Hotel Management Software Pakistan

What it is

Built for hotels that also run a kitchen

ESASOFT Hotel Management System is a complete web-based software for small and mid-size hotels, guest houses, motels and resorts — especially in Pakistan, where invoices, GST, guest CNIC records and rupee pricing are handled the way local hotels actually work. Its strongest advantage shows up where a restaurant or room service has to land on the room bill without a single chit going missing.

Where hotels lose money

Bookings in a register. Bills in a bill book. Food chits… somewhere.

🛏️

Double bookings and lost reservations

A register and a phone can't stop two people booking the same room for the same night — and that conversation at the front desk costs you more than the room.

🍽️

Room service that never reaches the bill

The kitchen serves, the chit gets lost, the guest checks out. Every missing slip is revenue that walked out of the front door.

📄

GST filing that takes a week

Adding up taxable value and tax collected by hand, invoice by invoice, every single month — instead of one report and an Excel export.

Core modules

What's inside the Hotel Management System

Every feature listed here was verified in the product. What isn't built yet is listed honestly at the bottom of this page.

🏠

Dashboard

Your hotel's position the moment you log in

Live hotel snapshotToday's occupancy percentage, today's revenue, active bookings, available rooms, and today's arrivals and departures — so the manager knows the position without asking anyone.
Revenue and occupancy graphsA 30-day revenue trend and 7-day occupancy chart show whether business is going up or down at a glance.
Recent bookings listThe newest bookings appear directly on the dashboard, so nothing gets missed.
Low stock warningIf a store item drops below its minimum level, a warning appears with a direct link to inventory.

📅

Bookings & Front Desk

Double-booking is blocked at the data level, not by a warning message

Bookings for walk-in, phone or online guestsEvery booking records who booked, which room, for how many nights, how many adults and children, and any special request.
Double-booking is blocked automaticallyThe system refuses to book a room already reserved for those dates — so "sorry sir, the room is taken" never happens.
Room availability calendarA day-by-day grid shows which rooms are free and occupied for the next two weeks, so the receptionist can answer any date query instantly.
Today's arrivals and departuresA dedicated view lists exactly who is arriving and leaving today, so front desk and housekeeping can prepare in advance.
One-click check-in and check-outChecking in marks the room occupied; checking out marks it for cleaning and generates the bill automatically.
Complete booking timelineEvery check-in and check-out logged with the exact time and the staff member who processed it, so disputes are settled from the record.
Booking status workflowPending, confirmed, checked-in, checked-out, cancelled and no-show — the real position of every reservation is always clear.
Blacklists and maintenance are enforcedBlacklisted guests are refused a new booking, and rooms under maintenance are automatically kept out of the sales pool until repaired.

🛏️

Rooms & Housekeeping

One live board that front desk, housekeeping and the manager all work from

Room inventory with types and pricingSingle, double, twin, deluxe and suite categories with their own base price and maximum occupancy, then price each individual room.
Live room status boardEvery room shows as available, occupied, awaiting cleaning, being cleaned, under maintenance, or ready.
Three ways to view roomsCard grid, detailed table, or housekeeping status board — so each department sees the layout that suits its job.
Filter by floor, type or statusFind "all deluxe rooms on the 3rd floor that are free" in two clicks.
Room amenities listRecord what each room includes (AC, TV, geyser, balcony) so the receptionist can sell the room with confidence.
Maintenance complaint trackingReport a fault and the room is automatically taken out of sale; mark it resolved and the room comes back by itself.
Availability search by date and guest countEnter the dates and guests, get back only the rooms that can actually take them, sorted cheapest first.

👤

Guests

Full records, ID documents and stay history

Complete guest databaseName, CNIC, phone, email, nationality, date of birth and address for every guest who has ever stayed.
Instant searchBy name, CNIC, phone or email — a guest's full record in seconds.
ID document uploadScan or photograph a CNIC, passport or driving licence and attach it to the profile, keeping the hotel compliant with record-keeping requirements.
Full stay history per guestEvery past booking, room, number of nights and bill amount, so a returning customer can be recognised and looked after.
VIP marking & preferencesTag important guests as VIP, and save what each guest likes (high floor, extra pillows, non-smoking) to deliver it without them asking twice.
A blacklist that actually blocksMarking a guest blacklisted stops future bookings at the system level, rather than showing a red label someone might miss.

