ERP for hospitality. Reservations, folios and night audit tied to the back office.
Reservations, folios and night audit tied to the ledger, stores and maintenance, so the bill ties at checkout and the room revenue reaches your books every night.
Industry pack readyHow does Kinnow help a hotel or resort? Reservations priced from the rate plan in force, rooms assigned only at check-in, a folio (the guest bill) that always adds up to its charges, a nightly audit that posts room revenue to your books, and a city-ledger balance (what corporate accounts owe you) that you can chase. The back office sits on the same records.
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 never charged. Money comes in at the desk, on the corporate account and through advance deposits; it leaves through F&B and housekeeping purchases, a large payroll that churns, and repairs that take rooms off sale. The owner is usually awake over three things: the 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 of these is a question you can simply ask.
See your own night audit on Kinnow. Send us a week of in-house folios and we will run it.
How your month runs on Kinnow
Ten steps from rate plan to signed month. Each step says who does it, and a person is behind everything that is posted, paid or sent.
- Rates are set once. The revenue manager or GM defines room types, rooms and rate plans with closed date ranges 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.
- A reservation is taken. The reservations clerk books a room type for a stay. Kinnow checks availability for the busiest night of the stay, leaves out rooms that are out of order, and takes the rate from the plan in force. A stay with no plan is refused, never priced at zero.
- 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 cancellation fee (free for a set number of days, then a number of nights at the booked rate) is taken from it and the rest is refunded.
- The guest checks in. The front desk allocates a physical room. Kinnow will not assign a room that is held for any night of the stay, a room that is out of order, or a room not yet marked ready. The folio opens.
- Charges are added. Restaurant and minibar lines are keyed by hand. A discount or any credit that is not a payment, above your limit, needs the duty manager and a reason.
- 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 a journal dated on the audit date.
- The guest checks out. The cashier settles the folio. If a balance remains, the guest can still leave, but it needs a note, and a second person must repeat the check-out if the cashier posted charges on that folio. The balance moves to the city ledger as an amount to collect.
- Housekeeping turns the room. Check-out leaves the room dirty; housekeeping marks it clean; a supervisor inspects it. Only then can it be given to another guest.
- Corporate accounts are chased. The accounts executive reads the city-ledger ageing (who owes how much, for how long). The Collections agent drafts reminders by days overdue for approval.
- The month closes. Purchases, stores issues, payroll and repairs post from their own applications. The finance head runs the twelve close checks in Account, seven of which must pass, and signs the month.
What the ready-made hospitality setup covers
This is the ready-made setup for your industry (we call it an industry pack). The figures are starting points, set with you in the first week and yours to change; a change to who approves what is itself approved by an administrator.
| Area | What the setup covers |
|---|---|
| Limits and rules (7) | A guest request with no service-time plan (SLA) is blocked, so every request has a clock. A concession lease above ₹2,50,000 base rent, repair parts above ₹50,000, a manual journal above ₹5,00,000 and a purchase order above ₹3,00,000 each need an approval. A credit limit above ₹10,00,000 and an enquiry above ₹20,00,000 raise a warning. |
| Who signs off, in order (4) | Approval of concession leases, repair spend, journals and purchase orders. |
| Ready-made routines (21) | Booking to settlement, guest request to resolved, enquiry to group booking, corporate agreement to renewal, buying supplies for the property, month-end close, payroll to pay and others. Each one says who owns each step. |
| Reports (9) | Guest request register, request SLA status, requests by category, AMC (annual maintenance contract) register, maintenance work orders, receivables ageing, stock movement, item ledger, and arrivals and departures. |
| Ask Kinnow starter questions (12) | For example: who is arriving today, which guest requests breached SLA this week, what is outstanding from corporate accounts, which rooms are out of order and for how long. |
| Your words | Reservation, folio, night audit, city ledger and housekeeping status replace the usual accounting terms on every screen. |
Processes, built in
The 21 best-practice processes for your industry come switched on. Each one says who owns a step, which steps Kinnow insists on, and how long a hand-over between departments may wait. You can print any of them as a standard operating procedure (SOP).
Agents for hospitality
We check each agent with you before it works on your books, and whatever it produces waits for a person.
Availability Watch
Watches occupancy and flags stays with no rate plan in force first, because those lose revenue without leaving a trace.
SLA Alert
Checks each open guest request against its clock and marks it safe, at risk or late before the guest complains.
Technician Scheduler
Spreads unassigned jobs across the engineering team by workload, so a room is not out of service for want of a plan.
Asset Health Predictive
Scores how healthy each asset is from unusual sensor readings and drafts a work order as advice for you to approve. It never controls equipment.
MaintainAMC Vendor Scorecard
Scores your AMC vendors on completed visits and on keeping to the service promise (SLA), and grades each A to D. Its renew, renegotiate or replace suggestion is a simple rule on the on-time share, which we agree with you.
PactLease Renewal
Suggests renewal terms from the current rent and the yearly rise in the lease. A renewal that cuts the rent below the limit you set waits for a second person to approve it.
