Build a hotel system around your desk, your housekeeping and your folios.
Rooms sell on four channels and over the phone. One person at the desk holds all of them in his head, and on a Friday he is handing out keys as well.
Housekeeping marks rooms clean in a WhatsApp group. The restaurant writes room charges on a docket that stays in the restaurant. Three records, one bill, and the bill is the one that loses.
At GullySystem we build the screens that sit around those handovers, or the whole operation where you want it in one place. Desk to housekeeping, kitchen to folio, folio to accounts.
Properties we can build for.
A twenty-room business hotel and a resort with cottages, a banquet lawn and an activity desk run different days, and the software is built for the property you actually operate.
- Independent hotels
- Business hotels
- Boutique hotels
- Resorts
- Beach and hill resorts
- Homestays and guest houses
- Service apartments
- Banquet and convention properties
- Wedding venues and lawns
- Heritage properties
- Wellness and ayurveda retreats
- Farm stays and plantation stays
- Camps and glamping sites
- Budget hotel chains
- Hotel groups with several properties
- Restaurants attached to hotels
- Clubs with rooms
- Properties managed on behalf of owners
The modules, and what each one covers.
Nothing here is a fixed package. Each module is built, left out or changed to match how your organisation already works.
Reservations
Every booking in one list, whoever took it and wherever it came from.
- Booking source and channel
- Guest name and contact
- Room type and number of rooms
- Arrival and departure
- Number of adults and children
- Meal plan
- Rate applied
- Advance received
- Special requests
- Booking status
- Amendments and cancellations
- Booked by, with a time stamp
Room availability
What is actually free tonight, counted the same way by everyone who sells.
- Rooms by type and date
- Available, blocked and sold
- Rooms held for a group
- Rooms out of order
- Overbooking flagged
- Stop sell for a date
- Rate plan by date
- Arrivals and departures today
- House count
Where a channel manager already sits between you and the online travel agents, the system reads from it rather than fighting it.
Rate plans
- Room-only, breakfast, half board and full board plans
- Weekday and weekend rates
- Season and festival rates
- Corporate contracted rates
- Travel agent rates
- Group rates
- Extra bed and child charges
- Early check-in and late check-out charges
- Packages with meals or activities included
Check-in
- Arrival
- Identity and registration
- Room allotted
- Key issued
- Folio opened
- Housekeeping informed
- Registration card
- Identity document scan
- Form C details for foreign guests
- Vehicle number
- Purpose of visit
- Signature on a screen or on paper
Government portals for foreign guest reporting accept what they accept. The system keeps the details and the copies, and the submission still happens on that portal.
The guest folio
One running bill per stay, added to as the stay happens rather than assembled at checkout.
- Room charge by night
- Taxes
- Restaurant and room service charges
- Bar charges
- Laundry
- Minibar
- Spa and activity charges
- Telephone and business centre
- Damages
- Advance and deposits
- Split folios for company and guest
- Settlement and receipt
A charge raised anywhere on the property reaches the folio the moment it is raised, which is the only way the two coffees before an early checkout survive.
Housekeeping
The status board the desk cannot see today, because it lives in a chat.
- Room status: vacant clean, vacant dirty, occupied, inspected
- Rooms to be cleaned this shift
- Attendant assigned per floor
- Cleaning started and finished
- Inspected by the supervisor
- Guest requests
- Do not disturb
- Departure rooms prioritised for an early arrival
- Linen changed
- Lost and found
The attendant’s phone
- Rooms assigned
- Mark cleaning started
- Mark ready for inspection
- Report a fault in the room
- Photograph of a damage
- Minibar consumption entry
- Linen and amenity used
- Guest request logged
Every fault reported here becomes a maintenance ticket without anybody walking to the desk to say so.
Linen and laundry
Linen goes missing slowly, floor by floor.
- Linen stock by type
- Issued to floors
- Sent to laundry
- Received back
- Damaged and discarded
- In-house against outsourced laundry
- Guest laundry orders
- Guest laundry billed to the folio
- Shortages by floor
Maintenance
- Fault reported
- Ticket raised
- Technician assigned
- Attended
- Parts used
- Verified
- Room released
- Reported by housekeeping, the desk or a guest
- Category and priority
- Room out of order while work is on
- Time taken
- Recurring faults by room
- Outside vendor where needed
Preventive maintenance
The equipment a property lives on, serviced on a date rather than after a complaint.
- Air conditioning
- Generator
- Water treatment and sewage plant
- Lifts
- Swimming pool
- Solar and hot water systems
- Kitchen equipment
- Fire equipment checks
- Pest control visits
- Service contracts and renewal dates
Lifts, fire systems and pressure equipment carry their own statutory inspections. The system holds the dates and the records; the inspection is somebody else’s job.
