Property Management Software built on insights from hotels in the DACH region
Organize your hotel’s operations with an all-in-one Property Management Software. Consolidate bookings, orders, invoices, and employee information into one user-friendly platform. Access key data and manage operations from anywhere, anytime.
Quality software for every hospitality business
HotelFriend’s cloud-based PMS is a comprehensive software solution that can be tailored to any type of property. Scalable and designed to ensure your business's success, it offers all the tools needed to support your daily property management tasks.
Why is HotelFriend your best choice?
Cloud-based convenience
HotelFriend PMS is hosted in the cloud, allowing you and your team to view crucial information anytime. With automatic updates and secure storage, your operations are always up-to-date and protected.
Comprehensive functionality
From reservations to housekeeping, the platform integrates all hotel operations into one seamless platform to reduce endless hours of manual work.
Tailored to your needs
Get access to customizable features to match your unique requirements. Whether you operate a boutique hotel or a hotel chain, you can select the modules and integrations that work best for you.
Scalable for growth
As your business grows, HotelFriend PMS grows with you. Easily add new rooms, services, or locations to your system without the need for expensive upgrades.
Responsive support
You get a committed support team that ensures you have the tools and guidance needed to succeed: from ticket support and knowledge base to hands-on training.
High ROI guaranteed
With streamlined operations and reduced overheads, HotelFriend PMS quickly pays for itself. Get high returns on investment in a solution that improves efficiency and drives long-term profitability.
Keep your focus on delivering excellence
With extensive experience in software development and deep understanding of the hospitality industry, HotelFriend helps you build a robust foundation for further growth.
Smart accommodation planning with Front Desk
Managing reservations shouldn’t feel like a juggling act. Front Desk provides you with a clear and comprehensive overview of your property's occupancy, helping you make informed decisions quickly. See all the details of bookings, room availability, and guest requests at a glance.
- Mouseover for instant room or reservation details
- Use drag-and-drop to adjust room numbers, types, or guest stays
- Manage individual and group bookings, adding guests with ease
- Quickly find bookings with smart search and customizable filters
- Send reservation requests and booking offers via email promptly
- Handle payments, refunds, and invoices in one place
Integrated Channel Manager for OTA connection
Efficiently manage your online sales channels in real time. Channel Manager streamlines your operations by providing a central hub to oversee and update all of your listings effortlessly. Avoid overbookings and mismatched prices with instant, seamless synchronization that keeps every detail in alignment.
- Set cancellation policies and booking restrictions
- Manage all online listings from one interface
- Ensure real-time quota synchronization
- Maintain stable inventory updates with two-way XML connectivity
- Speed up the sale of your rooms
- Communicate with guests via the OTA Message Hub
Meaningful guest interactions through Booking Engine
Encourage guests to book directly with you, increasing your revenue and enhancing digital guest journey. Get your own booking engine that adapts to mobile devices, promotes pre-booking of services and adapts to the look and feel of your brand.
- Enable direct room booking through your website
- Make your packages and deals available for purchase
- Upsell extra services during online reservation
- Let your guests easily reach you via online chat
- Offer flexible payment options, including PayPal and Apple Pay
- Sell automated emails to encourage new bookings, check-ins, or room upgrades
Central hub for all transactions with HotelFriend Payments
Unify all your payment information in one convenient hub and take full control of your finances. Accept transactions from various channels such as your Booking Engine, OTAs, and Mobile Concierge App. Enhance the guest experience, making it simple for guests to book and pay instantly at checkout.
- Access financial insights and reports
- Ensure top-notch security with PCI DSS compliance
- Minimize risks of data breaches and fraud
- Accept online payments for bookings
- Allow QR code payments at the restaurant
- Streamline checkout with POS payments
Solve the issue of delayed reports
Stay informed and make strategic decisions with comprehensive data summaries tailored for your hotel. Gain insights into everything from financial resources and personnel planning to data analysis for profit and cost optimization. Automated reports offer the foundation for successful marketing management and sales growth.
Key management reports
- Property performance report to understand your hotel's current status and trends
- Financial insights report by channel to identify which sales avenues generate the most revenue
- End-of-day balancing to reconcile daily transactions and maintain accurate records
Effective resource planning
- Occupancy tracking with check-in and checkout reports to monitor changes
- Housekeeping insights with detailed lists of room statuses and cleaning priorities
- Meals monitoring to track guest food and beverage orders with delivery status notes
- GoBD and FIBU reports ensure compliance and help you avoid legal issues by meeting all requirements
Accounting package designed for hoteliers
Take control of your hotel’s finances with our intuitive accounting package, designed to simplify your financial operations. Monitor all transactions, maintain tax compliance, and generate reports that provide valuable insights into your business. Adaptable to future regulatory changes, the system ensures you stay ahead of compliance requirements.
