Independent hotels
Close in two days, not two weeks.
Daily auto-posting and bank reconciliation mean the controller arrives at month-end with most of the work already done.
01 / 10Finance
Finance · Hotel Accounting Software
Hotel accounting software that posts itself.
Folios, payments, payouts, refunds and tips, mapped to the right accounts and posted nightly. Your finance team starts the month already balanced.
Runs on
- Web
- iPad
- Android tablet
- Android phone
- Offline-first
- Multi-entity
- Built-in
- Cost centres
- Per outlet
- Audit trail
- Per journal
02 / 10Capabilities
Hotel accounting software wired to your operations.
Stop chasing receipts after the fact. Every operation that touches money creates the right journal entry the moment it happens.
01
Auto-posting
Folios, POS revenue, refunds, payouts and tips post nightly to the right accounts and cost centres.
02
Multi-entity
Per-property general ledgers with consolidated reporting. Inter-company transfers tracked end-to-end.
03
Tax engine
VAT, GST, city tax, occupancy tax, calculated, displayed and posted with full audit lineage.
04
Bank reconciliation
Daily payouts matched to processor settlements automatically. Variances flagged for review, not buried.
05
House accounts and receivables
Bill companies, agents and day guests without inventing a reservation. Aged balances, credit limits and invoices on settlement.
06
Daily revenue report
A one-page DRR for every property, sent at dawn, with comparisons to forecast and last year.
07
Audit-ready exports
Period-locked exports to Xero, QuickBooks and SAP, with full drill-back to the originating folio.
03 / 10Deep dive 01
Auto-posting
Journal entries that match the operation, not the spreadsheet.
Every operational event (folio close, POS service, supplier invoice) produces a balanced journal entry with the right account codes, tax treatment and cost centre. Posted nightly, ready for the controller in the morning.
04 / 10Deep dive 02
Reconciliation
A bank deposit that already balances.
Pay-ins from Stripe, Adyen, OTAs and direct deposits matched to the corresponding folio activity. Variances surface with full evidence attached.
How reconciliation works
- Daily payout files imported automatically from each processor.
- Matched against folio activity by reservation reference.
- Variances flagged with side-by-side ledger and bank views.
- Adjustments recorded with one click; full audit log preserved.
- Exports for the GL in Xero, QuickBooks or your ERP.
05 / 10Deep dive 03
House accounts
Hotel accounts receivable for the guests who never had a room.
Billing someone who is not staying is where small properties improvise. Staff invent a fake reservation because the system needs somewhere to post, and that fake room then pollutes occupancy, availability and every arrivals list for the rest of the month. A house account is a ledger without a room.
What a house account does instead
- It touches no room inventory: not availability, not the calendar, not the arrivals list.
- Charges posted from the same article grid the front desk uses on a guest folio.
- Deposits taken before the charges exist stay distinct from payments against them.
- Settle and close in one action, with the invoice number issued only once the balance is zero.
- An aged balance strip from each account's due date, and a credit limit that warns rather than blocks.
- Companies, agents, wedding parties, day guests and spa clients, all billed the same way.
06 / 10Deep dive 04
Reporting
A close that finishes on day two.
Period locks, accruals, deferrals and roll-forwards, all built around hospitality’s real chart of accounts. Your finance team starts the month already balanced.
07 / 10Use cases
For the moments where finance pays for itself.
These are the workflows where a generic accounting tool fails hotels. Prostay is built for them.
Multi-property groups
One ledger language, every property.
Standardised chart of accounts and cost centres across properties; consolidated reporting and inter-company entries handled natively.
Owner-operated
A daily revenue report you actually read.
A clean one-pager arrives every morning with revenue, ADR, occupancy and bank position vs. forecast.
08 / 10Integrations
Posts directly into the accounting platforms you already trust.
Connects to your GL, your processors, and the operational systems Prostay sits next to.
- XeroAccounting
- QuickBooks OnlineAccounting
- SAP B1ERP
- Microsoft DynamicsERP
- StripePayments
- AdyenPayments
- Booking.com VCCVirtual cards
- PlaidBank feeds
- AvalaraTax
09 / 10Pricing
Pricing
Bundled in All-in-One.
Hotel Accounting is included in the platform plan. Per-property reporting, per-entity ledgers and consolidations come standard.
10 / 10Get started
A demo against your real chart of accounts.
Send us your COA and a sample month of folio activity. We’ll model the auto-posting and bank reconciliation in a sandbox before the call.
- Chart of accounts mapped before the demo
- Sample bank reconciliation run end-to-end
- White-glove migration from your existing system
- Period-locked audit exports on day one