💳

Billing & Payments

Bills are created automatically at check-out — and locked once paid

Automatic invoice at check-outRoom nights are calculated and the invoice is issued the moment the guest checks out — the front desk never does the arithmetic by hand.
Add any charge to the billFood, laundry, minibar or any other service as a line item with quantity and rate; the bill totals itself.
GST calculated automaticallyApplied at your set rate (17% by default) and shown separately on the invoice, ready for tax filing.
Multiple payment methodsCash, card, bank transfer or online transfer, each with a transaction reference.
Part payments and balance trackingAccept advances or partial payments; the system tracks what's still due and marks the bill paid, partially paid or refunded on its own.
Overpayment is blockedStaff cannot accidentally record a payment larger than the balance due.
Refunds with reasonProcess a refund against any payment, with a written reason and the staff member who approved it on record.
Professional PDF invoiceClean branded invoice with guest details, stay details, itemised charges, GST, discount, payments received and balance due — ready to hand over.
Locked once paidA fully paid invoice cannot be quietly edited, which closes off a common route for cash leakage.
Every payment is tied to a staff memberThe system records who received each payment and who processed each refund.

🍽️

Restaurant & Room Service

The strongest feature — food charges that never go missing

Room service charged straight to the room billWhen a room-service order is delivered, its amount is automatically added to that guest's room invoice as a food charge — no slips lost, no revenue leaked.
Double-charging is preventedThe system checks that an order has not already been billed before adding it to the invoice.
Menu managementBuild the menu by category with prices and descriptions, and mark items available or out of stock instantly when the kitchen runs out.
Three order typesRoom service for in-house guests, dine-in for restaurant tables, and takeaway — all from the same order screen.
Kitchen order tracking boardOrders move through pending → preparing → ready → delivered, so kitchen, waiters and cashier all see the same live status.
Table managementEvery restaurant table with its seating capacity and whether it is free, occupied or reserved — marked occupied on order, freed automatically on delivery.
Room service only for checked-in guestsOrders cannot be booked against a guest who has not checked in, which stops fake and mistaken charges.
Order history with filtersSearch past orders by status, type, date range or booking to settle any query.

📦

Inventory & Purchasing

Hourly low-stock checks that go looking, rather than waiting

Store item registerEvery consumable — linen, toiletries, kitchen supplies, cleaning material — with unit, current stock, minimum level and rate.
Stock in and stock out entriesEvery movement recorded with quantity, date, reason and the staff member who did it — a full audit trail that makes pilferage visible.
Low stock alertsThe system checks levels every hour and raises an alert on the dashboard and by email, listing exactly which items need reordering.
Negative stock is impossibleThe system refuses to issue more of an item than is actually in the store.
Supplier directory & purchase ordersSupplier names, contacts and addresses in one place; raise a PO with items, quantities and rates, and the total calculates automatically.
Receiving a PO updates stock automaticallyMark a purchase order received and every item's stock increases by itself, with the transaction logged against that PO. No double data entry.

👥

Staff, Roles & Attendance

A genuinely editable permission matrix — not three fixed roles

Six ready-made rolesSuper Admin, Hotel Manager, Receptionist, Housekeeping, Restaurant Staff and Accountant — each seeing only what their job requires.
Editable permission matrixDecide, module by module, whether a role can view, edit or delete — no programmer needed. A receptionist never sees salaries; housekeeping never sees the accounts.
Staff recordsName, contact, role, salary, joining date and active/inactive status for every employee.
Duty roster / shift schedulingAssign morning, evening and night shifts with start and end times, and see the whole roster by date or by employee.
Attendance with check-in and check-outEmployees mark their own attendance; the system stamps the time, flags late arrivals automatically and marks a short day as half-day.
Attendance summary per employeePresent, absent, late and half-day counts plus average hours worked — the numbers payroll actually needs.
Automatic welcome emailA new staff member is emailed their login details as soon as their account is created.
Deactivate instead of deleteA departing employee's account can be switched off while their history stays intact.

