How to Choose Hotel Software: 12 Questions to Ask Before You Buy
Most hotels pick their software either on a friend's recommendation or by accepting the first quote that lands on the desk, and then live with that choice for years. Ask vendors the questions below before you sign, and the right decision becomes much easier.
1. Is there a limit on the number of users?
Do you want every member of your staff working inside the system? Or are you willing to keep the user count low to hold down the price, accepting a heavier workload and a system that never quite covers the whole operation? Neither option is acceptable. Choose a system that every employee in every department can use. A cloud-based application that is easy to reach from any device makes your work simpler and gives you real value for what you pay.
2. If we go with the cloud, what happens when the internet goes down?
With cloud-based PMS software this can happen, but for exactly these situations an offline server on your property's network keeps operations running until the connection is restored. The outage then shows up only in the audit logs. A system with a local installation option or an offline mode makes a real difference for coastal resorts in the middle of the season.
3. Are the channel manager and tourism-authority (TGA) integration included, or extra?
Two-way sync with Booking.com and Airbnb, and data integration with Turkey's tourism authority (TGA), are add-on fees with most products. Factor them in when you calculate the total cost.
4. What is the pricing model?
A monthly or seasonal fee scaled to room count, an annual license, maintenance and support fees, or a one-time purchase. Write out the five-year total cost of all three models for a 20-room property and compare them side by side.
5. Is my data safe? Is the system compliant with data protection law (GDPR / Turkey's KVKK)?
If the contract ends, or whenever you choose, can you export your guest and reservation data, and in what format? Get this in writing. And be sure to ask whether the confidentiality, integrity and availability of your business information are safeguarded under ISO 27001.
6. Does it handle e-invoicing and accounting exports?
Can it export to the software your accountant uses, and which e-invoicing providers does it work with?
7. How many languages and currencies does it support?
Does it suit staff who work in different languages? Does it support selling in multiple currencies and issuing invoices in different currencies?
8. What does support look like? Are there hour or ticket limits?
Who answers when you call at 10 p.m. on a Saturday? For seasonal properties, this question matters more than the price.
9. How will the migration work?
Will your history, folios, reservations and guest profiles from your current system be transferred? How many days does it take, and is training included?
10. Which questions do the reports answer?
Every system shows occupancy and revenue. Without pickup, ADR, RevPAR and revenue-by-channel reports, you cannot practice revenue management.
11. Is police guest registration (KBS in Turkey) built into the system?
“We have an integration” is not enough. Ask whether the notification is sent automatically at check-in and whether you can see the result on screen.
12. Is it easy to use?
The user interface is one of the strongest assets of any software. It is extremely valuable when the system is easy to learn, parameter-driven, and lets you set permissions in detail. Also ask: does it require installation on computers, tablets or mobile devices? Do problems appear after updates?
Put the answers to these questions side by side and the decision usually makes itself. To see how Zeus PMS answers all twelve, request a demo.