get

The full hotel stack on one database.

Every module shares the same guest record, the same folio engine and the same financial ledger. No nightly batch jobs, no surprise reconciliation work, no integration invoices.

Plays with what you already run

Connects to the rest of the stack.

You will not be asked to rip and replace your accounting, your loyalty or your lock system on day one. HotelBee plays with what you already run, and gives you a path to consolidate later.

  • PSP & acquirersStripe, Adyen, Worldpay, Elavon, or stay on yours.
  • Accounting / ERPXero, QuickBooks, NetSuite, SAP, daily journal export.
  • OTAs & GDSBooking.com, Expedia, Airbnb, Sabre, Amadeus, two-way.
  • Door & lock systemsSalto, Assa Abloy, Dormakaba, Onity, 4SUITES.
  • MessagingWhatsApp Business, SMS, in-app, email, single thread per guest.
  • Tax & e-invoicingCountry-specific fiscalisation built in, no third party needed.
  • Calendars & rate toolsNative RMS, plus IDeaS, Duetto, Atomize, RoomPriceGenie.
  • Webhooks & APIStream every event to your own data warehouse or BI.
A night audit, properly

A real Tuesday, minute by minute.

A real workflow from a 76-room independent that switched to HotelBee in 2024. Numbers are anonymised; the sequence is exactly how the day actually runs.

  1. 14:00

    Pre-arrivals auto-prepared

    Every arriving guest gets an arrival message, a digital pre-check-in link, and a card pre-auth, without the front desk lifting a finger.

  2. 15:00

    Check-in in 90 seconds

    Guest taps the link, signs the registration form, gets a digital key on their phone, and walks to the room. Front desk handles the exceptions, not the queue.

  3. 19:30

    Dinner with one folio

    Guest dines in the restaurant, has a nightcap at the bar. Both charges hit the folio in real time, no chits, no end-of-day reconciliation.

  4. 23:00

    Night audit, automatic

    The night audit runs once across rooms, F&B and ancillaries. The GM gets a single morning email with total revenue, ADR, RevPAR and anomalies.

  5. Day +1

    Review recovery, automatic

    A 6/10 review triggers a recovery email with the manager's name and a one-tap call-back link. Conversion to a five-star follow-up: 18%.

Built for the way independents actually run

A short checklist.

  • Live in seven days

    Free, guided migration from your previous PMS. Your old system stays up in read-only until you cut over, so there is no risk of losing history.

  • No long-term contracts

    Monthly rolling, cancel anytime. Annual plans are available with a discount if you prefer a fixed cost.

  • One bill, every month

    PMS, POS, channels, booking engine, payments and AI, on one invoice, priced per active room. No surprise integration fees.

  • Compliance, country by country

    Fiscal receipts, tourism tax, e-invoicing, GDPR access requests, handled centrally and audited by our compliance team.

  • Open APIs for the long tail

    Lock systems, in-room tablets, mini-bar sensors, connect them via our public API and watch the charges land on the folio.

  • A team that has run your hotel

    Every account has a launch lead with operator experience. The first 90 days come with a weekly cadence call, not a ticket queue.

We were running on five vendors, three contracts and a spreadsheet that did the reconciliation no one wanted to admit. We replaced everything with HotelBee in eight days, and the next month was the first month I had ever seen total revenue on one screen, on the day, without asking for it.

NP
Niko PavlidisGeneral Manager · 76-room independent · Athens
Common questions

What independent GMs always ask.

  • Seven days for a standard 40–120 room property, including data migration from your previous PMS, channel re-mapping, payments cutover and team training. We co-staff the front desk for the first 14 days post go-live so the front office never feels alone.
See it on your hotel

A 30-minute walkthrough, built around your property.

Tell us how many rooms, what you run today, and what hurts. We will demo HotelBee with sample data that mirrors your operation, not a generic hotel template.

Book a tailored demoTalk to a specialist