Hotel software

For a family hotel, guesthouse or small hotel with a restaurant, where the owner wants to see occupancy, income and expenses from their phone without calling the reception desk. The enquiries behind the hotel solution and this year's quotes were twofold: a hotel with a wedding hall and accommodation that wanted to operate without a receptionist, and a hotel with a restaurant and event rooms where tasks for the kitchen, housekeepers and waiters are passed on verbally and are sometimes missed.

Most hotels and guesthouses that contact us want a website first: rooms, prices, gallery, a stay enquiry from the selected room’s page and, if desired, online booking with a calendar and payment. That is why we also offer it separately, in Bulgarian, English and your guests’ languages, within two weeks of receiving the text and photos. An off-the-shelf hotel programme works for a hotel that only wants a calendar and register; a bespoke system makes sense when bookings from the website and platforms need to feed into one calendar, when the hotel operates without a receptionist, or when the rooms are combined with a restaurant, venues and events that the off-the-shelf programme cannot see.

For most small hotels and guesthouses with a receptionist, ready-made software is the right answer and costs less than our solution. These are the systems hoteliers in Bulgaria compare, with the price from each website, checked on 17 October 2026. The detailed comparison, including ESTI, channels and locks, is on a separate page.

Whichever software you choose, it must handle these obligations of the accommodation establishment:

• Guest register and submission to ESTI: since 1 October 2019, all accommodation establishments, including guest rooms, houses and apartments, have been required to submit data to the Unified Tourist Information System under Article 116, paragraph 5 of the Tourism Act, via the website, by file, or automatically through the “system-to-system” channel after submitting an application.
• Tourist tax per overnight stay, at the rate set by the municipality’s ordinance, recorded by guest and overnight stay.
• A receipt from a fiscal device for cash and card payments made on site; when software issues the receipt itself, it must be SUPTO approved by the NRA.
• An invoice in euro containing the particulars required under Article 114 of the VAT Act when the guest is a company.
• Protection of guests’ personal data under GDPR: documents are kept for a limited period and only for the register.

The guest selects dates, sees the available rooms and, if desired, the floor plan, chooses the exact room and pays by card or secures it with a deposit. Confirmation arrives by email and SMS. Each booking has a status: enquiry, confirmed, checked in, checked out, while the day-by-day room calendar is shared by the website, reception and channels, making double bookings impossible. Eli & Eli Berlin’s holiday apartment website uses direct bookings so the owner does not pay commission for guests who come through their own website.

The most common question is about Booking.com, Airbnb and Expedia. Our answer is honest: we have described two-way availability, without a separate fee, in a proposal and contract for the hotel without a receptionist, but we have not connected it to a live system yet. That is why we list it in the proposal as a separate item after verification, rather than promise it.

The hotel behind the solution wanted guests to book, pay, receive a code and let themselves in. The system generates a separate code for each booking, valid from the check-in time on the arrival day until the check-out time, after which it deactivates automatically. The housekeeper has their own code with restricted hours. The code reaches the guest by SMS, or by email and on a secure page if the SMS does not go through. With connected locks, the code is written to the lock automatically through a gateway on the floor; with offline locks, the system provides a list of codes for manual changes. We confirm the lock model from photos before starting: this project uses TTLock locks, without replacing them.

An emergency mode is also provided: what happens if the internet goes down, the lock is offline or the SMS is not sent. The master lock profile, domain, Stripe account and platform accounts are in the hotel’s name, not ours. The guest fills in the details from their document themselves during booking, without scanning at reception.

The owner’s dashboard works on both phone and computer. Rooms have statuses: available, occupied, arriving, departing, to be cleaned, under maintenance, and the housekeeper can see their own day. Guests have profiles with stays, repeat guests and country-based reports. Financials include revenue by day and channel, expenses by category, occupancy, average nightly rate, VAT and tourist tax, invoices, amounts due and exports for the accountant.

The guest register is filled in from the data the guest enters once during booking, and the system generates the file for ESTI with one click, ready for you to upload to the hotel’s profile. We have no separate connection to the NRA and do not promise one: the receipt is issued by the hotel’s fiscal device. We have included automatic submission to ESTI through RegiX in the contract as a next step, after the hotel’s certificate is obtained.

The second type of enquiry is from a hotel with a restaurant and venues. There, the system brings together tasks that are currently communicated verbally: cleaning, setup, decoration and ventilation for an event, linked to the venue and date, while each employee logs in with their own code and sees their tasks for the day. The event includes covers, sold and available, the people needed by role, such as waiters, bartenders and housekeepers, who attended and how many hours they worked at your rates. The hotel and kitchen can see the next day: rooms, expected groups and the number of breakfast guests, while the head chef allocates quantities by person. The event or monthly report shows revenue and expenses by category, separated for the restaurant and the hotel.

First, you describe the hotel: how many rooms it has, where bookings come from, whether there is a restaurant and venues, and who can see what. We come back with questions and a price range, build a demo for your hotel before you decide, and only then send a written proposal with an exact price and timeline. We show a working version for review within 4 weeks of the first meeting; we launch a hotel website within two weeks of receiving the text and photos.

The hotel systems we have quoted this year are in the lower half of the 3 000-29 300 € range; a website with a stay enquiry or online bookings costs 500-5 000 €. Payment is split into instalments: half at the start and half on delivery. After launch, we maintain the system for 100-350 € per month if you wish, or hand over the code and server so you can operate without a monthly fee to us. Acceptance is documented in a signed handover protocol; if the agreement ends, you receive the domain, data, code and access to the locks.