📊

Reports & Analytics

Eight full reports, any date range, one-click export

Occupancy & revenueDay-by-day occupancy, room status breakdown, best-selling room types; daily or monthly revenue with room and food revenue shown separately.
Bookings & guestsConfirmed, cancelled and no-show counts, average length of stay, booking source; new vs returning guests, VIP and blacklist counts, nationality breakdown.
Payments & taxCollection by method, daily totals, refunds and net revenue; month-wise taxable amount, GST collected, discounts and invoice count.
Staff & inventoryAttendance and working hours per employee for salary calculation; stock position by category, low-stock list and out-of-stock count.
Export to Excel/CSVAny report, one click, ready for the accountant or auditor.

🔐

Security & Access Control

Enforced on the server, not hidden in a menu

Secure staff loginEach employee has their own login; passwords are stored encrypted, never in plain text.
Sessions expire automaticallyAn unattended computer at the front desk is not an open door.
Login attempts are throttledThe system blocks brute-force password guessing.
Permission checks on every actionAccess is verified on the server for every single action, so restrictions cannot be bypassed.
Actions are attributedCheck-ins, check-outs, payments, refunds, stock movements and maintenance reports all record which staff member did them.

See it

Screens from the running system

Not mockups — these are live screens from a deployed installation.

Hotel HMS room status board showing 20 rooms colour-coded as available, cleaning, occupied and maintenance with type, floor and nightly rate — **The live room status board.** Every room colour-coded — available, cleaning, occupied, maintenance — with its type, floor and nightly rate. Filter by status, type or floor, and switch between card grid, table and housekeeping views.

Hotel HMS bookings list with today's arrivals, departures, checked-in and pending confirmation counts, and status tabs — **Front desk, at a glance.** Today's arrivals and departures, who's checked in, what's still pending confirmation — and status tabs for pending, confirmed, checked in, checked out and cancelled.

Hotel HMS restaurant order screen with room service, dine-in and takeaway order types, menu categories and a cart — **Room service, dine-in and takeaway from one screen.** Pick the checked-in room, add items with special instructions, and the charge lands on that guest's room invoice automatically when the order is delivered.

Hotel HMS reports screen listing occupancy, revenue, bookings, guests, payments, tax GST, staff attendance and inventory reports with a date range — **Eight reports, any date range.** Occupancy · Revenue · Bookings · Guests · Payments · Tax/GST · Staff Attendance · Inventory — each with its own charts, and every one exportable to CSV in a click.

Hotel HMS guest database with search by name, CNIC or phone and filters for all guests, VIP and blacklisted — **Every guest who ever stayed.** Searchable by name, CNIC, phone or email, with VIP and blacklist filters, uploaded ID documents, saved preferences and full stay history.

Hotel HMS billing and invoices screen with total revenue, collected, pending and refunded totals and status filter tabs — **Invoices create themselves.** Total revenue, collected, pending/partial and refunded — filtered by unpaid, partial, paid or refunded. Bills are generated the moment a guest checks out, and locked once fully paid.

Key benefits

What actually changes at your property

Ten things hoteliers notice in the first month.

No more double bookings or lost reservations. The system physically prevents booking the same room twice for the same dates.
Bills are ready the second a guest checks out. Room nights, GST, food and extras total automatically, so check-out takes a minute instead of ten.
Revenue leakage is closed off. Room service flows onto the room bill automatically, paid invoices can't be edited, and every payment carries a staff name.
The owner sees the real position at any time. Occupancy, today's collection, pending payments and stock warnings on one screen, even from a phone.
GST filing becomes a five-minute job. Month-wise taxable value and GST collected, exportable to Excel.
Staff only see what they should. Receptionists can't see salaries, housekeeping can't see accounts — and you control all of it without calling a developer.
The store never runs out unexpectedly. Hourly low-stock checks with email alerts mean linen, toiletries and kitchen supplies are reordered before they finish.
Attendance and rosters stop payroll arguments. Late arrivals, half-days and hours worked are recorded by the system, not by memory.
Works on any device with a browser. Front desk computer, manager's laptop, or a phone in the corridor — no installation on each machine.
Guest history turns visitors into regulars. Past stays, preferences and VIP status on screen the moment a returning guest walks in.

