Hospitality
Grand Tenacity Hotel
One custom Frappe app powering the entire hotel operation — from front desk to kitchen
58Rooms under management
The Challenge
- Reservations, housekeeping, restaurant, and events ran on separate systems with no shared data.
- Kitchen orders were handwritten and manually relayed to the kitchen, causing delays, errors, and lost revenue.
- Restaurant POS was disconnected from guest folios — restaurant bills had to be manually transferred to room accounts.
- Housekeeping schedules were created on paper daily, with no visibility into room status or cleaning completion.
- Banquet bookings overlapped with room availability, leading to double-booked conference halls and frustrated clients.
- Management received no daily summary of occupancy, revenue, restaurant sales, or housekeeping status.
- M-Pesa payments at the restaurant were reconciled by hand at end-of-day, with frequent cash variances.
The Solution
- Deployed a custom Frappe app built on ERPNext covering rooms, reservations, guests, restaurant, banquet, housekeeping, and maintenance.
- Implemented restaurant POS with Kitchen Order Ticket (KOT) routing: orders print directly to kitchen sections by course, with real-time status tracking from ordered to served.
- Connected restaurant bills to guest folios automatically — dine-in charges post directly to the room invoice with one click.
- Built automated housekeeping task creation at 6 AM daily: occupied rooms get cleaning tasks, public areas get zone-based schedules, and completion is tracked per room.
- Created banquet hall booking with blackout dates, event services, and conflict detection against room availability.
- Deployed automated Daily Operations Report generated nightly at 11 PM and emailed to management at 4 AM — covering reservations, check-ins/check-outs, room occupancy, restaurant revenue, POS sessions, events, maintenance, and petty cash.
- Integrated M-Pesa C2B payment matching so unallocated payments are surfaced in real time for reconciliation.
- Added key card tracking, maintenance task logging, and staff account transaction management.
Key Results
58
Rooms managed seamlessly with real-time occupancy and status dashboards
Zero
Double bookings after banquet-to-room conflict detection was enabled
Daily
Automated operations report delivered to management every morning at 4 AM
Real-time
Kitchen order status from table to kitchen to served — visible on POS
Products & Services Used
ERPNextCustom Frappe AppCoale-POSCoale-PaymentsCustom Frappe DevelopmentERPNext Implementation
“Having everything — rooms, restaurant, events, and housekeeping — in one system changed how we run the hotel. Our staff no longer waste time reconciling separate tools, and management gets a full report every morning before breakfast.”
N
Nelson Kinyua
General Manager, Grand Tenacity Hotel