Prostay hotel sales software helps you win more group bookings, automate proposals, and close deals faster
With built-in CRM, PMS integration, Guest and Agent Management, and AI follow-ups, it’s the smarter way to boost revenue in 2025
In today’s fast-paced hospitality world, winning a group booking often hinges on how quickly you respond. Since group and event business can make up to 40% of a hotel’s annual revenue, relying on manual processes and spreadsheets just doesn’t cut it anymore for hotel sales teams managing their sales pipeline.
The hotel industry has seen a major digital makeover, changing what guests expect. Planners today want instant proposals, real-time availability, and smooth booking experiences. Hotels that can’t keep up risk losing business to competitors who have embraced specialized sales software for hotels.
This guide will take you through everything you need to know about hotel sales software—from understanding its core features to choosing the right platform for your property. You’ll learn how top hotels are speeding up booking cycles, boosting conversion rates, and driving revenue growth by using smart technology.
One big difference is the focus on hospitality workflows—things like managing space inventory, generating Banquet Event Orders (BEOs), integrating catering menus, and syncing with Property Management Systems (PMS), event management, and kitchen operations software.
Modern hotel sales software also offers powerful integrations, allowing seamless data flow between sales, hotel operations, and guest management systems. Key features include lead capture and management, automated proposal and contract generation with digital proposals and e-signatures, collaborative sales pipeline tools, and detailed event management modules.
Sales software for hotels is a specialized technology designed to manage, streamline, and optimize every step of a hotel’s sales pipeline. Unlike general CRM software, this management software is tailored to handle the unique challenges of hospitality sales—like group sales, event space coordination, catering, and contract management.
The main goal of sales software for hotels is to help sales teams increase conversion rates, shorten sales cycles, and collaborate better by automating and centralizing key sales and catering tasks. This focus on the hotel industry makes it very different from standard CRM solutions that don’t include hospitality-specific workflows.
While regular CRM systems focus on basic customer management, hotel CRM software adds features designed specifically for hotel sales teams, such as:
Real-time space and inventory management to track availability
Event timeline tools to coordinate complex group bookings
Catering menu integration with dynamic pricing
PMS connectivity for syncing guest data
Digital contract workflows tailored to hospitality agreements
The hospitality industry is one of the most competitive service sectors, where fast, personalized responses are key. In 2025, guests and planners expect lightning-fast, seamless interactions and easy group booking experiences.
The digital transformation has made automated, guest-focused systems a must-have. Since group and event business make up a big chunk of hotel revenue, managing sales efficiently directly affects profitability and long-term success.
Planners now expect instant proposals, quick online bookings, and transparent real-time availability. Handling group reservations, events, and catering with dynamic inventory and multiple stakeholders is too complex for manual processes, which are prone to errors and delays.
Data-driven decisions are also driving adoption. Modern hotel sales software helps teams analyze lead sources, conversion rates, channel performance, sales metrics, and revenue results. Tracking KPIs and forecasting business trends enables smarter marketing strategies.
Good sales software covers every stage of the booking process with strong integration, automation, and reporting. The best platforms handle all hotel sales needs while fitting smoothly into your existing tech stack.
Automated lead capture from websites, phone calls, emails, and events forms the backbone of effective sales management. Sophisticated systems score leads based on group size, budget, timeline, and booking history to prioritize follow ups.
Integration with popular CRM solutions like Salesforce and Pipedrive gives sales teams a full view of guest contact details, activities, and conversations across platforms. This ensures detailed guest data is always at hand.
Mobile access helps sales teams respond quickly, whether on-site or remote—crucial for closing deals in today’s fast-paced market.
Digital proposals with customizable templates speed up the sales process_ Advanced software creates proposals automatically based on guest preferences, availability, and pricing, reducing manual data entry and errors
E-signatures eliminate paper handling, allowing clients to sign contracts online with automatic notifications to the team
Approval workflows and version control maintain compliance, with managers able to set rules for pricing or contract changes
Integration with revenue management tools enables dynamic group pricing and demand forecasting, helping maximize revenue and optimize event space.
Real-time room and space inventory tracking is key_ Sales teams get instant visibility into meeting rooms, banquet halls, and event venues to avoid booking conflicts
Catering menu integration with dynamic pricing helps generate accurate quotes that reflect current offerings, dietary needs, and seasonal pricing.
Event timeline tools coordinate complex group bookings involving multiple departments, ensuring smooth execution
Catering software often includes menu management, allergen tracking, and kitchen operations integration to ensure accurate cost calculations and guest satisfaction
PCI Level 1 compliant payment processing protects sensitive data while speeding up transactions.
