ERP for hotels & hospitality. Reservations, folios and night audit tied to the back office.
Reservations, folios and the night audit sit on the same records as the desk, stores, maintenance and ledger. This page describes the United States edition, which starts in early 2027.
Industry pack ready From early 2027How does Kinnow help a hotel or resort? Reservations with the rate resolved 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). Two plans for the same room type and night are refused, because a rate nobody can explain is a dispute later.
- 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 the limit you set 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 aging. 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 hospitality setup gives you on day one
These figures are starting points from the ready-made setup for your industry (we call it an industry pack). They are set with you in the first week and are yours to change; a change to who approves what is itself approved by an administrator. Limits are set in US dollars with you.
| Part | What the setup covers |
|---|---|
| Limits and rules (7) | A guest request with no service promise (SLA) attached 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 and a purchase order above a value each need an approval. A credit limit above a ceiling and an enquiry above a value raise a warning. |
| 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, corporate agreement to renewal, buying supplies for the property, month-end close, payroll to pay and others. Each names who owns a step. |
| Reports (9) | Guest request register, request SLA status, requests by category, AMC register, maintenance work orders, receivables aging, stock movement, item ledger, and arrivals and departures. |
| Starter questions for Ask Kinnow (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. |
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.
Technician Scheduler
Spreads unassigned jobs across the engineering team by load 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.
Tax and compliance calendar (United States)
Kinnow prepares; a person confirms and files. Dates are not printed here because each state sets its own.
| Obligation | What Kinnow prepares | What stays with you |
|---|---|---|
| State sales tax on invoices | Tax priced by destination state from the state base rate plus a county or city rate you enter, on invoices raised in Sell for corporate, banquet or retail concession billing. An untaxed taxable line needs an exemption certificate or a reason. | A person confirms the rate and the exemption. A folio is not an invoice. |
| Per-state sales-tax returns | A summary of taxable sales and tax collected by state, to transcribe into each state return. It does not decide nexus and does not file. | A person, with your tax adviser, files each state return. |
| State registrations | EIN, state sales-tax permit, state annual report and foreign qualification tracked as registrations; due dates appear only where you supply them. | The controller keeps them current. |
| Payroll withholding | Federal income tax withholding and FICA can be computed; state income tax is not included and the payslip says so. W-2 and 1099 forms are not produced. | Payroll stays with your current provider in the first release. |
| Month-end close | Twelve checks with the entries behind any failure; seven must pass. | The finance head signs. |
| Hotel occupancy and lodging taxes | Not built. Room revenue reaches the ledger as a journal without lodging tax. | 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 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 aging 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 every time it changes, never just added to.
- Discounts need a manager. A discount or any credit that is not a payment, above the limit you set (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. A business date can be audited only once, and each room charge is tagged so it cannot post twice.
- Nothing posts without a person. A manual journal above the limit in the industry setup, a large purchase order and repair spend each wait for an approver, and a rejection needs a reason.
Applications switched on
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 balance is worked out again from its own charge lines on every change, so the total always ties 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 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 aging. Advance deposits and cancellation fees are posted as well, deposits as a liability.
Does it handle occupancy or lodging taxes?
Not today. The Stay application does not apply lodging or occupancy tax to rooms. Sales tax on invoices raised in Sell is priced by destination state, but a folio is not an invoice. Plan to keep lodging taxes outside Kinnow.
Does it handle more than one property?
Yes. Each property is 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.
When is the United States edition available?
From early 2027. Until then this page describes what the edition is built to do, not something running today.
Hotel front desk
Bookings, check-in and check-out, without selling a room twice.
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