Asset register
- Asset and location
- Make, model and serial number
- Purchase date and cost
- Warranty
- Service contract and vendor
- Service history
- Breakdown history
- Condition
- Replacement due
Restaurant and room service
- Table and room orders
- Kitchen order tickets
- Item-wise sales
- Charge to room folio
- Direct settlement
- Discounts and complimentary items
- Void and cancelled orders with a reason
- Shift-wise collection
- Covers served
Banquets and events
For properties where the lawn earns more than the rooms.
- Enquiry and site visit
- Date blocked
- Function sheet with timings
- Menu and per-plate rate
- Minimum guarantee on the plate count
- Hall or lawn setup
- Decor, sound and outside vendors
- Rooms blocked for the party
- Advance schedule
- Final bill against actual numbers
- Event feedback
Event dates are the one thing that must never be double-sold, so a held date blocks everywhere, including the enquiry screen.
Resort activities
- Activity catalogue
- Slots and capacity
- Guest booking at the desk or in the room
- Instructor or guide assigned
- Equipment issued
- Charge to folio
- Outside activity partners
- Weather cancellations
- Safety briefing record
Vendor and purchase management
A kitchen buys every morning, and that is where a property’s cash quietly goes.
- Vendor master by category
- Rate contracts for vegetables, milk, meat and provisions
- Daily market list from the kitchen
- Purchase order
- Goods received with weight checked
- Rejected material
- Vendor bills
- Payment schedule
- Price movement by item
- Vendor performance
Stores and issues
- Main store and department stores
- Indent from kitchen, housekeeping or maintenance
- Issue against indent
- Stock on hand
- Batch and expiry for food items
- Monthly physical count
- Consumption by department
- Cost per cover
- Shortages and wastage
Guest records and CRM
The regular who rings the manager on his mobile should not be a stranger to the system.
- Guest profile
- Stay history
- Room and floor preference
- Food preferences and allergies
- Company and travel agent
- Anniversaries and birthdays
- Complaints and how they were closed
- Feedback scores
- Repeat guests
- Guests not seen for a year
Corporate and travel agent accounts
- Company profile and contracted rate
- Credit limit and credit period
- Bookings on credit
- Bill to company
- Tax identification on the invoice
- Statements
- Outstanding and ageing
- Travel agent commission
- Disputed bills
Channel and payout reconciliation
Commission, tax collected at source and cancellation fees work differently on every channel, and accounts usually stop matching halfway.
- Bookings by channel
- Expected payout per booking
- Payout received
- Commission deducted
- Deductions that do not match
- Cancelled bookings still showing
- Unmatched lines listed for a human
- Channel-wise net revenue
Matching can narrow the list to the lines that disagree. Somebody in accounts still decides what to do about each one.
Night audit
- Rooms occupied and vacant
- Room revenue posted
- Food and beverage revenue
- Other charges
- Payments received by mode
- Advances held
- Outstanding folios
- Arrivals expected and no-shows
- Departures due tomorrow
- Day closed
Staff and duty roster
- Employee records by department
- Shift roster
- Attendance
- Week off and leave
- Overtime
- Casual and contract staff
- Training records
- Uniform and locker issue
Guest messaging
- Booking confirmation
- Directions before arrival
- Pre-arrival preferences
- Check-in link
- In-stay requests
- Checkout bill
- Feedback request
- Offers for repeat guests
A booking confirmation reaches almost any guest. A tariff offer to somebody who stayed two years ago is a different matter, and the system should ask first whether that guest ever agreed to hear from you.
Direct booking on your own website
- Search dates
- Choose room and plan
- Guest details
- Payment or pay at hotel
- Confirmation
- Booking in the same list as every other
A direct booking costs no commission, which is the whole reason this section exists.
Several properties
- Property-wise occupancy
- Revenue by property
- Bookings by channel
- Guest records shared across properties
- Corporate accounts across properties
- Purchase rates compared
- Staff movement
- Group reporting
What the general manager opens at eight
- Arrivals and departures today
- Rooms ready against rooms sold
- Rooms out of order
- Maintenance tickets open
- Yesterday’s revenue by department
- Collections by mode
- Folios with balances
- Events this week
- Stock issues above normal
- Guest complaints open
Roles and access
- Owner
- General manager
- Front office
- Reservations
- Housekeeping supervisor
- Room attendant
- Maintenance
- Restaurant and kitchen
- Stores and purchase
- Accounts
- Banquet sales
Integrations
- Channel managers
- Payment gateways
- WhatsApp and SMS
- Accounting software
- Restaurant billing systems
- Door lock systems
- Existing property management software
Door locks, energy management panels and some restaurant tills only connect where the manufacturer provides an interface. Each is checked before it is promised, and a new system is rarely the first answer anyway.
