IBS Hotel Management Software

IBS Hotel PMS: from reservations to night audit

A detailed look at the functions listed in the IBS Hotel Software brochure.

Reservations and room calendar

Manage reservations, advance payments, reservation details, cancellations, no-show reports and refunds. The reservation calendar and room blocking help the front desk plan availability. Reservation refund details provide a record of returned advances. Guest search, occupancy lists and guest outstanding balances support daily follow-up.

Check-in and guest registration

Record guest registration entries and review registration details. Check-in functions include adding rooms, receiving advances, shifting rooms, updating tariffs, linking rooms and reviewing cancelled check-ins. The brochure also lists a mobile-number restriction at check-in. These tools support changes during a stay while keeping the front desk informed.

Checkout, charges and settlements

Prepare checkout bills, post additional charges and review bill reports. Settlement checkout, settlement reports and checkout bill status reports help staff follow the payment workflow. Room cleaning is included in the checkout functions. The room calendar and room status reports give the team a shared view of the property.

Restaurant, bar and banquet operations

Restaurant and bar modules include KOT entry, settlement, KOT reports, bill reports and settlement reports. Advance booking includes booking and settlement records with related reports. Banquet hall booking and settlement functions support events. Laundry billing and billing details are listed, with configurable special services such as spa, safari and taxi services.

Accounts, GST and financial reporting

Petty cash functions cover receipts, payments, expenses, daily expense details and petty cash reports. The accounts module lists BTC receipts, vouchers, a day book, agent outstanding amounts and bank reconciliation. Creditor and debtor mapping with follow-up tools supports account tracking. Reports include ledgers, account summaries, bank transfers, month-wise payment modes, profit and loss, GSTR 1 and GST input/output.

Purchases, stores and recipe stock

Manage purchase orders, purchases, purchase returns, item issues, issue returns, direct purchase issues, vendor payments and kitchen item requests. Review store and outlet stock, purchase and issue valuations, vendor ledgers and purchase GST reports. Purchase order approval registers provide a review trail. Recipe master and recipe stock reports are also included in the brochure.

Membership, feedback and CRM

Membership functions include registration, member check-in, renewal, settlement, member cards, bill registers and AMC registers. Feedback entry, feedback details and feedback SMS support guest follow-up. CRM registration, meeting entry and meeting reports help staff maintain a record of relationship activities.

Night audit and management reports

Night audit reports include MIS, flash reports, BTC, sales, cancellations, discounts, collection summaries and user work reports. Front office reporting covers arrivals, departures, shifting, tariffs, advances and daily sales. Food and beverage reports include item sales, table or room sales, complementary KOTs, tax reports and table transfers. Tally transfer reports are listed for rooms, food and beverage, special services, laundry, purchases and purchase returns.

Hospitality software with a local connection

Software Services offers IBS Hotel Management Software to hotels across the region. A hotel runs through many connected decisions: accepting a reservation, preparing a room, welcoming a guest, recording services and closing the stay. When departments keep separate notes, the same information can be repeated or missed. Our starting point is to understand how your property works and which parts of that journey need attention. Share your room types, the size of your team and the services you offer so we can discuss the modules most relevant to your property.

Explore the IBS module collection

IBS lists front office, reservations and group bookings, room calendars and guest relationship management. Its hospitality modules also cover housekeeping, food and beverage, minibar, banquet and events, recipe and food-cost management. Back-office areas include inventory, payroll and reporting, alongside tax and special billing services. Optional customisation, central stock and SMS requirements can be discussed separately. This overview is a starting point for a demonstration. Your agreed package, available modules and implementation scope should be confirmed before you purchase, especially when a particular workflow or connection is essential to your hotel.

Reservations begin with clear room information

Before reviewing a booking workflow, prepare an accurate list of room types and room numbers. Explain how your property handles single guests, families, groups and longer stays. Include how staff record a booking received by phone and what happens when arrival dates change. A room calendar is most helpful when everyone understands which information it represents. During your demo, discuss the information staff need at the time of reservation and what should be visible to the front office before the guest arrives. Use examples from your actual property rather than imaginary room categories.

