Choosing the right property management system (PMS) is one of the most important decisions you can make as an accommodation provider. Whether you run a boutique hotel, B&B, motel or resort, the right PMS will save you time, reduce costs, and help deliver a smooth experience for both your staff and your guests.
A good PMS connects all the moving parts of your business—from bookings and billing to housekeeping and accounting—into one easy-to-use platform. It should free up your time so you can focus less on admin and more on what truly matters: delighting your guests.
What is a Hotel Property Management System?
Whether you’re brand new to hotel management or simply looking to improve your operations, it’s essential to understand what a PMS actually does and why it’s central to success in the hospitality industry.
A hotel property management system (PMS) is software that helps automate and streamline operations across your property. Traditionally used to handle front desk tasks like check-ins, check-outs, and reservations, modern PMS platforms now go much further.
A good PMS becomes the control centre of your operations. It connects all departments—housekeeping, front desk, finance, guest communication, and more—into one central cloud-based system. This allows information to flow freely between your team, giving you full visibility over your operations in real-time.
By moving away from siloed spreadsheets and manual systems, you create a more connected and transparent business that operates with fewer errors and more efficiency.
Why Cloud-Based PMS Software is the Better Choice
There are two main types of PMS software: on-premise systems and cloud-based systems. On-premise systems store everything locally on your own servers, whereas cloud-based systems run online and are hosted securely by the provider.
While on-premise systems still exist, they come with significant drawbacks: you’ll need to manage servers, perform manual updates, and rely on local hardware—which is costly and risky.
Cloud-based PMS software (Software as a Service, or SaaS) eliminates these issues. It’s accessible from anywhere with an internet connection, comes with regular updates and security built in, and is quick to set up with minimal IT involvement.
Benefits of a cloud-based PMS:
- Remote access: Manage your hotel from anywhere
- No hardware or maintenance: Everything runs in the cloud
- Automatic updates: Always have the latest features and security
- Scalability: Easily add features or grow with your business
- Integrations: Connect with other tools you use (e.g. accounting, channel manager, POS).
With cloud-based systems, your team can work more flexibly, and your business can respond faster to change.
Why a PMS is More Than Just Admin Software
Many hoteliers first turn to a PMS to reduce the hours spent on repetitive admin. But the real magic lies in how a PMS transforms the way you understand and run your business.
Yes, a PMS helps streamline tasks. But its true value goes beyond automation. A good PMS gives you insight.
You can access real-time reports on revenue, occupancy, average daily rate, and guest behaviour. These insights help you:
- Optimise your pricing strategies
- Understand peak seasons and booking trends
- Identify your most profitable guest types
- See which extras or upsells guests are using
Modern PMS platforms can even integrate with dynamic pricing tools, helping you automatically adjust rates based on demand—maximising your revenue.
Ultimately, the PMS becomes your decision-making assistant, helping you make smarter, faster choices.
Who Needs a Property Management System?
Whether you’re a solo B&B owner, managing a boutique hotel, or overseeing a multi-property group, a PMS can help simplify operations and elevate guest experiences.
- Independent hoteliers reclaim valuable time by automating manual tasks.
- Small properties operate more efficiently without the need for extra staff.
- B&B owners streamline reservations and guest communications.
- Resorts and lodges can better coordinate housekeeping, events, and guest preferences.
If you’re still managing bookings with a calendar or spreadsheet, or struggling to stay on top of OTAs, it’s time to explore a smarter way to run your accommodation.
How to Choose the Property Management System for Your Hotel
While all platforms will claim to be the solution you need, it’s important to start with select criteria so you can be confident you’re making the right decision for your business.
Some key things to consider when reviewing PMS platforms include:
- Is it simple, intuitive and easy to use, so that even those with limited technical skills can make sense of the system?
- Does it automate the repetitive administration tasks that are taking up time in your business?
- Does it integrate with key systems of engagement that are critical to the smooth operation of your business?
- Does the software have the features required to run your business (or the flexibility for add-ons where necessary or required)?
- Is the cost in line with your expected budget?
- Does it improve or augment business processes to make them easier to manage?
- Is the set-up and implementation process manageable for your business, and what kind of training is provided from the software vendor?
What to Look for in a Hotel PMS
Choosing a PMS isn’t just about picking the most feature-rich software. It’s about finding the right fit for your unique property, team, and future goals.
With so many options on the market, how do you choose the right one? Here are the key features to consider:
- Ease of use: The system should be intuitive and simple for your whole team to learn and use.