Sell + AccountCollections
Drafts overdue reminders and steps them up according to how many days a payment is actually late. A person approves each reminder before it goes out.
AccountBank Reconciler
Matches bank lines to receipts ahead of time and shows why it matched each one. Lines it is unsure about come up as suggestions only and are never committed on their own.
Ask us to run Availability Watch and SLA Alert on a month of your data.
Statutory and compliance calendar
| Obligation | What Kinnow prepares | What stays with you |
|---|---|---|
| GST returns (monthly) | GSTR-1 put together from the sales invoices and credit notes raised in Sell, as a file for the portal; GSTR-3B prepared for review; purchase bills matched against GSTR-2B, with mismatches listed. | A person reviews and files on the GST portal. Kinnow does not file live. |
| E-invoice for corporate invoices | An e-invoice reference is requested when a Sell invoice is approved, and if one fails, Kinnow reads the reason and sorts it for you. | Invoices must be raised in Sell; a folio is not an invoice. |
| TDS | Draft challans by month and section, and draft quarterly returns, from the deductions in your books. | A person pays and files. |
| Payroll deductions | PF, ESI and tax deducted on each payslip are posted to the ledger when the run is approved. | Payment and returns are made outside Kinnow. |
| Month-end close | Twelve checks, with the entries behind any that fail; seven must pass. | The finance head signs. |
| Hotel tariff GST slabs, Form C for foreign guests | Not built. | Keep these on your current process. |
What the owner sees
Every answer shows its source and its cost before it runs. Ask Kinnow answers only from what the person asking 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.
| Question an owner would type | What comes back |
|---|---|
| What did we take in room revenue last night? | The night audit total for the business date, with any stay it could not price listed separately. |
| Who is arriving today? | Arrivals and departures for the day, from the reservations. |
| What is my outstanding from corporate accounts? | Receivables ageing by party, including city-ledger balances, with the invoices or stays behind each total. |
| Which rooms are out of order and for how long? | The rooms taken off sale, shown beside the sellable count so occupancy is not overstated. |
| Which guest requests breached SLA this week? | The breached requests with category, owner and time taken. |
Numbers that matter
- Occupancy, measured against rooms you can actually sell. Out-of-order rooms are shown beside it and never counted as empty; if no room is sellable the figure stays blank rather than showing zero.
- Room revenue by night, with the number of stays that could not be priced.
- Corporate and city-ledger outstanding, by age.
- Guest requests open, breaching and by category.
- Rooms out of order and repair spend against the approval limit.
Controls an owner cares about
- The folio always adds up. Its total is worked out again from its charges 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 someone with front-desk manager rights and a reason, both kept on the line.
- A second person at check-out. Whoever posted a folio's charges cannot close it.
- No double night. The audit can run only once for a business date, and each room charge can be posted 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.
Applications switched on
Your words, on day one
| Generic term | In your Kinnow |
|---|---|
| booking | reservation |
| guest bill | folio |
| end of day | night audit |
| corporate credit | city ledger |
| room readiness | housekeeping status |
Questions
Does Kinnow connect to Booking.com or Expedia?
No. Reservations are direct or corporate, and there is no channel-manager link and no OTA commission reconciliation. If most of your rooms come through an OTA, keep your channel manager and key the confirmed booking into Kinnow.
Will the folio match at checkout?
Yes. The folio total is worked out again from its own charge lines every time something changes, so it always adds up to the lines. A discount or any credit that is not a guest payment needs a manager and a written reason, and the person who posted charges on a folio cannot be the one who checks the guest out.
Do room revenue and city-ledger balances reach my books?
Yes. The night audit posts the night's room revenue to your books, dated on the audit's own business date. When a guest leaves owing money, the balance moves to the city ledger as an amount to collect, and it shows up in your receivables ageing. Advance deposits and cancellation fees are posted as well, deposits as money you owe the guest.
Does it handle hotel GST on room tariffs or Form C for foreign guests?
Not today. The Stay application does not apply tariff-based GST rates to rooms and does not prepare Form C. GST returns for the business are prepared from invoices raised in Sell, as for any other company. Plan to keep those two items outside Kinnow.
Does it handle more than one property?
Yes. Each property is a separate company in Kinnow, with its own rooms, rate plans, folios and room numbers, so two hotels can both have a Room 101. Reports can be scoped to one property. We go live one property at a time.
What happens if the night audit is run on the wrong date?
Running it twice cannot charge a night twice, but a night charged to the wrong date cannot be reversed. The revenue is corrected with a manual journal that a second person approves, and the folio with a manager-approved credit.
How long does set-up take, and can we use our PMS data?
About two weeks to first results for one property. Masters and opening balances are imported in the first week, then the team is trained and the first night audit and month-end close are run alongside your current software until the numbers tie.
Hotel front desk
Bookings, check-in and check-out, without selling a room twice.
Show me Kinnow for hospitality.
Answer three questions. Get the applications, the agents and a two-week plan for your business.