This system connects front desk coordination, room cleaning and inspected readiness, kitchen preparation, property purchasing and stock, separately billed goods and local finance for independent and boutique hotels, extended-stay properties and hotel groups. Existing property management systems remain authoritative for room availability, confirmed reservations, assignments, stays and guest/corporate folios.
Housekeeping tasks in one list
| Task number | Room | Kind | Service date | Assigned to | Planned start | |
|---|---|---|---|---|---|---|
| HT-90936 | Room 118, accessible king | Turnover | 24 Oct | Jules Mercer | 29 Oct | |
| HT-10577 | Room 109, courtyard king | Stayover | 20 Oct | Ravi Desai | 22 Oct | |
| HT-77911 | Room 502, terrace suite | Requested service | 14 Oct | Elena Voss | 22 Oct | |
| HT-85485 | Room 109, courtyard king | Reclean | 14 Oct | Tomas Vale | 22 Oct | |
| HT-13461 | Room 216, garden view | Turnover | 16 Oct | Maya Calder | 23 Oct |
Your Property Manager confirms the order and commercial terms.
Every feature works on the same records. Pick one to see the screen your team works in.
Prepare for arrivals and follow booking changes with your PMS.
Rooms
| Room code | Property | Room type | PMS occupancy | Local readiness | Current assignment | |
|---|---|---|---|---|---|---|
| 204 | Mariner Row Hotel | Courtyard king | Vacant | Dirty | Calder assigned Room 204 | |
| 305 | The Lantern Courtyard | Garden view queen | Occupied | In progress | Calder assigned Room 204 | |
| 118 | Mariner Row Hotel | Family connecting rooms | Unknown | Clean | Vale assigned Room 109 | |
| 412 | Mariner Row Hotel | Standard two queens | Vacant | Inspected | Haddad assigned Room 502 | |
| 216 | Mariner Row Hotel | Accessible king | Occupied | Restricted | Vale assigned Room 109 |
Plan cleaning, inspect completed work and keep room readiness clear.
Housekeeping inspections
Follow actual preparation, food use and cost through the hotel kitchen.
Work order operations
| Work order | Routing operation | Assigned to | Status | Planned start | Planned end | |
|---|---|---|---|---|---|---|
| Assemble weekend welcome kits | Release finished guest kits | Noor Haddad | Ready | 02 Nov | 07 Nov | |
| Pack conference amenity sets | Label room service tray | Priya Nair | In progress | 11 Oct | 14 Oct | |
| Assemble suite bath kits | Receive amenity components | Amara Okafor | Exception | 29 Oct | 01 Nov | |
| Replenish housekeeping carts | Release finished guest kits | Elena Voss | Ready | 18 Oct | 26 Oct | |
| Prepare banquet coffee service | Inspect minibar packs | Maya Calder | In progress | 13 Oct | 19 Oct |
Follow property purchases from the requirement to confirmed supplier payment.
Approval conditions
| Purchase order number | Property | Supplier | Current total | Approval basis | Currency | |
|---|---|---|---|---|---|---|
| PO-52739 | The Lantern Courtyard | Morrow Guest Amenities | 90 | 50 | US dollar | |
| PO-86562 | Stonebridge Guesthouse | Blue Finch Dairy Supply | 390 | 390 | Canadian dollar | |
| PO-24215 | Cedar Quay Hotel | Morrow Guest Amenities | 450 | 320 | US dollar | |
| PO-81512 | Juniper House Inn | Crescent Grove Produce | 220 | 580 | Canadian dollar | |
| PO-50241 | Stonebridge Guesthouse | Willow Mill Paper Goods | 460 | 700 | British pound |
Follow stock from the storeroom to the department and its actual use.
Lot portions
Manage local goods sales and keep PMS guest billing aligned with the books.
Approval waits for the property manager
| Order number | Property | Account | Shipment mode | Net total | Credit review | |
|---|---|---|---|---|---|---|
| SO-67372 | Mariner Row Hotel | Blue Harbor Conference Co. | Carrier | 740 | Larkspur wedding balance review | |
| SO-60676 | North Cove Lodge | Larkspur Wedding Studio | Customer handover | 550 | Larkspur wedding balance review | |
| SO-77869 | Willow Pier Suites | Alder Coast Excursions | Carrier | 210 | Stonegate corporate stay review | |
| SO-67634 | Alder Street Hotel | Alder Coast Excursions | Customer handover | 330 | Larkspur wedding balance review | |
| SO-72033 | Stonebridge Guesthouse | Blue Harbor Conference Co. | Carrier | 670 | Stonegate corporate stay review |
Reconcile local business and PMS financial activity in each company’s books.
