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Homestay / B&B Management
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Homestay / B&B Management · Available now

Keep each stay and the work around it together.

Homestay / B&B Management keeps a guest stay tied to its party, booked unit, arrival and departure dates, nightly rate and current reservation status. A Property Manager maintains the unit and rate plan records and reviews requested stays before confirmation.

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  • Manual work is free
  • Configure it in Proto
OverviewRequested stays
Homestay / B&B Management · Reservations

Requested stays

confirmed waits for the front desk agent

New reservation
Reservations in view
6
Total guest count
114
Requested
6
Reservation numberGuestUnitArrival dateDeparture dateGuest count
RSR-16846Jun SeoOrchard Room, queen17 Oct23 Oct32
RSR-22917Peter OkekeWillow Room, queen12 Oct17 Oct13
RSR-79516Nina ShahMaple Room, double28 Oct01 Nov25
RSR-63222Tessa MorganAttic Nook, full14 Oct19 Oct14
RSR-51965Nina ShahAttic Nook, full28 Oct01 Nov24
6 of 6 records
Jun SeoReservations · RSR-16846
Requested
UnitOrchard Room, queen
Arrival date17 Oct
Departure date23 Oct
Guest count32
Review outlet evidenceRSR-16846 · Jun Seo

Operations Reviewer authorizes the eligible outlet outcome before Finance Officer posts the charge.

Waiting for Operations Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
12
Saved views
13
Roles with set permissions
5
Reports and dashboards
8
Features

A working view of every stay

Every feature works on the same records. Pick one to see the screen your team works in.

Reservations and guests

Keep the guest, stay dates and booked unit in one working record.

  • Capacity first
  • Date interval
  • Named guest
  • Parties
  • Reservations
  • Units
Explore reservations and guests
OverviewConfirmed arrivals
Homestay / B&B Management · Reservations and guests

Confirmed arrivals

Checked in waits for the front desk agent

New
Reservation numberGuestUnitArrival dateDeparture dateStatus
RSR-44573Nina ShahRiver View Suite, king30 Oct03 NovConfirmed
RSR-26049Jun SeoGarden Suite, king31 Oct05 NovConfirmed
RSR-24329Felix WeberOrchard Room, queen01 Nov06 NovConfirmed
RSR-71266Camila OrtizAttic Nook, full02 Nov09 NovConfirmed
RSR-21543Dario RussoCourtyard Studio, queen25 Oct31 OctConfirmed
6 of 6 records
Nina ShahReservations · RSR-44573
Confirmed
UnitRiver View Suite, king
Arrival date30 Oct
Departure date03 Nov
Example screen with sample data
Process

From request to ready room

Request to ready unit ships ready to use. One step needs a named approval before the work moves on: Review outlet evidence (Operations Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Capture stay

    Record the guest, dates, party size and selected unit.

    Jun SeoRSR-16846 · Property Manager
    Capture stayBy Property Manager

  2. Confirm stay

    Review capacity, dates and rate before committing the room.

    Jun SeoRSR-16846 · Front Desk Agent
    Confirm stayBy Front Desk Agent

  3. Prepare arrival

    Give the front desk the confirmed stay and unit context.

    Jun SeoRSR-16846 · Front Desk Agent
    Prepare arrivalBy Front Desk Agent

  4. Serve guest

    Assign service work and link outlet activity to the stay.

    Jun SeoRSR-16846 · Front Desk Agent
    Serve guestBy Front Desk Agent

  5. Review outlet evidence

    Check the booking and charge against the guest reservation.

    Jun SeoRSR-16846 · Operations Reviewer
    Review outlet evidenceBy Operations Reviewer
    ApprovalOperations Reviewer authorizes the eligible outlet outcome before Finance Officer posts the charge.

  6. Close and turn over

    Reconcile the account, clean the room and check it before release.

    Jun SeoRSR-16846 · Front Desk Agent
    Close and turn overBy Front Desk Agent

Start with Capture and confirm a stay

Inside a record

Keep the guest account tied to the stay

Open any reservation to see its folio charges, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Unit, Arrival date, Departure date and Guest count.

  2. 2
    Folio charges

    Each line is linked to this reservation.

  3. 3
    Who works on it

    Finance Officer, Front Desk Agent and Property Manager, each with their own permissions.

