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