Approval waits for the finance manager
| Invoice number | Property | Account | Document type | Net amount | Tax amount | |
|---|---|---|---|---|---|---|
| INV-85498 | North Cove Lodge | Alder Coast Excursions | Invoice | 290 | 840 | |
| INV-35283 | Juniper House Inn | Alder Coast Excursions | Credit note | 560 | 680 | |
| INV-41375 | Mariner Row Hotel | Morrow & Field Retreats | Invoice | 230 | 230 | |
| INV-26552 | Stonebridge Guesthouse | Alder Coast Excursions | Credit note | 540 | 330 | |
| INV-14418 | Stonebridge Guesthouse | Alder Coast Excursions | Invoice | 490 | 810 |
See property work, supply and financial balances with their source context.
Rooms
| Room code | Property | Room type | PMS occupancy | Local readiness | Current assignment | |
|---|---|---|---|---|---|---|
| 204 | Mariner Row Hotel | Courtyard king | Vacant | Dirty | Calder assigned Room 204 | |
| 305 | The Lantern Courtyard | Garden view queen | Occupied | In progress | Calder assigned Room 204 | |
| 118 | Mariner Row Hotel | Family connecting rooms | Unknown | Clean | Vale assigned Room 109 | |
| 412 | Mariner Row Hotel | Standard two queens | Vacant | Inspected | Haddad assigned Room 502 | |
| 216 | Mariner Row Hotel | Accessible king | Occupied | Restricted | Vale assigned Room 109 |
Order-to-cash ships ready to use. 2 steps need a named approval before the work moves on: Sales order (Property Manager) and Invoice (Finance Manager).
Prepare clear terms for the goods your customer needs.
Confirm the order and the delivery commitment.
Select suitable stock and follow the actual handover.
Bill accurately for the supplied goods and agreed prices.
Keep customer balances current as payments arrive.
Open any housekeeping task to see the roles that work on it, its process stages and its approvals on one page.
Service date, Assigned to, Planned start and Planned end.
Records linked to this housekeeping task.
Housekeeping Attendant and Housekeeping Supervisor, each with their own permissions.
Perform and independently inspect room work, with the role that acts.
Sales order and Invoice, with who decides.
Turnover
Signed in as Property Manager
| Decision | Approver | |
|---|---|---|
| Sales orderConfirm the order and the delivery commitment. | Property Manager | |
| InvoiceBill accurately for the supplied goods and agreed prices. | Finance Manager | |
| Approve sales orders and Quotes exceptions independently of creators, acceptance recorders where material and all material editors | Property Manager | |
| Approve PMS requests protected changes and room restrictions releases through exact property request/room restriction release decisions | Property Manager | |
| Approve Properties, property PMS operational mappings, department policy, Accounts and commercial prices through master changes | Property Manager | |
| Review room discrepancies and authorize their exact evidenced resolution | Property Manager |
Everyone opens Hospitality ERP to the work that is theirs. Pick a role to see what it starts with.
Maintains technical access, configured source connections and draft mappings within approved company/property scope.
Coordinates actual PMS requests, protected guest references and separately billed goods.
This is the first screen this role sees.
PMS requests · Front Desk Coordinator
Independently controls property operating exceptions and local commercial commitments.
This is the first screen this role sees.
Sales orders · Property Manager
| Order number | Property | Account | Shipment mode | Net total | Credit review | |
|---|---|---|---|---|---|---|
| SO-67372 | Mariner Row Hotel | Blue Harbor Conference Co. | Carrier | 740 | Larkspur wedding balance review | |
| SO-60676 | North Cove Lodge | Larkspur Wedding Studio | Customer handover | 550 | Larkspur wedding balance review | |
| SO-77869 | Willow Pier Suites | Alder Coast Excursions | Carrier | 210 | Stonegate corporate stay review | |
| SO-67634 | Alder Street Hotel | Alder Coast Excursions | Customer handover | 330 | Larkspur wedding balance review | |
| SO-72033 | Stonebridge Guesthouse | Blue Harbor Conference Co. | Carrier | 670 | Stonegate corporate stay review |
Performs assigned authorized room work and records actual observations.
This is the first screen this role sees.
Housekeeping tasks · Housekeeping Attendant
| Task number | Room | Kind | Service date | Assigned to | Planned start | |
|---|---|---|---|---|---|---|
| HT-90936 | Room 118, accessible king | Turnover | 24 Oct | Jules Mercer | 29 Oct | |
| HT-10577 | Room 109, courtyard king | Stayover | 20 Oct | Ravi Desai | 22 Oct | |
| HT-77911 | Room 502, terrace suite | Requested service | 14 Oct | Elena Voss | 22 Oct | |
| HT-85485 | Room 109, courtyard king | Reclean | 14 Oct | Tomas Vale | 22 Oct | |
| HT-13461 | Room 216, garden view | Turnover | 16 Oct | Maya Calder | 23 Oct |
Plans real service obligations and independently inspects room readiness.
