Independent hotels
One screen for the whole shift.
Reservations, folio, housekeeping and messaging in a single workspace, designed for teams of one to ten at the desk.
01 / 14Hotel PMS
Hotel PMS · Property Management System
Run the property without leaving the screen.
A modern PMS that holds the front desk, housekeeping, reservations and folio in a single, fast view. Built for teams who don’t have time to fight their software.
Runs on
- Web
- iPad
- Android tablet
- Android phone
- Offline-first
- Setup
- < 2 weeks
- Cross-platform
- Web · iPad · Android
- Works offline
- IndexedDB sync
PG
Paola Greco
3 nights · 28 Apr → 1 May · Room 202
Adults
2
Children
0
Source
Booking.com
Folio
- €720.00
Sea View King · 3 nights
€240 × 3
- €32.00
Welcome breakfast (×2)
Apr 28
- €180.00
Spa · Couples massage
Apr 29 · 14:00
- €18.00
City tax
Per night
Balance€950.00
Housekeeping
Room 202
Sea View King · Floor 2
Activity
Upgraded to Sea View King
14:32 · Maria · GM
Reservation confirmed via WhatsApp
12:08 · Prostay AI
Booking received from Booking.com
11:54 · System
02 / 14Capabilities
Everything the front desk needs in one workspace.
No tabs, no exports, no swivel-chair. The PMS surfaces the next action on every reservation, from arrival to checkout to follow-up.
01
Reservation grid
Tape-chart and list views with drag-to-move, instant rate edits and conflict detection on every change.
02
Folio & charges
Open folios, transfer charges between rooms, split bills, void with full audit trail, all in two clicks.
03
Guest CRM
Stay history, preferences, allergies, marketing consent, segments and saved cards on every guest record.
04
Booking sources & agents
OTAs, direct, corporate, travel agents and wholesalers, each with their own rates, contacts and production reporting.
05
Housekeeping board
Live room status, attendant assignments, inspection log, turn-down and rush requests in one operational view.
06
Automations engine
Thirteen built-in triggers and a rule editor that runs the property between actions, no scripts, no third-party glue.
03 / 14Deep dive 01
Front desk
Check-ins that take seconds, not minutes.
Pre-checked guest documents, pre-authorised cards, pre-assigned rooms. The PMS does the staging at booking-time so the front desk never holds the lobby.
What the desk does in 30 seconds
- Verify ID, capture e-signature and apply registration card.
- Auto-assign room based on preferences and stay history.
- Pre-authorise the card on file or capture a new one.
- Trigger the welcome WhatsApp with key code and Wi-Fi.
- Push the room status to housekeeping in real time.
04 / 14Deep dive 02
Folio
A folio that reads like a receipt.
Every charge, every payment and every adjustment shown in the order it happened. Refunds, voids and transfers are first-class operations, not workarounds.
Paola Greco
3 nights · 28 Apr → 1 May · Room 202
| Date | Item | EUR |
|---|---|---|
| Apr 28 | Sea View King €240 × 3 nights | 720.00 |
| Apr 28 | Welcome breakfast ×2 guests | 32.00 |
| Apr 29 | Spa · Couples massage 14:00 | 180.00 |
| Apr 30 | Restaurant · Dinner Table 7 | 94.50 |
| May 1 | City tax 3 nights × €6 | 18.00 |
Subtotal€1,044.50
VAT (10%)€104.45
Total€1,148.95
Payment received
€1,148.95
Visa ending 4242 · 3DS verified
- Method
- Card · Prostay Pay
- Captured
- Apr 28 · 14:32
- Posted to
- Folio #4821 · GL 4100
- Reconciled
- Auto · 0.4s
05 / 14Deep dive 03
Guest CRM
Every guest is a record, not a row.
The CRM is part of the PMS, not a side app. Every reservation builds the guest profile, every charge updates lifetime value, every preference is remembered the next time the guest books.
Inside a guest record
- Lifetime stay history with revenue, cancellations and no-shows.
- Preferences, allergies, occasions and free-form notes that the front desk and housekeeping both see.
- Saved cards (tokenised in Stripe or Adyen) and ID documents on file.
- Marketing consent, channel of acquisition and language for outbound emails.
