ERP for hospitality. Reservations, folios and night audit tied to the back office.

Your business in one paragraph

A hotel sells the same room three hundred and sixty-five times a year, and almost every leak is a night sold twice or not charged at all. Money comes in at the desk, on the corporate account and through advance deposits. It goes out on food and beverage and housekeeping purchases, a large payroll with frequent staff changes, and repairs that take rooms off sale. The owner is usually awake over three things: the guest bill (folio) that does not tie at checkout, the corporate account that stays unpaid for a quarter, and the room lost to a clipboard because nobody marked it clean. Kinnow keeps the front desk, stores, maintenance and accounts on one set of records, so each is a question you can simply ask.

How your month runs on Kinnow

Ten steps from rate plan to signed-off month. Each step names who does it, and a person is in the loop before anything is posted, paid or sent.

1. Rates are set once. The revenue manager or GM sets up room types, rooms and rate plans, each with its own date range, in Serve (front desk). Kinnow refuses two plans for the same room type and night, because a rate nobody can explain turns into a dispute later.
2. A reservation is taken. The reservations clerk books a room type for a stay. Availability is checked for the worst night of the stay, rooms out of order are left out, and the rate is read from the plan in force. A stay with no plan is refused, never priced at zero.
3. An advance deposit is held. The deposit sits on the reservation. Account books it as money you owe the guest, not as revenue. If the guest cancels, the policy fee (free window in days, then a number of nights at the booked rate) is taken from it and the rest is refunded.
4. The guest checks in. The front desk allocates a physical room. Kinnow refuses a room held for any night of the stay, an out-of-order room, and a room not yet marked ready. The folio opens.
5. Charges are added. Restaurant and minibar lines are keyed by hand. A discount or non-payment credit above your limit needs the duty manager and a reason.
6. The night audit posts the day. The night auditor runs it for a named business date. It lists any stay it could not price instead of dropping it. Account receives the room revenue as one journal entry on the audit date.
7. The guest checks out. The cashier settles the folio. A balance that remains does not block the departure but needs a note, and a second person must repeat the check-out if the cashier posted charges on that folio. The balance moves into a city-ledger receivable.
8. Housekeeping turns the room. Check-out leaves the room dirty; housekeeping marks it clean; a supervisor inspects it. Only then can it be allocated again.
9. Corporate accounts are chased. The accounts executive reads the city-ledger ageing (corporate balances by how long they have been unpaid). The Collections agent drafts reminders by days overdue for approval.
10. The month closes. Purchases, stores issues, payroll and repairs post from their own applications. For UAE staff the payroll run produces a WPS salary file (the wage-protection file your bank takes); Saudi payroll is not in the first release. The finance head runs the twelve month-end checks in Account, seven of which must pass, and signs off the month.

What the hospitality setup includes

These are starting points from the ready-made setup for your industry (we call it an industry pack). We agree them with you in the first week and you can change them; a change to who approves what is itself approved by an administrator.

Agents for hospitality

Each agent is checked with each client before it works on your books, and everything it produces waits for a person.

Tax and compliance calendar

Kinnow prepares; your people confirm and file. We do not print dates here because the tax authority sets them.

What the owner sees

Every answer shows its source and its cost before it runs. Ask Kinnow answers only from what the asker is allowed to see, and Veil, our privacy layer, holds back bank, tax and ID numbers and swaps names for placeholders before an AI call. It covers Ask Kinnow and most agents today; the rest are being added.

Numbers that matter

• Occupancy, measured against sellable rooms. Out-of-order rooms are reported beside it and never counted as empty; with no sellable room the figure is left blank rather than shown as zero.
• Room revenue by night, with the count of stays skipped.
• Corporate and city-ledger outstanding, by age.
• Guest requests open, running late and by category.
• Rooms out of order and repair spend against the approval limit.

Controls an owner cares about

• The folio cannot drift. It is recalculated from its charge lines every time something changes, never just added to.
• Discounts need a manager. A discount or any credit that is not a payment, above your limit (every one if you set none), needs a person with front-desk manager rights and a reason, both stored on the line.
• A second person at check-out. Whoever posted a folio's charges cannot close it.
• No double night. The audit runs once per business date and each room charge is recorded only once.
• Nothing posts without a person. A manual journal above the limit, a large purchase order and repair spend each wait for an approver, and a rejection needs a reason.

Questions