Why ESASOFT HMS

What ordinary hotel software typically doesn't do

1

Restaurant charges flow onto the room bill

Most small-hotel systems keep the restaurant and the front desk in separate registers, and food chits get lost between them. Here it's automatic — with a check so it can never be billed twice.

2

A genuinely editable permission matrix

Most competitors offer three fixed roles. This gives a module-by-module view / edit / delete grid across eight modules and six roles, changeable from inside the software.

3

Double-booking prevented at the data level

The system checks overlapping dates before allowing a booking and simply refuses to create a conflict — not a warning message someone can click past.

4

Maintenance and sales are properly linked

Reporting a fault takes the room off the sale list automatically; resolving it puts the room back. A broken room is never sold, a repaired room is never left empty.

5

Hourly automated low-stock checking

Most systems only show a low-stock list if someone opens the page. This one goes looking, every hour, and sends an email.

6

PO receiving updates stock automatically

One action closes the PO, increases every item's stock and writes the audit trail — instead of three separate manual entries.

7

Paid invoices are locked

Once a bill is fully paid, its items and discounts cannot be altered — closing a loophole basic systems leave wide open.

8

A dedicated GST report

Month-wise taxable value, tax collected and discounts, exportable — built for Pakistani tax filing rather than adapted from foreign software.

9

Truly mobile-ready

Not a shrunken desktop screen — tables become cards and the navigation adapts, so the manager can really work from a phone.

Who it's for

Best suited for

🏨 Small & mid-size hotels

Roughly 10 to 150 rooms, single property.

🏡 Guest houses & boutique hotels

Proper guest records and billing without enterprise complexity.

🛣️ Motels & highway hotels

Fast check-in, fast check-out, clean records.

⛰️ Resorts & hill-station hotels

Murree, Naran, Swat, Hunza type properties with seasonal peaks.

🍴 Hotels with an in-house restaurant

This is where the software's strongest advantage lies.

🏢 Corporate & company guest houses

Serviced apartments, long-stay lodges and rest houses.

🧾 Anywhere GST invoices matter

Rupee pricing, guest CNIC records and tax-ready reporting.

👀 Owners who travel

Occupancy and cash position visible without visiting the property.

Not the right fit for

Large hotel chains needing multiple properties under one login, and hotels that need direct online room selling from their own website. Both are genuinely not built — see the note further down.

User roles

Six roles, pre-configured on installation

Every permission can be adjusted by the owner from within the software.

Role	What they can do
Super Admin (Owner / IT)	Full access to everything — bookings, rooms, guests, billing, staff, restaurant, inventory and reports, including deleting records and setting every other role's permissions.
Hotel Manager	Runs the whole property — bookings, rooms, guests, billing, restaurant, inventory and full reports. Can add and edit staff but cannot delete staff records.
Receptionist / Front Desk	Creates and edits bookings, checks guests in and out, manages guest records, updates room status, takes payments and places restaurant orders. Cannot see staff salaries, inventory or management reports.
Housekeeping	Sees today's room position, updates room status as rooms are cleaned and made ready, reports maintenance faults, and views bookings. Also handles store items. No access to guests, billing or accounts.
Restaurant Staff / Kitchen	Takes and updates orders, manages the menu and item availability, manages tables, and handles kitchen store items. No access to bookings, guests or billing.
Accountant	Full control of billing — invoices, payments, refunds, discounts — plus all financial and tax reports. Views bookings, rooms, guests, staff, restaurant and inventory as read-only.

Under the hood

Technical highlights

Web-based

Runs in any modern browser. Staff need no software installed on their computers — only the address and their login.