- Keep log transactions and attach receipts within your Cash Book
- Manage and export payment data easily, making it accessible for auditors
- Cloud-Based TSS operates without hardware installation
- Fiscal law compliance for Germany, Austria, Portugal, Italy, and other EU countries
- Easy export to CSV and other formats
Kickstart your cloud property management with HotelFriend CORE
Experience the convenience of a premium HMS that's ready to use right away. Claim all the tools you need for seamless hotel management.
Spotless cleaning flows with Housekeeping
Get an at-a-glance overview of room statuses and priorities, allowing staff to focus on what needs attention most urgently. With real-time performance tracking, management can swiftly address any issues, allocate resources effectively, and maintain high standards of cleanliness and readiness.
- Comprehensive overview of room statuses and cleaning priorities
- Leave comments and notes for housekeeping team
- Seamless integration between front and back office operations
- Efficient resource allocation to address immediate needs
- Enhanced communication and collaboration across teams
- Consistent maintenance of high cleanliness standards
Builds stronger guest relationships with CRM
Elevate your guest experience by leveraging key information with a Customer Relationship Management system for hospitality. Track guest details, from personal preferences to allergies and dietary restrictions, ensuring each stay is tailored to individual needs. Provide a seamless and customized experience, nurturing guest satisfaction and loyalty.
- Save guest information, including passport details and social media profiles
- Create quick and efficient booking offers for faster reservation handling
- Offer flexible travel vouchers that can be redeemed anytime
- Access comprehensive guest history to identify repeat visitors
- Generate insightful reports on guest demographics and booking patterns
Room Management for accurate listings
Efficiently manage your property’s rooms by setting up all available types for booking and highlighting their unique features. Control hotel capacity and make updates whenever needed, ensuring that each room type is accurately represented and enticing to potential guests. Provide comprehensive information for each room, specifying size, amenities, maximum occupancy, and bed count.
Explore Room Management
Rate Management to maximize revenue
Tailor room rates according to various factors, such as room categories, meal plans, days of the week, booking sources, and guest types. Our system allows you to create endless room rate variations and modify conditions to suit your business needs. Adjust pricing plans, cancellation policies, and sales restrictions from one centralized platform, ensuring your strategy is always aligned with market demands.
Explore Rate Management
Boost collaboration across hotel departments
Establish a flawless functioning of your hotel departments from restaurant to spa, and provide in-time service delivery. Have a good grip on your employees' performance and organize daily hotel operations with zero micromanagement. Guests can conveniently book a spa treatment or order breakfast delivery directly from their smartphones. Once an order is placed, instant notifications keep your hotel team informed.
Explore Department Management
Empower your guests with self-service
Allow your guests to register at their convenience with self-check-in options. Whether guests want to modify their reservations, order additional services, or pay and check out, everything can be effortlessly managed via their smartphones or a HotelFriend Kiosk. Contactless room entry further minimizes face-to-face interactions while maintaining a high level of service.
- Digital concierge via kiosk or app
- Real-time updates to keep guests informed
- Easy access to amenities for personalized experiences
- Secure payment processing for hassle-free transactions
- Multi-language support for international guests
- Analytics on guest interactions for improved services
Plan events of any size
Plan and coordinate events of any size with integrated event management tools. Oversee everything from space allocation to resources, services, and catering in. With HotelFriend, you can integrate essential tools like Event Temple and Mailchimp into a single, streamlined system, granting you complete control over your events.
- Seamless tracking of food and beverage orders
- Comprehensive management of all food items in one system
- Streamlined menu distribution for efficient catering
- Automated billing processes for hassle-free transactions
- Easy scheduling of reserved conference rooms
- Efficient tracking of equipment availability
Grow your sales and optimize F&B operations with HotelFriend FLEX
Pick the perfect package to enhance your sales, and complete it with only the features you truly need.
Keep data integrity with multi-property management
Gain access to multiple properties with just one login, streamlining your management tasks. Keep track of real-time room availability across all locations, ensuring that you can respond promptly to guest needs and optimize occupancy. Assign different access rights based on user roles, ensuring that staff members have the appropriate permissions for their tasks.
