HotelFriend Helps Hotel Zur Kaiserpfalz Connect Their Hotel, Restaurant, and Event Operations
Client
kaiserpfalz-hotel.deProperty Type
Hotel & Restaurant
Location
Kaiserpfalz, Germany
The project launch
April 2025
About Hotel Zur Kaiserpfalz
Hotel Restaurant Zur Kaiserpfalz is nestled in the picturesque Saale-Unstrut wine region, just an hour’s drive from Leipzig, Weimar, or Erfurt. Known for its warm atmosphere, beautifully designed rooms, and excellent food, the hotel is a beloved destination for holidaymakers, seminar participants, and event guests alike.
While guests enjoy comfort and great service, behind the scenes the hotel team coordinates a wide range of complex tasks. Managing rooms, restaurant service, events and accounting required a solution that could connect every department without adding to their workload.
That’s when the team at Zur Kaiserpfalz decided to digitize their processes, and talked to HotelFriend.
Challenges Faced by Hotel Zur Kaiserpfalz
Running a property with both hotel and restaurant services, frequent event bookings, and seasonal tourism fluctuations is no small feat. The team at Zur Kaiserpfalz needed a digital backbone to support:
Solutions Provided by HotelFriend
To bring clarity and structure to every corner of the business, the hotel chose the HotelFriend Enterprise package – a comprehensive solution combining Property Management Software, POS integration, payments, reporting, and hardware.
Today, the hotel runs its entire operation from a single, connected system. Let’s take a look at how that works in practice.
- Daily operations and staff coordination. At the core of the system is the HotelFriend PMS, which the front desk team uses to manage reservations, guest check-ins, and check-outs. Tasks can be distributed automatically via Task Manager, so housekeeping always knows which rooms need to be cleaned, when early check-ins are expected, or where extra pillows are needed.
- Direct bookings and channel synchronization. The hotel’s website features a native Booking Engine, encouraging guests to book directly and chat with hotel staff. At the same time, the integrated Channel Manager keeps availability and pricing synchronized across all connected OTAs, including Booking.com, HRS, Agoda, Trivago, and Check24. Whether a guest books through the website or a third-party platform, their reservation lands instantly in the PMS, complete with all relevant details.
- A connected restaurant experience.
The restaurant at Zur Kaiserpfalz is a key part of the guest experience – and now, it’s also fully integrated into the hotel’s digital ecosystem. Using a Gastronovi POS system linked to the PMS, staff can send orders straight from the table to the kitchen and assign them directly to a guest’s room.
Payments are handled through HotelFriend Payments, which supports everything from credit cards to mobile wallets. Best of all, the entire billing process complies with German TSE regulations – no need for extra fiscal hardware.
- Event management made easy. The hotel regularly hosts seminars, weddings, and large events with up to 550 guests. These events are booked and managed within the same system used for regular reservations. Inventory, notes, and catering details can all be recorded and updated in the PMS.
- Accounting and financial transparency.
For the hotel’s finance team, HotelFriend has brought much-needed clarity. The integrated Cash Book captures all payments and charges in one place, across the front desk, POS, and Booking Engine.
At the end of the month, the team can generate detailed reports or export their data to DATEV in a few clicks, handing off well-structured financials to their accountant without the usual paperwork stress.
- Full support and setup. HotelFriend provided full initial setup, including:
- Property setup
- Booking Engine and Channel Manager configuration
- TSE activation
- Half-day staff training
Integrations Featured
Results Achieved
Coordinated restaurant and hotel operations
Thanks to the integration with Gastronovi POS and HotelFriend PMS, Hotel Zur Kaiserpfalz has successfully connected its restaurant and hotel operations in one system. Coordination between kitchen staff, front desk, and housekeeping used to require manual updates and back-and-forth communication. Now, restaurant orders can be easily added to the guest’s room bill, and housekeeping always sees what needs to be done and when. Everything is updated instantly, which makes day-to-day work much easier for all departments. The result is faster service, better teamwork, and a more relaxed experience for both staff and guests.
70% fewer manual accounting tasks
Accounting used to take a lot of time at Hotel Zur Kaiserpfalz because the team had to gather information from different systems and enter data by hand. Since switching to HotelFriend, all payments and transactions are recorded automatically, whether they happen at the front desk, in the restaurant, or online. The DATEV export integration makes it easy to prepare and send financial reports to the hotel’s accountant. This change has reduced the time spent on bookkeeping, helping the team work more efficiently. It also means fewer mistakes and more confidence in the financial data.
Easier payments for guests
Thanks to HotelFriend Payments, the hotel can now accept many types of payments – credit cards, mobile wallets, or online payments – both through their website and in person. Guests no longer have to wait at the desk to pay, and they can choose the method that suits them best. Payments are securely processed and recorded in the system. This saves time for everybody and avoids errors that often come with manual entry. The improved payment process has made things smoother and more convenient for everyone involved.
Full compliance with tax laws
To meet legal requirements in Germany, Hotel Zur Kaiserpfalz uses the Fiskaly TSE solution — a certified tool that keeps the hotel’s billing fully tax-compliant. The system runs in the cloud, so there’s no need to install any physical hardware or worry about updates. It’s always working in the background, so the team doesn’t have to spend time managing tax data manually. With this integration, the hotel avoids legal issues and ensures everything is properly recorded. Staff can focus on service instead of paperwork, knowing the system keeps them on the safe side.
20% increase in guest satisfaction
Since adding the HotelFriend Booking Engine, the hotel has seen happier guests and better reviews. Guests can now book directly on the website, and make special requests without needing to go through the reception desk. This makes their stay easier and more enjoyable. At the same time, it helps the team work more efficiently by reducing the number of calls and questions. These small improvements have made a big difference, resulting in a 20% increase in guest satisfaction.