Hosted online or on-premise

Put it on a hosting server so it can be reached from anywhere, or run it on a computer inside the hotel on your own network. Both are supported.

Mobile, tablet and desktop

The sidebar collapses to icons on a tablet and slides away on a phone, and tables switch to a readable card layout on small screens.

Live reporting

Reports and dashboards are generated from live data the moment you open them, not from an overnight batch.

Automatic email alerts

Low-stock warnings and new-staff welcome emails go out automatically once the hotel's email account is connected.

Pakistan-ready out of the box

Rupee (PKR) formatting, 17% GST as the default tax rate, guest CNIC fields, and Pakistani nationality as the default.

PDF invoices & Excel export

Bills generate as proper PDFs that can be downloaded, emailed or printed; every report exports for the accountant.

Security practices

Encrypted passwords, expiring sessions, protection against login-guessing, and validation of every piece of data before it is saved.

Mainstream technology

React for the interface, Node.js and Express for the application, MySQL for the database — long-term-supported platforms, not proprietary tools that lock you in.

FAQ

Hoteliers ask us this

What is hotel management software and why does my hotel need it?

It is one system that handles everything your hotel does daily — room bookings, guest check-in and check-out, invoicing, restaurant orders, store stock and staff duty. Instead of a booking register, an Excel sheet and a separate bill book, everything is recorded in one place. You stop losing bookings, stop losing food chits, and can see your occupancy and cash position at any moment.

Can this software handle my hotel's restaurant and room service too?

Yes, and this is one of its strongest features. You can build your menu, take dine-in, takeaway and room-service orders, and track them from pending to delivered on a kitchen board. When a room-service order is delivered, its amount is added to the guest's room bill automatically — so food charges never go missing at check-out.

Does it calculate GST on invoices?

Yes. GST is applied automatically at your set rate (17% by default) and shown separately on the invoice. There is also a dedicated tax report giving month-wise taxable amount, GST collected and discounts given, which you can export to Excel for filing.

Can I control what my staff are able to see?

Yes, in detail. There are six ready-made roles — Super Admin, Hotel Manager, Receptionist, Housekeeping, Restaurant Staff and Accountant — and you can adjust, module by module, whether each role can view, edit or delete. A receptionist never sees staff salaries; housekeeping never sees the accounts. You can change these permissions yourself, without calling a developer.

Will it stop double bookings?

Yes. Before creating any booking, the system checks whether that room is already reserved for those dates and refuses to create a conflict. Rooms marked under maintenance are also kept out of the sale list automatically, and bookings for blacklisted guests are blocked.

Do I need to install it on every computer? Can I use it on my phone?

No installation is needed on individual computers — staff just open it in a web browser and log in. It works on phones and tablets as well as desktops, with the layout adapting to the screen, so you can check occupancy, revenue and pending payments from your phone even when you are not at the property.

Can it be used for a guest house or resort, not just a hotel?

Yes. It suits guest houses, motels, boutique hotels, resorts, serviced apartments and company rest houses. Anywhere you rent rooms by the night and need proper guest records and billing, it fits. It is designed for single properties — small to mid-size, roughly 10 to 150 rooms.

Can I see reports for a specific month or date range?

Yes. All eight reports — occupancy, revenue, bookings, guests, payments, tax, staff attendance and inventory — can be run for any date range you choose, and each one can be exported to Excel with one click.

Being straight with you — what isn't built yet

There is no online booking engine for guests to book from your website, no payment gateway (card and online are recorded as payment methods with a reference, but money isn't taken through the software), no WhatsApp/SMS notifications, no automatic emailing of invoices to guests, no multi-property under one login, no OTA / channel-manager sync, no thermal-printer or cash-drawer integration, and no multi-currency. Guest loyalty points display on the profile but aren't awarded yet, housekeeping tasks can't be assigned to a named cleaner, and salary is stored and attendance tracked but payslips are not generated — so treat it as "attendance data ready for payroll", not payroll.

Run your entire hotel from one screen.