- Manage all properties with one integrated platform
- View real-time room availability across locations
- Assign different user access based on roles
- Maintain a comprehensive group-wide database of guests
- Streamline processes for consistent service across properties
Grow sales with a digital POS system
Enhance your hotel and restaurant operations with a digital Point of Sale. Designed to boost efficiency and profitability, it organizes all transactions, creating new opportunities to connect with customers and increase revenues. Whether orders come in from a tablet or a self-service kiosk, HotelFriend's POS ecosystem consolidates everything into one unified cloud-based platform.
- Access transactions anytime with ease
- Generate new revenue by enabling orders across multiple touchpoints
- Enable mobile menu viewing, ordering, and payment
- Ensure organized billing with automated invoice generation
- Integrate seamlessly with Gastronovi, Vectron, and other third-party POS
Simplify food and services ordering
Allow guests to pre-book meals and room services from their phones, kiosk, or your website. Let them pay online and conveniently download an invoice. Provide access to all hotel facilities, including restaurants, fitness centers, and spas, while boosting sales. Easily confirm, reject, or mark orders as completed, freeing your team from navigating phone calls.
- Digital menu with visual and multilingual options
- Comprehensive order details including quantity, allergens and delivery location
- Push notifications for any updates or changes
- Instant, contactless payments for a smooth transaction process
- Online chat for quick and easy communication with guests
Customize your daily workflow with HotelFriend Signature
Discover our premium package for large-scale hotels and optimize daily operations with solutions that meet your specific needs.
More ways to outpace your competition
Custom Development
Achieve greater success with bespoke software solutions customized to meet your hotel's unique needs. Our development services are designed to seamlessly integrate into your workflow, cutting down manual tasks and boosting your profitability. Experience the power of solutions crafted specifically for your hotel.
- Custom website creation
- White-label app development
- CRM tailored to your preferences
- Build your own specialized product
Unlimited Third-party Integrations
Unlock limitless possibilities with our extensive marketplace of third-party apps and integrations. Discover and adopt new services, products, and features that keep you ahead of the competition and enhance your guest experiences.
- More than 120 third-party integrations
- More than 200 OTA channels available
Trouble-free onboarding guaranteed
Switching to HotelFriend is straightforward and hassle-free. We will guide you through setup and answer all your questions, and you can choose between self-guided or assisted onboarding based on your preference. Once you're set up, our support team and help center are available to help you maximize the platform's benefits.
Product Support
Harness the power of cloud PMS
Plug-and-play integrations
Keep using your favorite tools while enhancing your system. Easily integrate existing systems into HotelFrined PMS, making your switch smooth and operations efficient.
Access from anywhere
Manage your property effortlessly from any device or operating system with only an internet connection needed, offering flexibility and convenience like never before.
Intuitive design
Our user-friendly, guest-centric platform allows new employees to adapt quickly, simplifying operations and focusing on delivering outstanding guest experiences.
Maximize your revenue
Grow revenue by leveraging our PMS's booking engine, package manager, and comprehensive analytics to strategically amplify your sales.
F.A.Q.
The best software for managing small hotels depends on factors such as user-friendly interfaces, affordability, all-in-one capabilities, and quick setup.
Key Criteria of Choice
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Cost-Effectiveness
For small hotels, this means lower monthly fees and better profit margins. Reducing software costs allows the property to retain more revenue each month.
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User-Friendliness
Managers at small hotels often handle reservations, housekeeping coordination, front desk tasks, and revenue management simultaneously. When the platform feels intuitive, managers are more likely to actively use it.
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Reservation & Booking Management
Reservations are the core of hotel revenue. A double booking or a missed reservation can reduce both revenue and guest satisfaction. Small hotels benefit significantly from automated booking workflows.
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Mobile Compatibility
Small hotel staff are rarely tied to a desktop. They respond to messages, greet guests, inspect rooms, and manage housekeeping while on the move. Mobile access allows managers to approve last-minute bookings without returning to a computer.
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Quick Setup with Preconfigured Features
Small properties usually do not have full-time IT staff or months to configure complex software. Preconfigured settings for rates, room types, taxes, and templates accelerate implementation. Going live with channel connections and reservations in a single afternoon instead of days minimizes operational disruption and enables faster revenue generation.
Types of Solutions for Small Hotel Operations
- Cloud-Based Property Management Systems (PMS)
- Channel Manager
- Booking Engine with integrated Google Hotel
- Guest App
- Automated Payments
- Guest Communication Tools without the need to switch between OTAs
HotelFriend creates all solutions for managing small hotels. Guest/channel management and seamless reservation make HotelFriend CORE PMS software perfect for small properties. It provides features such as channel management, online booking management, check-in/check-out processes, guest messaging, and detailed reporting, all in one platform.