One connected workflow, end to end.
Every stage below can sit in one system, so nobody re-enters what the last stage already captured.
- Enquiry or channel booking
- Reservation
- Advance
- Arrival
- Check-in and registration
- Room allotted
- Housekeeping
- In-stay charges
- Maintenance requests
- Checkout
- Settlement
- Night audit
- Follow-up
You do not have to replace everything at once.
Each phase is usable on its own, so the system earns its place before the next part is built.
- 1
Desk and folio
Reservations, availability, check-in, the running folio and checkout. The part the desk touches every hour of a Friday.
- 2
Housekeeping and maintenance
Room status on a phone, attendant assignments, fault tickets, preventive schedules and the asset register.
- 3
Purchase and stores
Vendors, the daily market list, goods receipt, department issues and consumption against covers served.
- 4
Banquets, CRM and reporting
Function sheets, guest records, corporate accounts, channel reconciliation and the reports the owner reads.
How a build actually runs.
- 01
Understand
We would rather read a week of your night audit reports with you than sell you a suite of modules.
- 02
Map
Departments, shifts, handovers, charge points and every place a number is copied from one book to another.
- 03
Design
Screens for a desk during a rush and for a room attendant with wet hands, and the two have almost nothing in common.
- 04
Build
Modules in the order that closes the leaks first, usually folio and housekeeping.
- 05
Test
Your own staff run a full weekend through it, including a group arrival and a late checkout.
- 06
Deploy
Forward bookings, corporate rates and advances are carried across, and each department is trained on its own screen.
- 07
Improve
Banquets, activities, second properties and reporting as the operation asks for them.
Systems we can put together for you.
- Hotel operations systems
- Front office and folio software
- Housekeeping management applications
- Maintenance and asset systems
- Banquet and event management software
- Resort activity booking systems
- Vendor and purchase management software
- Stores and kitchen consumption systems
- Hotel CRM and guest records
- Corporate and travel agent billing systems
- Direct booking engines
- Management dashboards
- Mobile applications for staff
- Multi-property hotel platforms
Questions owners ask before starting.
What is custom hotel management software?
It is software shaped around one property, its departments, its charge points and the handovers between them, rather than a package written for a chain. Resorts with activities and banquets are where packages usually stop fitting.
Do we need to replace our existing property management system?
Often not. The missing screens can be built around what you already pay for, so housekeeping, maintenance and purchase stop living in a chat group.
Can housekeeping update room status from a phone?
Yes. Cleaning started, ready for inspection and faults found all go in from the floor, and the desk sees them without a phone call.
Can restaurant charges reach the guest bill?
Yes, at the moment the order is raised. That is the only reliable way to catch a charge before an early checkout.
Can it connect to our online travel agent channels?
Through a channel manager, usually yes. Direct connections to each travel agent are on their terms and are checked case by case.
Can it match online travel agent payouts?
It can compare bookings against payouts and list the lines that disagree, with the commission and deductions shown. Deciding what to do with each line stays with accounts.
Can we manage banquets and weddings in the same system?
Yes. Date blocking, function sheets, per-plate rates, rooms held for the party and the final bill against actual numbers can all sit with the rooms business.
Can we track kitchen purchase and consumption?
Yes. The market list, goods receipt against weight, department issues and consumption against covers served are all part of it.
Can guests check in on their own phones?
Details and documents can be collected before arrival, which shortens the desk queue. Identity verification at the property still happens the way the law and your policy require.
Can it run more than one property?
Yes. Each property runs its own day, with guest records, corporate accounts and reporting shared at group level.
Can we start with housekeeping alone?
Yes, and several properties should. Room status and maintenance tickets are cheap to build and are felt on the first Friday.
What about a property we run for an owner?
Owner statements can be produced from the same revenue and expense records, with the management fee worked out the way your agreement words it. What the owner may see is set by permission.
How we work with this trade.
Build a hotel system that survives a Friday evening.
A property is judged in the minutes when everything happens at once. A group arrival, a wedding enquiry, a lift that has stopped.
Put us behind your front desk for one check-in rush and one night audit. Most owners find the gap is not in the booking engine but in what housekeeping and accounts never tell each other.
Tell us how your hotels and resorts runs today.
We will tell you what can be digitised, what can be connected, what is worth automating, and what you should leave alone.
- No obligation
- We reply the same working day
- Your details stay private