Follow a stay through the front desk

Walk through a complete guest journey during the demonstration. Begin with a reservation, continue through arrival, then review any change of room or extension of stay before departure. Ask how your selected configuration handles the charges relevant to your property and how staff review the final account. The aim is to understand the sequence your reception team will follow. Let the people who work at reception participate in the discussion. They often know the recurring exceptions that an owner may not see during a normal management review.

Coordinate housekeeping and room readiness

Housekeeping needs a dependable understanding of which rooms require attention and which are ready for a guest. Explain how your team currently communicates that information and who is responsible for updating it. Discuss room changes, late departures and maintenance situations in the demo. A useful workflow should make responsibility clear, rather than creating another list that nobody maintains. Agree how staff will use the selected housekeeping module and how the front desk will interpret the information. Training should include the handover between shifts, since that is when important details can otherwise become unclear.

Bring dining and events into the conversation

Hotels with a restaurant, minibar or banquet business have requirements beyond rooms. Describe how your property records food and beverage sales and how it separates a resident guest from a walk-in customer. For events, explain how you confirm the booking, collect the relevant details and coordinate the team. IBS includes dining and event-related modules, but the right configuration depends on your operation. Show the forms and records you already use so the demonstration can address the real process. Discuss any connection between departments explicitly and confirm it in the selected scope.

Use back-office information deliberately

Inventory, payroll and management reports can involve people who rarely work at reception. Include them when deciding which modules you need. Identify the reports you review daily and the information required at month end. Ask how staff will enter the records that support those reports. The objective is a shared understanding of the figures, not simply a large collection of report names. Before implementation, agree who will maintain master information, who will review exceptions and who will authorise corrections. These responsibilities help keep the hotel’s operational picture consistent.

Keep online bookings and hotel operations aligned

Your hotel website, booking engine and channel manager are related services with different roles. A booking engine helps guests book through your own website; a channel manager supports online distribution across connected booking channels. IBS is your hotel management offering. If you need these services to work together, list the exact products and channels you use. Software Services also provides booking engine and channel manager services. We will discuss compatibility and integration scope separately so that an assumed connection does not become an unexpected implementation problem.

How to prepare for your first conversation

A useful first enquiry does not need technical terminology. Tell us your business name, location, the service you are interested in and the problem you would like to address. Explain the tools you already use and approximately how many people work with the relevant process. If you have sample records, prepare a small, representative selection with sensitive information removed. Describe what a successful outcome would look like for your team. These details help us discuss a focused demonstration and avoid spending your time on features or services that do not relate to the requirement.

What to confirm in your quotation

Before proceeding, review the exact product or service, the included scope and the responsibilities on both sides. Ask about licensing, setup, training, optional integrations and ongoing support where those items apply. Explain any requirement that is essential to your decision and ask for it to be addressed explicitly. A written scope helps everyone understand what will be delivered and which items require a separate discussion. Price depends on the agreed requirement; Software Services does not publish a single universal price for every business, property or facility.

A practical implementation discussion

Agree who will coordinate the project within your business and who will review the starting information. Discuss what must be ready before setup begins, the people who should attend the demonstration and the checks needed before normal use. If an existing system is being replaced, explain which records need to be retained and ask about the available migration process. Review any proposed schedule against the business’s operating hours. The aim is a planned transition with clear ownership of decisions, rather than a rushed change based on incomplete information.

Speak to Software Services

We currently work in Assam, Meghalaya, Arunachal Pradesh and Bhutan. Contact Software Services on +91 9783467732 or email monu.sappy@gmail.com to discuss your location and requirements. You can also begin an enquiry on WhatsApp with the relevant topic already selected. Please share business requirements rather than passwords, payment credentials or confidential operational records in your initial message. We will discuss the next step and the information needed for a relevant demonstration or quotation. Service arrangements and availability are confirmed for your particular enquiry.

Frequently asked questions