होटल
Hotel runs the front desk and back office: rooms, reservations, guest folios, housekeeping, rates and seasons, groups, banquets, night audit, the foreign-guest register and reports.
Why and when you use it
A hotel bills by the night and keeps adding charges until checkout, which ordinary invoices do not handle well. Hotel keeps each stay on a folio, tracks which rooms are clean and free, and closes each day with a night audit. Front-desk staff use it all day; the owner uses Dashboard and Reports.
Before you start
- Hotel module active (Enterprise plan)
- Room GST rule set in Compliance Settings (Hotel part)
- Front-desk logins created in Staff & Limits
Step by step
- Start at the DashboardThe Dashboard tab gives you the day at a glance. Open it at the start of every shift.
- Set up Rooms and Rates & SeasonsAdd each room in the Rooms tab. Then use Rates & Seasons to set normal tariffs and the higher or lower prices for peak and lean seasons, so the right rate comes up when you book.
- Take reservationsUse Reservations for every booking - phone, walk-in or online. For company tie-ups and tour groups booking many rooms, use Groups & Corporate.
- Check in and record the guestRecord the guest's details in Guests. For a foreign national, also complete the Guest Register (C-Form) entry; Hotel compliance tracks these Form C records.
- Run the stay on the FolioThe Folio is the guest's running bill. Room nights and extras such as food or laundry post here, and advances and payments are recorded against it. At checkout the folio is settled and the bill printed.
- Keep rooms readyHousekeeping tracks which rooms are dirty, being cleaned or ready. Guest Services handles requests such as extra towels or a taxi.
- Handle banquets and eventsUse Banquets & Events for weddings, meetings and parties in your halls, kept apart from room stays.
- Close the day with Night AuditRun Night Audit at the end of each business day. It checks the day's room charges and payments before the date moves on.
- Read the ReportsThe Reports tab gives occupancy, revenue and collection figures for the owner.
- Check Registers Overview, Accounts and My PlanThe last tabs are shared by the industry modules. Registers Overview gives one summary of the registers in Hotel, Accounts shows the money side of the module and how it reaches your books, and My Plan confirms the module is active - it reads "Hotel Enterprise (Enterprise plan)".
Worked example
Hotel Lakeview, a 24-room hotel in Udaipur, gets a booking from Mr. and Mrs. Iyer for a deluxe lake-view room from 12 Nov to 15 Nov 2026 at ₹4,500 a night. They pay ₹5,000 advance by UPI and order dinner in the room on the second night.
- Reservations: books room 204 for 12-15 Nov 2026, 3 nights at ₹4,500 = ₹13,500.
- Guests: records Mr. Iyer's details at check-in on 12 Nov.
- Folio: records the ₹5,000 UPI advance.
- On 13 Nov, posts room-service dinner of ₹1,800 to the folio.
- Housekeeping: room 204 marked cleaned each morning.
- Night Audit run every night at closing.
- Checkout on 15 Nov: folio shows ₹13,500 room + ₹1,800 food, less the ₹5,000 advance; GST is added by the rules you set; the guest pays the balance and the bill is printed.
Result: The stay is billed once, with every extra on it. Room 204 shows as free for cleaning after checkout, the money reaches your books, and the night audit totals match the reports.
💡 Tips
- Post extras to the folio as they happen, not at checkout - forgotten charges are lost money.
- Set Rates & Seasons before peak season so staff do not quote old prices.
- Run Night Audit at the same time every night.
- Use Groups & Corporate for company guests so their bills can be collected together.
⚠️ Common mistakes
- Making a separate sales invoice for room service instead of posting it to the folio - the guest then gets two bills.
- Not completing the C-Form entry for a foreign guest at check-in. Do it at the desk while the passport is in hand.
- Skipping the night audit on busy nights, which leaves days unclosed.
सवाल
How is the room GST rate chosen?
In Compliance Settings (Hotel part) you can set room GST from the nightly tariff automatically, with a tariff threshold and the rates up to and above it. Confirm the figures with your CA.
Where do I check foreign guest records?
In the Guest Register (C-Form) tab, and on the Hotel compliance page under Form C (foreign guests).
🎬 Video walkthrough (script — recording coming soon)
- Scene 1: The Hotel Dashboard for Hotel Lakeview.
- Scene 2: Rooms and Rates & Seasons with the winter rate.
- Scene 3: Booking room 204 for 12-15 Nov 2026 in Reservations.
- Scene 4: The Folio with the ₹5,000 advance and ₹1,800 dinner.
- Scene 5: Housekeeping board after checkout.
- Scene 6: Running Night Audit.
- Scene 7: Occupancy in Reports and the My Plan tab.