This is the first screen this role sees.
Housekeeping tasks · Housekeeping Supervisor
| Task number | Room | Kind | Service date | Assigned to | Planned start | |
|---|---|---|---|---|---|---|
| HT-90936 | Room 118, accessible king | Turnover | 24 Oct | Jules Mercer | 29 Oct | |
| HT-10577 | Room 109, courtyard king | Stayover | 20 Oct | Ravi Desai | 22 Oct | |
| HT-77911 | Room 502, terrace suite | Requested service | 14 Oct | Elena Voss | 22 Oct | |
| HT-85485 | Room 109, courtyard king | Reclean | 14 Oct | Tomas Vale | 22 Oct | |
| HT-13461 | Room 216, garden view | Turnover | 16 Oct | Maya Calder | 23 Oct |
Performs assigned released preparation and actual food service, and records required factual checks.
This is the first screen this role sees.
Work orders · Kitchen Operator
| Work order number | Property | Batch number | Output product | Planned quantity | Completed quantity | |
|---|---|---|---|---|---|---|
| WO-89076 | North Cove Lodge | WO-15815 | Cotton bath towel, white | 280 | 0 | |
| WO-40143 | Alder Street Hotel | WO-74226 | Sparkling water, 330 ml | 530 | 190 | |
| WO-77444 | Willow Pier Suites | WO-78667 | Citrus hand soap, 300 ml | 960 | 140 | |
| WO-99413 | North Cove Lodge | WO-83558 | Guest amenity kit, standard | 300 | 300 | |
| WO-42982 | Willow Pier Suites | WO-48486 | Breakfast granola, 1 kg | 610 | 50 |
Independently controls recipes, accepted work, terminal output and bounded kitchen fitness.
This is the first screen this role sees.
Work orders · Kitchen Manager
| Work order number | Property | Batch number | Output product | Planned quantity | Completed quantity | |
|---|---|---|---|---|---|---|
| WO-89076 | North Cove Lodge | WO-15815 | Cotton bath towel, white | 280 | 0 | |
| WO-40143 | Alder Street Hotel | WO-74226 | Sparkling water, 330 ml | 530 | 190 | |
| WO-77444 | Willow Pier Suites | WO-78667 | Citrus hand soap, 300 ml | 960 | 140 | |
| WO-99413 | North Cove Lodge | WO-83558 | Guest amenity kit, standard | 300 | 300 | |
| WO-42982 | Willow Pier Suites | WO-48486 | Breakfast granola, 1 kg | 610 | 50 |
Prepares supplier commitments and controls independently approved purchasing limits.
This is the first screen this role sees.
Purchase orders · Purchasing Manager
| Purchase order number | Property | Supplier | Current total | Approval basis | Currency | |
|---|---|---|---|---|---|---|
| PO-52739 | The Lantern Courtyard | Morrow Guest Amenities | 90 | 50 | US dollar | |
| PO-86562 | Stonebridge Guesthouse | Blue Finch Dairy Supply | 390 | 390 | Canadian dollar | |
| PO-24215 | Cedar Quay Hotel | Morrow Guest Amenities | 450 | 320 | US dollar | |
| PO-81512 | Juniper House Inn | Crescent Grove Produce | 220 | 580 | Canadian dollar | |
| PO-50241 | Stonebridge Guesthouse | Willow Mill Paper Goods | 460 | 700 | British pound |
Records actual property-stock receipt, movement, independent receipt acceptance and goods handover.
This is the first screen this role sees.
Receipt acceptances · Warehouse Operator
Controls property supply claims, movement, count, return and ready-shipment decisions.
This is the first screen this role sees.
Receipt acceptances · Warehouse Manager
Prepares source-reconciled local finance and executes approved effects.
This is the first screen this role sees.
Receipt acceptances · Accountant
Independently controls money, source mappings, valuation and local period close.
This is the first screen this role sees.
Purchase orders · Finance Manager
| Purchase order number | Property | Supplier | Current total | Approval basis | Currency | |
|---|---|---|---|---|---|---|
| PO-52739 | The Lantern Courtyard | Morrow Guest Amenities | 90 | 50 | US dollar | |
| PO-86562 | Stonebridge Guesthouse | Blue Finch Dairy Supply | 390 | 390 | Canadian dollar | |
| PO-24215 | Cedar Quay Hotel | Morrow Guest Amenities | 450 | 320 | US dollar | |
| PO-81512 | Juniper House Inn | Crescent Grove Produce | 220 | 580 | Canadian dollar | |
| PO-50241 | Stonebridge Guesthouse | Willow Mill Paper Goods | 460 | 700 | British pound |
Review hotel work and the financial position behind it.