- Tags and segments for VIP lists, returning guests and corporate guarantors.
- One-click rebook with the rate plan and room type the guest is already on.
06 / 14Deep dive 04
Booking sources
Track every booking back to the source that earned it.
A first-class object for every channel and agent. The PMS knows which source brought which guest, on which rate, with which commission, and feeds the production reports that the commercial team actually opens on Monday.
What the source manager covers
- Source types: OTA, direct, corporate, travel agent, wholesaler, walk-in.
- Per-source profile with code, primary contact, country and key-account flag.
- Contracted rate ladders, allotments and minimum stay rules per source.
- Net or gross commercial models, with commission and markup tracked at booking time.
- Production reports: revenue by source, by rate plan, by room type, year on year.
- Filter, export and split-screen the booking grid by source for nightly reconciliation.
07 / 14Deep dive 05
Housekeeping
The board the housekeeping cart actually uses.
A native Android app for the cart, a live board for the supervisor, and a real-time link to the front desk so a vacated room is sellable the moment it is inspected. No paper, no walkie-talkie ping-pong.
Housekeeping board
Mon, 24 May · 41 rooms · 6 attendants on shift
Status
CleanInspectedPick-upDirtyOut of OrderOut of Service
RoomTypeLocStatusFOReservationAttendant
- 101DXKDeluxe KingB1FDirtyVacantDepartureMaria
- 108STEJunior SuiteB1FCleanVacantArrivalAnna
- 203DXTDeluxe TwinA2FInspectedOccupiedStayoverLina
- 305STDStandard QueenA3FPick-upOccupiedStayoverMaria
- 401EXEExecutive SuiteA4FDirtyVacantDepartureTomas
- 412FAMFamily BungalowB4FOut of ServiceVacant--
1 rush request in queue · photo inspections enabled · synced 6 sec ago
Cart viewOn the floor and at the desk
- Live room status: clean, inspected, pick-up, dirty, out of order, out of service, with the same palette across the cart, the desk and the GM dashboard.
- Attendant assignments by floor, building or zone, with daily attendance, break tracking and shift handover.
- Inspection workflow with before-and-after photos kept on the room record.
- Rush requests routed to the next free attendant, with arrival time as the priority signal.
- Maintenance flag-and-route from any room, including photos, straight to the work-order queue.
- Filters by floor, attendant, status, room type, with bulk status updates from the supervisor view.
08 / 14Deep dive 06
Reports
Every report a hotelier asks for, already pre-built.
Operations, finance and distribution, all on the same data the front desk is touching right now. No nightly batch, no exports, no waiting for the central team to run a query.
Live · 6 properties · updated 4s ago
1d7d30d90d
Occupancy
87%
+4.2 pts
ADR
€212
+€18 wow
RevPAR
€185
+€22 wow
Bookings
11
today
Pace vs. last year
20262025
Wk 18Wk 20Wk 22Wk 24Wk 26
Pre-built across three surfaces
- Operations: arrivals, departures, in-house, no-shows, cancellations, house status, out-of-order, out-of-service.
- Finance: daily revenue, accounts receivable aging, deposit ledger, payments balances due, void and refund, checked-out with outstanding balance.
- Distribution: production by source, revenue by rate plan, revenue by room type, RevPAR by room type, ADR, year-on-year comparison.
- Items and services: revenue by category, daily charges, F&B and ancillaries broken out by outlet.
- Performance Center: occupancy, pickup and forecasts on a single dashboard, with date-range and property filters.
- Every report is filterable, exportable and shareable as a permalink with role-aware access.
09 / 14Deep dive 07
Automations
Rules and triggers that run the property between shifts.
Most PMS vendors call this "advanced workflows" and sell it as an add-on. Prostay ships a real automations engine in the base product, with thirteen built-in triggers and a rule editor that any operator can read. Email cadences, status transitions, folio postings, door-lock provisioning and accounting routes all live in the same place, so the operations playbook stops being a Notion page and starts being software.