- Automation: Repetitive tasks like confirmations, invoicing, and reporting should be automated.
- Integration: The PMS should work with your other tools: channel manager, payment gateway, accounting software, POS, and more.
- Scalability: It should grow with your business and adapt to your needs over time.
- Mobile accessibility: Cloud access ensures you can check in on your business from anywhere.
- Cost: Make sure the features align with your budget and there are no hidden fees.
- Support and training: Look for a provider that offers onboarding and ongoing customer support.
Your PMS should be a partner in your success—not another source of stress.
What Does a Hotel PMS Look Like in Practice?
Here’s how a PMS works in real-time: A guest books a last-minute stay via your website. The PMS immediately updates availability across all your connected OTAs, sends a confirmation email to the guest, alerts housekeeping of the check-in, and stores the guest details in your CRM for future marketing. No double bookings. No missed steps. Just seamless automation.
What Are the Benefits of a Hotel PMS?
A hotel PMS doesn’t just improve your internal operations—it also elevates your reputation and guest experience. For example, by giving your team more time and the right tools, they can focus more on face-to-face guest service, personalised recommendations, and thoughtful follow-ups. Over time, this can help you boost your review scores and increase repeat bookings.
As more guests expect digital conveniences like online check-in, instant confirmations, and mobile-friendly service, a PMS allows your business to meet these expectations with ease.
Still not sure if a PMS is worth the investment? Let’s break down exactly what you gain from implementing one—both immediately and in the long run.
Investing in a PMS has far-reaching benefits across your business:
- Save time: Reduce manual entry and simplify daily operations
- Increase revenue: Optimise pricing, avoid overbookings, and upsell services
- Improve guest experience: Personalise communications and streamline check-in
- Enhance team efficiency: Everyone has access to the information they need, when they need it
- Boost decision-making: Make smarter choices with better data
- Reduce errors: Keep accurate records, automate billing, and eliminate double bookings
Is a Cloud-Based PMS Secure?
Security is a key consideration when managing guest data. A quality cloud-based PMS will include features such as encrypted data transfer, regular backups, and user access controls. Providers that comply with privacy laws (like GDPR) help protect both your business and your guests.
Quick FAQs About PMS Systems
How much does a PMS cost?
It depends on your property size and the features you need. Most providers offer tiered pricing models that scale with your business.
Can I train my team on it quickly?
Modern PMS platforms are intuitive, and good providers offer helpful onboarding and ongoing support.
What’s the difference between a PMS and booking engine?
A PMS manages back-of-house operations, while a booking engine handles direct guest reservations. Many PMS platforms include or integrate with a booking engine for a full-stack solution.
PMS Reporting: Why It Matters
Detailed reporting is one of the most underrated features of a PMS. Instead of making guesses about what’s working or what to improve, your system can show you:
- Which channels are bringing in the most bookings
- Which room types are performing best
- When cancellations tend to spike
- Where to allocate staff during high-demand periods
By reviewing weekly and monthly reports, you’ll be able to make smarter business decisions—like when to raise prices, when to offer packages, and when to boost marketing.
Preno: Hotel Property Management Made Simple
If you’re looking for a property management system built specifically for small hotels and accommodation providers, Preno is designed to be simple, powerful, and tailored to your needs.
Preno is a powerful, easy-to-use PMS designed specifically for independent hoteliers. Whether you’re running a 10-room B&B or a boutique 40-room hotel, Preno helps you manage bookings, automate tasks, and connect with your other tools—without needing to be a tech expert.
With Preno, you can:
- Access your PMS from anywhere with a secure cloud-based system
- Easily manage your bookings, invoicing, and housekeeping in one place
- Connect to major OTAs using our built-in channel manager
- Integrate with tools like Xero, RoomPriceGenie, and Lightspeed POS
- Get support from a local team that understands the hospitality industry
If you’re ready to say goodbye to spreadsheets and disconnected systems, and hello to a smarter, simpler way of managing your property, Preno could be the perfect fit.
Looking to upgrade your PMS? Book a free demo with Preno and see how it could work for your business. We’ll walk you through how Preno can help streamline operations, reduce admin time, and improve guest satisfaction at your property.
Transform Your Guest Experience With Preno
With Preno, seamless management is just a click away. Embrace the future of hospitality with our free trial, no strings attached.
Find out more about the features of Preno, or register for a free 7-day trial to see how Preno can help you work smarter.