This quarter
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Planned | 47 | ||
| Assigned | 24 | 51% | |
| In progress | 16 | 67% | |
| Clean | 8 | 50% |
Sample counts per stage
Follow current PMS arrivals, departures and stay changes, with unconfirmed requests and source differences visible.
Compare local cleaning and inspection with occupancy and active room restrictions at the stated property cutoff.
Review assigned work, actual completion and missed or declined service with its reason.
Reconcile actual preparation, attributable work in progress and completed output against the approved standard.
See available, held and committed goods alongside department transfers, actual use and remaining source quantities.
Follow commitments through actual arrival, accepted tranches, bill matching and the unresolved remainder.
Review approved local orders, actual handover and eligible billing without adding PMS guest charges to that route.
Compare original guest, deposit, corporate and clearing activity with reviewed local postings and unresolved source exceptions.
Review remaining local invoice and bill balances at the selected cutoff, with their current carrying and settlement history.
See how Hospitality ERP fits your kind of team.
Keep daily hotel work connected to the business.
Coordinate attentive service with dependable property operations.
See property work clearly while keeping company accounts separate.
Coordinate longer stays with current room and service information.
Each stage of order-to-cash names the role that acts and the status it records, so a change is never anonymous.
Each stage, the role that acts and the status it records
Prepare work and surface exceptions within the team's permissions.
Set up connections through ERP.AI and Proto workflows, with every change logged.
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 131 tablesStart with one team and one process, then add the rest once the basics are running.
Identify legal companies, properties and the existing PMS. Follow a real booking change and room turnover, then review kitchen preparation, property supplies and the local goods route. Agree who owns each source and decision before configuring the application.
Set property and room mappings, permissions and approved operating rules. Review recipes, units and stock methods. Define how PMS financial components reach company accounts and how actual settlement clears the same source. Test the supported request and response behavior with the chosen connection.
Bring forward current bookings, stay segments, room restrictions and unfinished tasks with their original identities. Reconcile stock and production work alongside local financial detail and the external guest ledgers. Approve one company opening ledger and nonposting source history at the agreed cutoff.
Run the agreed workflows with their owners and review the result. Include a stale PMS update, a room discrepancy, a partial receipt and an unresolved payment outcome. Confirm that changes preserve previous work and that quantities, clearing sources and financial balances reconcile before expanding use.
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
Click Get started, then use Proto to configure Hospitality ERP for your business. Set up your workflows, import your data and invite your team.
The selected scope works alongside your PMS. It remains authoritative for reservations, room assignment, occupancy and guest folios. Hospitality ERP coordinates local operating work and reviewed financial postings using configured source mappings.
The configured workflow can prepare supported requests under your property policy. Protected changes need the relevant independent approval. A request or acknowledgment remains distinct from the verified PMS outcome that confirms the external state.
Local readiness follows actual cleaning and the required independent inspection, with current restrictions considered. Occupancy and PMS availability remain separate. A new fault or conflicting source update can require renewed review before staff rely on the local readiness result.
Staff see the current instructions allowed by their task access and record why service did not happen. A missed or declined task remains visible for the appropriate follow-up. The system cannot treat a scheduled date or checklist entry as evidence that the room was serviced.
The specification covers reviewed recipes, actual preparation and selected packing or replenishment. It follows ingredient use, completed output and relevant food dates, with separate handling of losses and work still in progress. Implementation defines the products and operating checks that will be enabled.
A transfer changes custody while retaining the company's stock. Actual consumption has its own source quantity and cost effect. Unused returns preserve the original history, and a booking, room charge or requisition alone does not prove that goods were consumed.
PMS-originated charges use the selected accounting bridge into the company books. They do not create another local sales invoice or cash receipt. Separately sold goods use their own approved local billing route, with controls preventing the same sale from entering both paths.
The payment report and actual settlement evidence have distinct roles. The reviewed mapping identifies the relevant clearing balance, and confirmed bank or cash evidence settles that source once. Unknown outcomes remain unresolved rather than being treated as received money.
The model supports separate property responsibilities within the selected company structure. Each legal company retains its ownership and books. Shared visibility does not automatically consolidate accounts, transfer stock between companies or authorize cross-company offsets.
Start free, then use Proto to change fields, steps and approvals before your team goes live.