Digital authorizations replace paper credit card forms, cutting processing time and boosting security. Fraud detection algorithms can reduce chargebacks by up to 90%.
Payment tokenization lets guests book or modify reservations without re-entering payment info, improving convenience and security.
Integration with financial management systems ensures accurate reporting and smooth reconciliation.
Several leading platforms stand out in the hotel sales software market, each with unique strengths and target audiences.
Canary is known for fast deployment—often under 30 minutes. It focuses on digital contract workflows, secure payment authorizations, and strong PMS integrations.
Its streamlined automation and user-friendly interface solve common sales pain points, speeding up sales cycles and improving security.
With native integration to Amadeus Delphi and major PMS systems, Canary enhances existing setups without full replacements, lowering costs and speeding implementation_
Canary offers 24/7 support tailored to hospitality’s busy periods and diverse time zones_
Amadeus Delphi is the industry standard, built on Salesforce CRM. It serves properties from boutique hotels to large resorts, offering powerful event management and group booking tools.
Its strengths include deep PMS integration, group booking optimization, and extensive event management features. It’s ideal for large-scale meetings, incentives, conferences, and events (MICE).
Delphi handles complex bookings with multiple components, detailed reporting, and customization options_ Large hotel brands and management companies often choose it for its enterprise-level capabilities_
While powerful, it can be complex and costly, making it better suited for bigger properties with heavy group and event business_
Monday CRM offers revenue operations insights and visual pipeline management, great for hotels wanting unified revenue management.
Pipedrive provides simple sales pipeline tools, ideal for smaller hotels needing straightforward lead tracking.
Revinate focuses on guest engagement and loyalty programs, combining sales management with personalized marketing to drive direct bookings.
Custom enterprise solutions offer high customization for large chains but require significant investment.
Strong integration is vital—top sales software connects smoothly with your hotel’s existing systems to keep data flowing and operations efficient.
Real-time room availability and rate syncing ensure accurate inventory info for proposals, preventing overbooking.
Sharing guest profiles between sales and front desk creates a unified view, supporting personalized service and loyalty.
Automated posting of charges to guest folios simplifies billing for groups and events, reducing manual errors.
Housekeeping coordination for event setup helps align sales commitments with operations.
Dynamic pricing tools help create competitive group rates and packages aligned with market demand_
Forecasting tools optimize event space allocation and reveal booking trends to guide sales strategies_
Competitive rate analysis keeps proposals profitable and attractive_
Revenue optimization algorithms maximize value from meeting spaces_
Understanding pricing models and ROI helps hotels choose wisely_
Per-room pricing usually runs $5-$15 per room monthly for smaller properties_
Fixed monthly fees plus a percentage per booking suit larger hotels_
Enterprise pricing is customized for big chains with complex needs_
Implementation and training can cost $2,000-$10,000 but often pay off quickly_
Higher group conversion rates are the main ROI driver, with many hotels boosting rates from 32% to over 50%_
Time saved on admin means sales teams can focus on closing deals, improving performance_
Cutting paper processes reduces errors and lost revenue_
Typical payback is 6-12 months; some break even within a single sales season_
Successful adoption requires good planning, stakeholder buy-in, and phased rollouts to keep disruption low and adoption high.
Assess your team’s needs carefully to pick solutions that address real pain points.
Review your current tech stack to ensure smooth integration.
Plan data migration to protect valuable guest and contract info.
Set up training and change management tailored to roles.
Start with pilot users to test and refine.
Provide thorough, role-specific training on workflows and best practices.
Set up ongoing support and feedback channels.
Track key metrics like conversion rates and adoption to guide improvements.
Hotel sales software is evolving fast, driven by AI, automation, and mobile-first design.
AI helps score leads and predict booking likelihood with high accuracy.
Automated proposals based on guest data boost personalization and conversion.
Predictive analytics optimize pricing and demand forecasting.
Chatbots handle initial leads, freeing sales reps for relationship building.
Mobile-first design lets sales teams work anywhere.
Virtual site tours help showcase venues remotely.
Real-time collaboration tools improve teamwork across departments.
Cloud access ensures security and flexibility.
Investing in hotel sales software today sets your property up to win more group business, operate efficiently, and deliver outstanding guest experiences in a digital world.
The right technology lets your team focus on what matters most: building relationships and driving revenue growth while automating routine tasks and managing guest data seamlessly.
Start with a thorough needs assessment, choose a platform that fits your workflows, and prepare your team for success. The future belongs to hotels that blend technology with human touch to delight guests and stay ahead in the competitive hospitality industry.