Its solution is suitable for small properties because of its affordable pricing, flexibility, and intuitive interface. HotelFriend also integrates with door-lock providers, making it easy to scale as your facility grows.
There is a range of software solutions available for small hotels, designed to enhance guest experience, streamline operations, and optimise resource management.
Key Criteria to Consider When Selecting Software Solutions:
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Property Management System (PMS)
The PMS is the core system of a property. Since small hotels often operate with multitasking roles and limited staff, a PMS can significantly simplify operations. Without it, even a small hotel can quickly become disorganised, especially during staff shortages or peak seasons.
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Channel Management
It connects the property to online travel agencies (OTAs) like Booking.com, Expedia, Airbnb, and others, while keeping prices and availability synchronised. Small hotels rely heavily on OTAs for bookings and visibility, but cannot afford manual updates across multiple platforms. Channel management protects both guest trust and revenue.
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Booking Engine
A booking engine allows clients to book directly on the property’s website without third-party platforms. For small hotels, direct bookings significantly improve profit margins. Even a few additional direct bookings per month can make a noticeable financial difference.
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Guest Communication
Personalised service is a key competitive advantage for small hotels. Effective communication strengthens this advantage without increasing staff workload. It saves time, increases guest satisfaction, and generates more positive online reviews. These tools help small hotels compete with larger hospitality brands.
An integrated system combining guest services, property management, and operations is the best choice for small hotels. HotelFriend CORE PMS is ideal for easy-to-use guest information management and streamlined operations. A transition to the new system can be completed within just a few days.
Key HotelFriend Solutions for Small Hotels:
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CORE PMS
Provides essential features to streamline reservations, staff coordination, housekeeping, guest management, and distribution in one system.
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Channel Manager
Increases online visibility and eliminates manual updates across OTAs.
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Booking Engine
Boosts direct bookings and reduces dependency on OTAs.
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Self-Check-In & Check-Out Kiosk
Streamlines the arrival process and enhances guest experience, especially for properties with limited front desk staff.
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Point of Sale (POS) System
Optimises operations at spas, restaurants, and bars.
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Guest Messaging System
Improves guest engagement, strengthens communication, and delivers better service with minimal effort.
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Mobile App for Guests
Offers a modern, technology-driven guest experience.
HotelFriend provides customised solutions tailored to your clients’ needs. Our innovative ecosystem transforms your property into a competitive leader in the hospitality market.
When choosing a hotel PMS, the right decision depends on your hotel size, operational needs, budget, and long-term growth plans. However, several platforms stand out as strong choices for both medium-sized properties and small inns.
Key Strengths to Consider
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Cloud-Based Access
Allows you to manage your property from any location, on any device, at any time.
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Intuitive Interface
An intuitive interface enables staff to perform daily hotel tasks without extensive training, improving efficiency and reducing onboarding time.
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Centralized Operations
Manage rates, reservations, housekeeping, check-ins and check-outs, and reporting within one unified interface.
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Flexible Pricing
Subscription plans are typically based on feature packages and the number of rooms, making it easier to control costs.
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High Integration & Customisation
Extend the system with API integrations for accounting, POS systems, and payment tools to create a fully connected ecosystem.
When HotelFriend Is a Top Pick
HotelFriend CORE is a streamlined PMS designed for hotels that require essential modules to operate efficiently. It combines housekeeping and staff management, front desk operations, and seamless distribution via direct channels and OTAs in one easy-to-use platform.
It Is Perfect For:
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Small Hotels (<50 rooms)
✔ Ease of use and quick setup are top priorities
✔ Integrated tools save time (PMS + Booking Engine + Channel Manager) -
Medium Hotels (50–150 rooms)
✔ Revenue tools, automation, and analytics become increasingly valuable
✔ Advanced features and scalability gain importance
HotelFriend CORE delivers a reliable and efficient Property Management System tailored to the needs of small and medium-sized properties. By focusing on essential hotel operations, the system reduces operational complexity and simplifies daily workflows.
HotelFriend CORE is a practical, cost-effective solution for properties seeking dependable hotel management software.
The choice of property management software can vary significantly depending on the location, size, and operational needs of a hospitality facility. Below are the critical criteria for selecting top hotel management solutions.
Key Criteria to Select Hotel Management Software
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Remote Access and Mobility
The ability to manage hotel operations from anywhere — via mobile devices or desktops — provides flexibility for both staff and guests.
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Integrated Features
Centralized tools for front desk management, distribution, reservations, and housekeeping help simplify and streamline daily operations.