  4. 4
    Process stages

    Capture stay and Check fit, with the role that acts.

  5. 5
    Approvals

    Review outlet evidence, with who decides.

Requested staysJun Seo
Homestay / B&B Management · Reservations

Jun Seo

Orchard Room, queen · Requested

Log activity
1
Record details
UnitOrchard Room, queen
Arrival date17 Oct
Departure date23 Oct
Guest count32
2
Folio charges

Jun Seo

Folio charge numberService dateDescription
FC-7026011 OctTwo nights in Willow Room
FC-8838428 OctGarden breakfast for two
FC-4957516 OctCourtyard wine tasting
Folio charges
6
Total amount
3,410
3

Who works on it

  • Finance OfficerManage folio charges, outlet charges, Payments
  • Front Desk AgentManage outlet bookings, service tasks
  • Property ManagerManage outlet bookings, Parties, rate plans, Reservations…
4

Process stages

  • Capture stayProperty Manager
  • Check fitProperty Manager
5

Approvals

  • Review outlet evidenceOperations Reviewer
    Approved
Example screen with sample data
Approvals

Named decisions at each handoff

Property Manager maintains guest, reservation, unit and rate plan records.

OverviewApprovals
Homestay / B&B Management · Overview

Approvals

Signed in as Operations Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • FC-70260Two nights in Willow Room
    Mei Tan, Cedar Loft stayRequested by Finance Officer
    Draft2dActions
  • FC-88384Garden breakfast for two
    Noah Bennett, Garden Suite weekendRequested by Finance Officer
    Draft3dActions
  • FC-49575Courtyard wine tasting
    Elena Marquez, Willow Room stayRequested by Finance Officer
    Draft3dActions
  • FC-45010Late checkout until 2 pm
    Leila Haddad, Maple Room stayRequested by Finance Officer
    Draft4dActions

Who approves what

DecisionApprover
Review outlet evidenceCheck the booking and charge against the guest reservation.Operations Reviewer
1 approval rule · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Homestay / B&B Management to the work that is theirs. Pick a role to see what it starts with.

Finance Officer

Prepares authorized financial drafts and reconciles confirmed receipts.

This is the first screen this role sees.

OverviewIn-house stays

In-house stays

Reservations · Finance Officer

Reservation numberGuestUnitArrival dateDeparture dateStatus
RSR-60330Jun SeoMaple Room, double02 Nov09 NovChecked in
RSR-54591Felix WeberRiver View Suite, king30 Oct03 NovChecked in
RSR-28789Jun SeoAttic Nook, full29 Oct05 NovChecked in
RSR-61932Felix WeberCedar Loft, twin18 Oct21 OctChecked in
RSR-69625Camila OrtizMaple Room, double24 Oct29 OctChecked in
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

See rooms, tasks and receipts together

Read stay, room, service and account activity from the same records.

Overview
Homestay / B&B Management · Overview

Homestay / B&B Management dashboard

This quarter

Service tasks in view
6
Cleaning
2
Maintenance
2
Guest service
2

Reservations by status

How far records got this quarter

StageReachedStep
Requested32
Confirmed1444%
Checked in750%
Checked out457%

Guest count by status

Sample totals per stage

10.0k0
10.0kRequested
6.0kConfirmed
8.0kChecked in
5.0kChecked out
8.0kCancelled
Example screen with sample data
  1. 01Reservation pipeline

    Group reservations by current status and arrival date to see upcoming work.

  2. 02Unit readiness

    List units by status and capacity for room assignment decisions.

  3. 03Nightly rate coverage

    Compare dated rate plans by unit type, nightly rate and minimum nights.

  4. 04Service workload

    Group tasks by unit, assignee, type and status with due and completion dates.

  5. 05Stay folio

    List each reservation's charges by service date, status and amount.

  6. 06Payment register

    Group payments under reservations by receipt date, status and amount.

  7. 07Outlet activity

    Group outlet bookings and charges by linked reservation and outlet.

  8. 08Departure review

    Compare a checked-out reservation's posted folio and outlet charges with confirmed payments.

All reports and dashboards

Who it's for

Built around small guest properties

See how Homestay / B&B Management fits your kind of team.