Automations engine
5 of 5 rules active · all properties · triggered by 13 events
Pre-arrival journey
Auto-ApplyIF3 days before check-inTHENSend arrival instructions, ID uploadLast fired 2 hours ago · 1,208 runs
Welcome on check-in
Auto-ApplyIFRoom status -> Checked-inTHENWhatsApp Wi-Fi, door code, breakfast hoursLast fired 12 min ago · 4,376 runs
Booking confirmation
Auto-ApplyIFBooking status -> ConfirmedTHENSend branded confirmation in guest languageLast fired 4 min ago · 12,940 runs
Late check-out upsell
Auto-ApplyIF1 day before check-outTHENOffer paid late check-out, link to payLast fired 38 min ago · 612 runs
Cancellation refund
Review FirstIFBooking status -> CancelledTHENRefund deposit per policy, send receiptLast fired yesterday · 84 runs
42 more rules · grouped by surface, version-controlled, audit log
New ruleWhat runs without human input
- Status triggers: booking confirmed, cancelled, pending; courtesy hold confirmed, expired; room checked-in, checked-out, no-show.
- Time-based triggers: X days before or after check-in, X days before or after check-out, X days after confirmation.
- Pre-arrival sequence with ID upload, parking, transfer and breakfast preferences captured before the guest lands.
- Welcome message on check-in with Wi-Fi, key code (Salto KS) and house rules in the guest language.
- Late check-out, room upgrade and F&B upsell offers timed to the right point in the stay.
- Cancellation, refund and review-request flows with the right policy applied to the right rate plan.
- Folio routines: auto-pre-authorise the card on file at booking, auto-post POS charges to the room, auto-close the folio at check-out.
- Accounting rules: bank-feed transactions auto-categorised by description, amount or counterparty, with audit trail.
- Per-property overrides on every rule, multi-property defaults, version history with one-click rollback.
10 / 14Deep dive 08
Cross-platform
Every role on the device they’re already holding.
The PMS runs natively on iPad and Android, and on any modern browser. Same data on every surface, same shortcuts, no second login. Each role gets the form factor that fits the way they actually work the property, and the device keeps running through internet outages because the day’s data lives locally on it.
Where each role lives
- Front desk: browser at the workstation, native iPad on the floor for tablet-side check-ins and VIP arrivals.
- Housekeeping: native Android phone app. Room status, inspection photos and turn-down requests, all from the cart.
- Maintenance: native Android phone app. Work orders, before-and-after photos, no trip back to the office to log a fix.
- GM: iPad in the lobby for Pulse and arrivals, browser at the desk for roles, payouts and audit.
- Multi-property: one login, every property, every device. Switch between portfolios in two taps.
- Offline-first on every device. Check-ins, folio actions and POS posts commit locally and keep flowing through router reboots and ISP outages, then sync to the server in order when the link is back.
11 / 14Use cases
Built for the operations you already run.
Whether you operate one boutique inn or a 12-property group, the PMS bends to the way your team actually works.
Groups & chains
Standardise without flattening.
Shared rate plans, central guest profiles and consolidated reporting; per-property rules where the local team needs flexibility.
Resorts
F&B and spa, on the same folio.
POS, spa and activity charges land directly on the room folio, no nightly reconciliations, no manual postings.
12 / 14Integrations
Plays well with the stack you already trust.
Two-way integrations with the platforms your hotel runs on, from accounting to door locks to guest messaging.
- Booking.comOTA
- ExpediaOTA
- AirbnbOTA
- StripePayments
- AdyenPayments
- XeroAccounting
- QuickBooksAccounting
- Salto KSDoor locks
- WhatsApp BusinessMessaging
13 / 14Proof & pricing
Customer
“As our island property was growing, we understood that the current management system would not provide us with the right long-term solution. That’s when we shifted to Prostay and it didn’t fail to deliver exactly what it promised: easy to read and always up-to-date reports, minimal staff training, business automation tools to solve repetitive tasks, and most importantly for us, an on-premise off-line property management solution.”
Pricing
Bundled in All-in-One.
The PMS is part of the All-in-One platform plan. Pricing is per room, with a flat base fee and predictable bands as you scale.
14 / 14Get started
Try the PMS on your real reservations.
A 30-minute live walkthrough on a sandbox loaded with your kind of property, then a written proposal and migration plan within 24 hours.
- No credit card required
- Free data migration from your current PMS
- 14-day onboarding with a dedicated specialist
- Pause or cancel any time during the first 60 days