🏨 Hotel & Hostel Management — User Manual

Step-by-Step Guide for Room Setup, Bookings, Document Upload, Room Service, Reports & Bill Printing

📑 Table of Contents

1. Getting Started & Automatic Setup

The InventoryPlus Hotel & Hostel Management Plugin connects your InventoryPlus Desktop software with a browser-based Front-Desk POS that works on reception PCs, tablets, and mobile phones. All room bookings, extra services, guest ID records, and final Tax (GST/VAT) & Non-Tax bills stay synchronized in one place.

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What is set up automatically for a new Hotel company:
  • Product Groups: Rooms (with Packing Label set to Rooms), Service, and Chargeable Items, plus the Days unit of measure.
  • Sample Rooms: Ready-to-use rooms (001 through 006) already linked to their matching room products.
  • Guest ID Types: Passport, Driving License, Aadhaar, and PAN Card.
  • Ready-to-Print A4 Formats: Hotel Reservation / Check-In Voucher (A4) and Hotel Final Bill / Tax Invoice (A4).

2. How to Map Rooms to Products in Configuration

Before taking bookings, make sure each physical room, dorm, or hostel bed (Location) is linked to a Room product. This allows InventoryPlus to automatically fill in the room tariff and add the correct room item when a receptionist books a room.

Step A: Create Your Room Products (if adding new rooms)

  1. In InventoryPlus Desktop, open Inventory → Product Groups and make sure your room group (for example, Rooms) has its Packing Label set to Room or Rooms.
  2. Open Inventory → Products, create a product for each room or room category (for example, Single Room 004 or Deluxe Room 101), select the Rooms group, set the Unit to Days, and enter the Selling Rate (nightly tariff).

Step B: Map Each Room / Location in Hotel Configuration

  1. Open Hotel & Hostel Management from the InventoryPlus menu (or double-click the Hotel icon in the Windows system tray).
  2. Click the Rooms, Dorms & Beds tab.
  3. For each room or bed row, verify its Type (ROOM, DORM, BED, or FLOOR), Category, Dorm Gender (Mixed, Male, or Female), and Housekeeping status.
  4. Click the dropdown in the Mapped Room Product (Group Packing: Room) column and choose the matching Room product for that location.
  5. Click Save Room Setup at the top of the tab.
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Why map rooms here? Once mapped, you never have to manually pick products or type room prices on the check-in screen—selecting the room automatically loads its mapped product and read-only tariff.

3. How to Connect Front-Desk & Mobile POS

Receptionists and housekeeping staff can access the Front-Desk POS from any browser on your local network or paired device.

  1. In the Hotel Dashboard header, click 📱 Connect POS (QR Code) (or right-click the Hotel tray icon and choose Show POS QR Code).
  2. Scan the QR code with a phone or tablet camera, or click Open in Browser on the reception PC.
  3. Sign in with your InventoryPlus user account to open the live Hotel Rooms board.

4. How to Book a Room or Check In a Guest

You can create a reservation or immediate check-in from either the Room Board or the Multi-Day Calendar (Tape Chart).

  1. Open the Front-Desk POS and click any Available room card (or click an empty + slot on the Calendar view, or click + New Booking).
  2. Verify the selected Room / Bed. The Room Rate / Night automatically fills in from the mapped product and stays read-only to prevent pricing mistakes.
  3. Choose the Check-In Date & Time and Check-Out Date & Time. The total nights and room charge are calculated automatically.
  4. Select the Stay Type (Nightly, Hourly, or Monthly), Initial Status (Reserved for future bookings or Checked-In for walk-ins arriving now), and Booking Source (e.g., Walk-in, Phone, OTA).
  5. Under Guest KYC & ID Proof:
    • If the guest has stayed before, type their phone number or name in Lookup returning guest and click Lookup to auto-fill their details.
    • For a new guest, enter their Guest Full Name, Phone Number, optional Email/Address, and ID Proof details.
  6. Select the Payment Type and enter any Advance / Deposit collected at check-in (if applicable).
  7. Click Save Booking. InventoryPlus checks for overlapping bookings on that room and confirms the reservation or check-in.

5. How to Upload Guest ID Documents (KYC)

Staff can attach scanned copies or photos of guest ID proofs (such as Aadhaar, Passport, Driving License, or PAN Card) directly to the guest's profile so they remain on record for compliance and future stays.

  1. On the Room Booking / Check-In screen, enter or select a named guest under Guest KYC & ID Proof (if the booking is for a named customer rather than generic Cash).
  2. Scroll to the Customer KYC Documents area.
  3. Select the Document Type (for example, Aadhaar, Passport, Driving License, or PAN Card).
  4. Drag and drop the ID image or PDF into the upload box, or click Browse File to choose it from your device.
  5. Optionally enter a short Remark (such as "Verified at reception"), then click Upload.
  6. Uploaded documents appear right below the upload box, where staff can click Preview or Download anytime.
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Note for Cash Walk-Ins: Document upload is linked to named guest profiles. To upload an ID document, make sure you enter the guest's name and phone number instead of leaving the customer as generic Cash.

6. How to Add Room Services & Notes

During a guest's stay, you can add water bottles, tea/coffee, laundry, extra beds, or restaurant charges to their room bill from either the Front-Desk POS or the InventoryPlus Desktop Plugin.

Option 1: From the Front-Desk POS (Browser / Tablet)

  1. Click an occupied room (or open a booking from the Calendar) to view its Room Folio.
  2. Use the Add Room Service / Extra Charge search box to pick an item (for example, Drinking water 500ml or Laundry Service).
  3. Enter the Qty, confirm the Rate, and optionally type a Comment / Note (for example, "2 shirts ironed" or "Extra pillow requested").
  4. Click Add to Folio. The new charge and comment appear immediately on the guest's folio, and the running total updates automatically.