Bed and breakfasts

Run room stays, guest service and the morning turnover in one record.

Homestay properties

Coordinate guest arrivals and host service without losing the stay context.

Small guest properties

Keep stays, outlet activity and the guest account connected.

Controls

Check capacity, money and readiness

Each stage of request to ready unit names the role that acts and the status it records, so a change is never anonymous.

OverviewRequest to ready unit
Homestay / B&B Management · Process

Request to ready unit

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
1
Roles involved
4
Tables touched
6
Confirm stay
Front Desk Agent, Property Manager
StatusRequested → Confirmed
RecordsUnits
Check in
Front Desk Agent
StatusConfirmed → checked in
RecordsUnits
Serve guest
Front Desk Agent
StatusOpen → Assigned → in progress → Completed
RecordsOutlet bookings, Reservations
Request to ready unit
  1. Start
    Confirm stayRequested → Confirmed
    Units
  2. Step
    Check inConfirmed → checked in
    Units
  3. Step
    Serve guestOpen → Assigned → in progress → Completed
    Outlet bookings
  4. Approval
    Review outlet evidenceDraft → Posted
    Reservations
  5. Step
    Close and turn overChecked in → checked out
    Reservations
Example screen with sample data

See each stage in detail

AI agent

Get help with the next property decision

Ask Proto to help prepare property records and review the next decision.

It can

  • Property Manager: Compare a requested stay with the selected unit, capacity and nearby reservation dates.
  • Front Desk Agent: Show the confirmed arrival and linked service tasks for a guest stay.
  • Finance Officer: Summarize posted folio and outlet charges beside confirmed and pending payments.
  • Operations Reviewer: Gather the linked reservation, outlet booking and draft charge for an evidence decision.

Stays with a person

  • A person still decides whether to confirm a stay, authorize an outlet outcome or release a unit after inspection.
  • Proto can prepare the linked facts and identify an exception; the authorized role makes the status change and checks the guest-facing result.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Homestay / B&B Management
  • Payment provider
  • Guest communication
  • Outlet system
  • Booking channels
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 12 tables
12tables
  • Reservations and guests3
  • Units and rate plans4
  • Arrival and service work5
  • Folio and payments3
  • Outlet bookings and charges3
  • Departure and turnover6
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Define the property

    Confirm unit names, capacity, types and status ownership. Set the dated rate plans used by the team.

  2. Bring in guests and stays

    Match Parties to Reservations and verify guest, unit, arrival, departure and current status on a small sample.

  3. Set staff access

    Link People to Users and rehearse desk, manager, finance and review permissions.

  4. Walk the stay

    Confirm a request, handle arrival, assign a service task, review outlet activity and compare charges with confirmed payments.

  5. Release a unit

    Rehearse checkout, Cleaning and inspection before setting a unit Available for another guest.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Homestay / B&B Management.

All questions
How do I get started?

Click Get started, then use Proto to configure Homestay / B&B Management for your business. Start with the units, an upcoming stay, a dated rate plan and the staff who handle arrivals and cleaning.

How does a guest stay connect to a room?

Each reservation links a guest party and a unit, with arrival, departure, guest count, nightly rate and status. Review capacity and dates before confirming the stay.

Can I record different guests on repeat stays?

Parties hold the guest or group identity. Each visit has its own reservation, so dates, room choice and account activity stay with that visit.

Where do cleaning tasks go?

Service tasks link work to a unit, reservation and assigned staff member. It has a type, due time, completion time and status.

How are room rates handled?

Rate plans hold dated nightly rates and minimum nights by unit type. The reservation holds the rate per night for the individual stay.

Can restaurant and spa bookings appear with the stay?

Yes. Outlet bookings link the outlet type, name, start time and guest count to a reservation. Outlet charges hold the separate financial charge.

What is the difference between a charge and a payment?

Folio charges and outlet charges represent amounts charged. Payments record money received and its Pending, Confirmed or Refunded status.

Who checks a departing guest account?

Finance Officer compares posted charges with confirmed receipts. Property Manager handles the stay and unit turnover decision.

When is a room ready for another guest?

After departure, the unit moves through Cleaning. Property Manager checks the completed cleaning task and inspection result before making it Available.

Set up Homestay / B&B Management your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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