Best PMS for Small Hotels & B&Bs: How to Choose the Right System
Running a small hotel or B&B can be very rewarding, but it also comes with a lot of challenges. From managing bookings and guest communications to handling payments and housekeeping, there’s a lot to put yourself into. That’s where a Hotel PMS (Property Management System) comes in. A PMS is a powerful tool to simplify your daily operations, save you time, and help you deliver the best experiences for your guests.
In this article, we’ll take a deep look into everything you need to help you choose the right PMS for your small hotel. If you’ve never heard about PMS before or you want to upgrade your tool to a new one, we’ve got you covered. Follow the guide below and know how to choose the right tool for yourself.
What is a Hotel PMS?
A Hotel PMS is a software solution that helps you manage the daily operations of your hotel. You can think of it as a central hub to summarize all your daily tasks. You can know the status of all daily operations from reservations and guest information to housekeeping schedules and financial reporting. You can also gain insight and analysis into your business over time.
For small property owners, a PMS can be a super helpful tool to boost your operation efficiency. It automates repetitive tasks, keeps everything organized, and allows you to focus on what matters—making your guests happy.
Why is Choosing the Right PMS Important?
Small hotels and B&B owners often operate with limited staff and tight budgets. This means you need tools that are not only affordable but also efficient and easy to use. The right PMS can:
Save Time
It streamlines repetitive and manual tasks like bookings, guest communication, and reporting.
Improve Guest Experiences
By using a PMS, you can also automate the responses to inquiries or requests from your guests more efficiently.
Boost Earnings
With the tool, your daily operation will be faster and easier, you will have more time to expose your property to more channels to maximize revenue.
With so many options available, it’s important to choose a PMS that fits your specific needs. Let’s explore the key features you should look for.
Key Features to Look for in a PMS
When evaluating a PMS, here are the key features for small hotels and B&B owners to consider:
1. Booking Management
A good PMS should make it easy to handle reservations and cancellations, and modify changes. A regular PMS should be able to distribute your property to multiple channels to maximize your bookings. For example, you can connect to multiple platforms like Airbnb, Booking.com, and Agoda, and monitor all the bookings in one place.
2. Channel Manager
A channel manager is a critical feature that syncs your property’s availability across all OTA platforms. This prevents double bookings and ensures your calendar is always up to date. For example, if a guest books a room on Airbnb, the PMS will automatically update your availability on other platforms like Booking.com or Expedia. So you don’t have to do it on your own, which will significantly reduce manual mistakes.
3. Guest Management
A PMS should also be able to streamline check-ins and check-outs, making the process smooth for both you and your guests. You should be able to operate on both PC and App in the meantime.
4. Pricing Tools
Dynamic pricing tools allow you to adjust room rates based on demand, seasonality, or competitor prices. This helps you maximize earnings and stay competitive. You can usually find such a tool in the PMS marketplace.
5. Housekeeping & Maintenance
Track room cleaning and maintenance tasks to ensure your property is always in top shape. A PMS can assign tasks to staff and send notifications when rooms are ready for new guests. You can also operate on your mobile and assign tasks.
6. Payments & Invoices
Process payments securely and send local invoices to guests. Look for a PMS that supports multiple payment methods, including credit cards, Alipay, and WeChat Pay, especially if you cater to international travelers. You can also connect to third-party apps to enable international payment methods.
7. Reports & Insights
Access data on bookings, earnings, and guest preferences to make informed decisions. A PMS with robust reporting tools can help you identify trends and optimize your operations.
Benefits of Using a PMS for Small Properties
Here’s how a PMS can transform your daily operations for a small hotel or B&B:
1. Saves Time
By streamlining repetitive tasks like manual bookings and guest communication, a PMS frees up your time so you can focus on growing your business.
2. Improves Guest Experience
A PMS allows you to respond to guest messages faster through different touchpoints and provide seamless check-ins and check-outs. You can operate and respond to these messages and tasks more promptly and anywhere, anytime. Also, happy guests are more likely to leave positive reviews and return for future stays.
3. Reduces Errors
With a centralized system, you can avoid overbookings and keep your property’s availability up to date across all platforms.
4. Boosts Revenue
By improving your operation efficiency and using smart pricing tools to adjust rates and encourage direct bookings through your booking website provided by PMS, you can save on commission fees, apply the best price for your properties and thus boost revenue.
How to Choose the Right PMS for Your Property
Follow the guide below to view if a PMS is the right one for your hotel operation:
1. Understand Your Needs
Think about your property size, booking volume, and the tasks that take up the most time. Also, you can check if you want to list your property on certain OTA channels like Booking.com, Agoda, or Traveloka. Usually, a PMS has a basic function, channel manager. But if you want to list it to certain channels, you need to check them carefully.
2. Look for Easy-to-Use Systems
Choose a PMS that’s simple to learn and use, even if you’re not tech-savvy. A user-friendly interface can save you time and frustration. Use a free trial for some time and check if you can easily handle the tool without hands-on training for a long time.
3. Make Sure It Can Grow with You
Pick a system that can handle more bookings or features as your property grows. Check the maximum number of bookings it can take and the distribution channel list. Scalability is key to your long-term success.
using PMS
Compare pricing plans and make sure the PMS fits your budget. Look for transparent pricing with no hidden fees. Usually, using a PMS charges monthly or yearly fees. Some may also charge a set-up fee if you are new to using PMS.
Comparing Different PMS Options: What to Look For
When comparing PMS options, here are some additional factors to consider:
1. Simple Setup
Look for a system that’s quick and easy to set up. You shouldn’t need a tech expert to get started. If you are quite new to PMS, you can choose a PMS that’s easy to learn and use, even if you haven’t used it before. A user-friendly interface can save you time and reduce frustration.
2 . Integration with Other Tools
Make sure the PMS connects to platforms you already use, such as Airbnb and Booking.com, or payment systems like credit card, Stripe, and Visa and Chinese payment gateways. You can usually check the integration in the PMS marketplace to find out if you can leverage the PMS for more functions.
3. Good Support
Usually, if you are new to the PMS system, you definitely need customer support to set up the system and import bookings from existing OTA channels. You need to choose a PMS service provider that offers helpful customer support and responds effectively.
your needs exactly
Usually, the pricing varies a lot between different PMS providers. But it doesn’t mean that the more expensive, the better. Most importantly, you need to know your needs exactly and check the functions in the PMS. Find a system that offers good value for your money. Remember, the cheapest option isn’t always the best—focus on features and reliability.
Conclusion
A Hotel PMS is more than just a tool—it’s a partner in helping you run your small hotel or vacation rental more efficiently. By automating tasks, improving guest experiences, and boosting earnings, the right PMS can take your property to the next level.
When choosing a PMS, focus on features like booking management, channel manager, and pricing tools that align with your needs. Don’t forget to consider ease of use and cost.
Ready to find the perfect PMS for your property? Start by assessing your needs and exploring options like Smart Order’s PMS, which is designed specifically for small hotels and B&B properties.