Option 2: From InventoryPlus Desktop (Hotel Configuration Window)

  1. Open Hotel & Hostel Management and go to the Room Folio & Room Service tab.
  2. Click the guest's active stay on the left list.
  3. Select the service item from the dropdown, adjust Qty and Rate, enter an optional Comment, and click + Add to Folio.

Transferring a Guest to Another Room

If a guest requests a room change, open their Room Folio in the Front-Desk POS, choose an available destination room under Transfer Room / Bed, and click Transfer. The guest's existing charges move to the new room, and the previous room is automatically marked Dirty for housekeeping.

7. How to View & Extract Reports (Night Audit & KYC)

InventoryPlus gives managers and admins both live hospitality analytics in the Front-Desk POS and downloadable reports in InventoryPlus Desktop.

A. Live KPIs, Night Audit & KYC Verification (Front-Desk POS)

  1. Open Reports & Night Audit from the Front-Desk POS navigation menu.
  2. Review the top summary cards for Occupancy Rate %, Occupied / Total Rooms, ADR (Average Daily Rate), RevPAR, and Total Folio Revenue.
  3. Run Night Audit: Select the Business Date, review the list of Checked-In rooms to be charged for that night, and click Run Night Audit to post daily room rent onto active stays. Rooms already posted for that date are automatically skipped so no guest is double-charged.
  4. Customer KYC Documents Report (Admin Only): Scroll to Customer KYC Documents & Verification, search by customer name, phone, document type, or booking number, and click Preview or Download to extract any guest ID proof along with their stay history.

B. Extracting Sales, Booking & Tax Reports (InventoryPlus Desktop)

  1. In InventoryPlus Desktop, open the Reports menu.
  2. Select the report you need (for example, Estimation / Order Reports for active bookings & reservations, or Sales / Tax (GST/VAT) Reports for checked-out final bills).
  3. Set your From Date and To Date filters and click Load / View.
  4. Use the Export button on the report toolbar to save the report as Excel or PDF, or click Print for a hard copy.

8. How to Print the Bill using Generate Report

At check-in or check-out, you can print a professional A4 Reservation Voucher or Final Tax Invoice using InventoryPlus Desktop's Generate Bill and Generate Report options.

Step A: Convert the Stay to a Final Bill at Check-Out

  1. Open Hotel & Hostel Management in InventoryPlus Desktop and stay on the Live Front-Desk Dashboard tab.
  2. Find the guest's stay in the Pending Bookings table and click Generate Bill in the Action column.
  3. InventoryPlus converts the room charges, all added room service items, comments, and advance deposits into a final Sales Tax Invoice.

Step B: Print the Bill using Generate Report

  1. Open the saved invoice in Sales (or open a pending booking in Estimation / Order if you want to print a Check-In Voucher before check-out).
  2. Click Generate Report (or Print) from the bill toolbar.
  3. Choose the Hotel Final Bill / Tax Invoice (A4) layout for check-out bills, or Hotel Reservation / Check-In Voucher (A4) for booking confirmations.
  4. Click Print to send it to your printer, or export it as a PDF to share with the guest via email or WhatsApp.
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Customizing Your Bill Layout: Want to add your hotel logo, Wi-Fi password, check-out policy, or Tax (GST/VAT) or Non-Tax footer? Open Bill Template Designer in InventoryPlus and select either the Hotel Reservation / Check-In Voucher (A4) or Hotel Final Bill / Tax Invoice (A4) preset.

9. Frequently Asked Questions (FAQ)

Q1. Why is the Room Rate / Night field read-only when booking a room?

Room rates come directly from the mapped Room product so front-desk staff cannot accidentally enter the wrong tariff. To change a room's rate, update the Selling Rate on the mapped product in Inventory → Products (or map a different product in Hotel & Hostel Management → Rooms, Dorms & Beds).

Q2. Can I map multiple rooms to products without editing each product one by one?

Yes. Open Hotel & Hostel Management → Rooms, Dorms & Beds, select the mapped Room product for each room in the grid, and click Save Room Setup once.

Q3. Why don't I see the KYC Document Upload box during Check-In?

ID documents are stored under a named guest profile. If the guest is left as generic Cash, the upload box stays hidden. Enter the guest's name and phone number (or select a returning guest via Lookup), and the upload box appears automatically.

Q4. Who can view the Customer KYC Documents & Verification report?

For guest privacy, only users with Admin access can view, preview, and download documents in the Customer KYC Documents & Verification section under Reports & Night Audit.

Q5. What happens if I run Night Audit twice for the same date?

Night Audit automatically checks whether each checked-in room has already been billed for the selected business date. Any room already charged for that date is skipped, so guests are never double-charged.

Q6. How do special instructions or comments on room service items appear on the bill?

When adding a room service item, type your note in the Comment field (such as "No ice" or "Extra towel"). The comment is saved with that line item and shows in both the Room Folio and the Desktop Folio tab.

Q7. What happens to the old room when I transfer a guest to a new room?

The guest's active booking and folio charges move to the new room, and the previous room is automatically marked Dirty so housekeeping knows to clean it before the next check-in.

Q8. How do I print or save a PDF copy of the final hotel bill?

First click Generate Bill on the Live Front-Desk Dashboard to convert the stay into a final Sales Invoice. Then open that invoice in Sales, click Generate Report, select the Hotel Final Bill / Tax Invoice (A4) format, and click Print or Export to PDF.

InventoryPlus Hotel & Hostel Management Plugin · User Manual