Coale-Hotel
Run your hotel, lodge, or serviced apartment on ERPNext
Coale-Hotel (powered by Hoteli) is a hospitality management system built on ERPNext. It handles front desk reservations and check-ins, room and rate plan management, restaurant POS and kitchen orders, banquet event bookings, housekeeping with QC, key card issuance, maintenance tracking, and M-Pesa payment reconciliation—all in one system.
Key capabilities
Front Desk & Reservations
Create reservations with arrival and departure dates, assign rooms by type and availability, record guest details and IDs, and manage walk-ins and corporate bookings. The dashboard shows today's check-ins, check-outs, occupancy rates, and recent reservations at a glance.
Room Management & Rate Plans
Manage rooms by number, floor, building wing, bed type, and max occupancy. Track real-time status: vacant, occupied, dirty, or out of order. Configure rate plans with room-only and bed-and-breakfast pricing, validity periods, and seasonal priorities.
Restaurant & POS Integration
Manage restaurant tables with section and capacity tracking. Kitchen and bar orders flow directly into ERPNext Sales Invoices. The POS dashboard shows today's sales, table status, kitchen order status, and top-selling items. Chef settings manage kitchen warehouses, stock alerts, and batch sizing.
Banquet & Event Booking
Book banquet halls for events with per-person pricing, expected guest counts, and multi-day scheduling. Track services, advance payments, deposit receipts, final payment due dates, and commission payments to agents. Blackout dates prevent double-booking.
Housekeeping & Quality Control
Schedule housekeeping tasks by room with task type, priority, and estimated duration. Assign staff, track start and completion times, and mark QC passed or failed. Organize rooms into housekeeping zones and floors for efficient route planning.
Key Card Management
Issue key cards during check-in with automatic expiry set to departure date and configured check-out time. Invalidate cards on checkout or room change. Extend cards for reservation extensions. Cards encode floor and building wing for property-wide door access.
Maintenance Management
Raise maintenance tasks for rooms and public areas with issue type, priority, and location description. Track who reported the issue, assignment status, and resolution. Link maintenance to specific rooms or public zones like lobbies and corridors.
Daily Operations Report
Automatically generate a comprehensive daily report aggregating reservations, check-ins, check-outs, room status, housekeeping completion, restaurant revenue, POS sessions, event bookings, maintenance tasks, and financials—delivered to configured recipients.
M-Pesa Payment Reconciliation
Fetch unallocated M-Pesa C2B payments from the Mpesa Payment Register and match them to guest bills by amount and phone number. Reconcile payments directly against reservations and outstanding folios without leaving the hotel system.
Why teams choose this
- Manage rooms, F&B, events, and housekeeping from a single ERPNext backend
- Eliminate double-bookings with real-time room and banquet hall availability
- Speed up check-in and checkout with integrated key card issuance and POS billing
- Track housekeeping tasks with QC checks, zones, and staff assignment
- Manage banquet events with per-person pricing, advance payments, and commission tracking
- Issue and invalidate key cards automatically tied to reservation dates
- Generate daily operations reports automatically across all departments
- Reconcile M-Pesa payments directly against guest bills and reservations