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. The United Kingdom edition opens in early 2027.
From early 2027 · industry pack readyHow does Kinnow help a hotel or resort? Reservations with the rate taken from the plan in force, rooms allocated only at check-in, a folio that always ties to its charges, a nightly audit that posts room revenue to the ledger, and a city-ledger receivable 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 not charged at all. 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 desk, stores, maintenance and ledger on one set of records, so each is a question you can 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 names who does it; nothing is posted, paid or sent without a person.
- Rates are set once. The revenue manager or GM defines room types, rooms and rate plans with closed date ranges in Serve (front desk).
- 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.
- An advance deposit is held. The deposit sits on the reservation. Account books it as a liability, 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.
- 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.
- 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.
- 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 on the audit date.
- 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.
- 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.
- Corporate accounts are chased. The accounts executive reads the city-ledger ageing. 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 we set up for your hotel
The ready-made setup for your industry (we call it an industry pack) holds its limits as plain numbers with no currency. In the United Kingdom edition we reset every limit in pounds with you in the first week, and they are yours to change; a change to who approves what is itself approved by an administrator.
| Part | What is set up |
|---|---|
| Limits and rules (7) | A guest request with no service-promise (SLA) plan is blocked, so every request has a clock. A concession lease above a base-rent limit, repair parts above a spend limit, a manual journal above a value limit and a purchase order above a value limit each need an approval. A credit limit and an enquiry above their limits raise a warning. Each limit is a figure in pounds that you set. |
| Who signs off, in order (4) | Concession lease approval, repair spend approval, journal approval and purchase order approval. |
| Ready-made routines (21) | Booking to settlement, guest request to resolved, enquiry to group booking, month-end close, payroll to pay and others. |
| Reports (9) | Guest request register, request SLA status, AMC register, work orders, receivables ageing, stock movement, and arrivals and departures. |
| Ask starters (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 generic terms on every screen. |
Processes, built in
The 21 best-practice processes for your industry come switched on, each with an owner per step and a clock on every hand-off. Print any as a written procedure.
Agents for hospitality
Each agent is validated with each client before it works on your books, and every output waits for a person.
Availability Watch
Watches occupancy and flags stays that have no rate plan in force first, because those lose revenue without leaving a trace.
SLA Alert
Compares each open guest request with its clock and marks it safe, at risk or breached before the guest complains.
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.
Ask us to run Availability Watch and SLA Alert on a month of your data.
Statutory and compliance calendar for a hotel (United Kingdom)
Kinnow prepares; a person confirms and files. Comply carries your calendar and its dates.
| Obligation | What Kinnow prepares | What stays with you |
|---|---|---|
| VAT return | The groundwork to build the nine-box VAT return figures from the sales and purchase records for the period, as a file to download, is completed before launch. Kinnow does not submit to HMRC: a person files through HMRC-recognised software or the HMRC portal, once your adviser has confirmed the box mapping. The return draws on invoices raised in Sell; a folio is not an invoice. | A person reviews and files; Kinnow does not file. |
| VAT on room and food-and-drink charges | Not calculated from the folio in the first release. Room revenue reaches the ledger as a journal. | Keep VAT on folio charges on your current process. |
| PAYE, National Insurance and pension | Income tax, National Insurance, pension and student-loan deductions from rate tables held per tax year; a year with no table is refused. The UK payroll setup names the HMRC payroll filings; preparing or submitting them is not in the first release. | HR head and adviser file with HMRC. |
| Companies House, corporation tax and ICO fee | Confirmation statement, annual accounts, corporation tax return and ICO fee are tracked with a due date and a reminder. Kinnow files none of them. | Finance head and adviser. |
| Premises inspections and food hygiene registration | The UK facility calendar in Maintain tracks fire risk assessment, lift thorough examination, gas safety check, electrical installation report and food hygiene registration, each with a state and due date. The periods are being verified before launch. | General manager arranges and renews 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.
| 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, divided by 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, breaching 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 charges on every write, never 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 tagged so it cannot post twice.
- Nothing posts without a person. A manual journal above your 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 commission reconciliation for online travel agents. If most of your rooms come through online travel agents, keep your channel manager and key the confirmed booking into Kinnow.
Do room revenue and city-ledger balances reach my books?
Yes. The night audit posts the night's room revenue to the ledger, dated on the audit's own business date. When a guest leaves owing money, the balance moves into a city-ledger receivable that shows up in your receivables ageing. Advance deposits and cancellation fees are posted as well, deposits as a liability.
Does it calculate VAT on room charges?
Not in the first release. Folios do not calculate VAT on room or food-and-drink charges or create VAT sales invoices. VAT returns draw on invoices raised in Sell, as for any other company, and you keep VAT on folio charges on your current process.
Does it handle more than one property?
Yes. Each property is set up as its own 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.
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.