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Customer Support
Reliable onboarding support and responsive technical assistance are essential for smooth software implementation and long-term success.
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Automation
Automated operational workflows, reporting, and guest communication reduce manual tasks and significantly improve efficiency.
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Budget and Pricing Transparency
Clear and predictable pricing models allow properties to maximise ROI while maintaining full cost control.
There are over 50 hotel management software solutions available in today’s digital hospitality market.
HotelFriend software is an ideal solution for small hospitality facilities thanks to its user-friendly interface, affordable pricing, and strong focus on guest experience (including messaging, mobile apps, and self-check-in kiosks).
While many hotel management software providers focus primarily on features for larger properties, HotelFriend delivers a balanced combination of guest-focused tools and operational efficiency, making it especially suitable for small and growing hotels.
When choosing a Hotel Property Management System (PMS), it is essential to evaluate both the advantages and disadvantages of different solutions. The functionality of a PMS depends on the hotel’s type, size, and operational requirements. Below is a structured overview for small to medium-sized properties.
Advantages of Hotel PMS Systems
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Centralized Management
A PMS consolidates core operations into a single platform. It minimises booking errors and keeps daily workflows organised and transparent.
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Integration with Other Systems
Modern PMS solutions connect with channel managers, booking engines, payroll and accounting systems, and POS systems. This ensures fewer errors, more direct bookings, and smoother operations across departments.
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Improved Guest Experience
Front desk staff can assign rooms, access reservations, and process payments quickly. Guests feel well cared for, which increases positive reviews, repeat bookings, and customer loyalty.
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Scalability
As hotel businesses grow, their systems must grow too. For example, if a small inn expands to a second property, the PMS can manage both locations from one interface. This allows confident expansion without switching systems.
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Automation & Time-Saving
A PMS automatically updates room availability across direct booking channels and OTAs, preventing double bookings and overbooking mistakes. Staff spend less time on repetitive tasks and more time on guest-facing activities.
Disadvantages of Hotel PMS Systems
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Integration Issues
If the PMS does not integrate well with POS, housekeeping, booking tools, or loyalty systems, data inconsistencies may occur. This can lead to reservation errors and operational inefficiencies.
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High Initial Costs and Subscription Fees
On-Premise PMS: Requires major upfront investment in servers, licenses, and IT infrastructure — often costly for small properties.
Cloud PMS: Subscription-based pricing may accumulate over time. Additional module fees (POS, CRM, revenue tools), installation, training, or support costs can increase the total expense.
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Downtime and Reliability
Some systems require downtime for updates. Operational interruptions during peak periods may lead to lost revenue and guest dissatisfaction.
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Learning Curve & Complexity
Advanced PMS platforms include multiple modules. Without proper training, staff may struggle to use the system efficiently, especially in properties with high turnover.
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Customer Support Challenges
Limited support hours or insufficient hospitality knowledge can delay issue resolution, increase downtime, and frustrate staff.
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Security Risks
PMS platforms store sensitive guest data. Weak security or outdated systems can expose hotels to cyber threats. Compliance with PCI-DSS, GDPR, and local regulations is essential to protect reputation and trust.
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Limited Flexibility for Small Hotels
Large enterprise PMS solutions may include unnecessary features for small properties, increasing costs and operational complexity.
HotelFriend PMS Solutions for Different Property Sizes
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HotelFriend CORE PMS
A ready-to-use platform designed for small hotels that need reliable, easy-to-implement management tools.
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HotelFriend FLEX PMS
Ideal for small to medium-sized properties. Offers a modular approach, allowing hotels to build a customised system covering Operations, Distribution, and Guest Experience.
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HotelFriend Signature PMS
Designed for large hotels and multi-property groups, supporting confident business growth with advanced functionality.
Hoteliers often highlight that HotelFriend delivers:
- Fewer booking errors and overbookings
- Faster check-ins and check-outs
- Better guest communication
- Quick ROI
- Less time spent on routine administration
- More direct bookings (reducing OTA commissions)
In daily hotel operations, HotelFriend frees up time so teams can focus more on guests while improving operational efficiency.
Based on your property’s goals, it is important to carefully weigh the advantages and disadvantages of each PMS option. HotelFriend can design a tailored solution aligned with your budget and guest experience priorities.
We develop tailor-made software based on customer requirements and are committed to following quality management processes at the highest standards in every single step — ensuring efficiency, structure, and security. The ISO certificate confirms that our internal processes are regularly audited and continuously improved. For our clients, this means consistently high quality, reliable results, and the confidence of working with a certified provider.