Setup for hotel management

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1

I wantr to Know or get a Sample on How we can use a manager for Hotel Managmentent

There are several Services with Different Price and process such as Room Divisin, Grocery and BAR, SAUNA, Swiming Pool Charge and Food and Beverage also a Conference meeting hall and open space for rent or billing per time or day

2

Manager.io is an ideal accounting platform for hotel management because its modular layout supports multi-department operations, customizable inventory items, and billable time tracking.

1. Setting Up Divisions & Chart of Accounts

To track profitability per service, go to Settings > Divisions and establish department branches. Then align your Chart of Accounts under Settings:

Department Revenue Account (Income) Direct Expense Account (COGS)
Room Division Room Rental Income Guest Amenities, Laundry Expenses
Food & Beverage Restaurant & Bar Sales Food Ingredients, Beverage Inventory
Sauna & Spa Spa & Wellness Revenue Sauna Supplies, Oils & Linen
Swimming Pool Pool Access Charges Pool Maintenance & Chemicals
Conference & Venues Hall & Space Rental Revenue Event Setup, Audio-Visual Rental

2. Managing Room Division & Hourly/Daily Space Rentals

For spaces rented per hour or day (Conference Halls, Open Grounds, VIP Lounges, or Nightly Rooms):

Option A: Standard Non-Inventory Items (Fixed Daily/Per-Unit Fees)

  1. Go to Settings > Non-Inventory Items.

  2. Create items like Deluxe Room - Nightly Rate or Open Lawn - Daily Rent.

  3. Map them directly to the Room Division or Conference Revenue account.

Option B: Billable Time Module (Hourly Space Rentals)

  1. Enable Billable Time from the Customize menu.

  2. Record usage under Billable Time > New Billable Time:

    • Customer: Guest / Event Organizer Name

    • Hourly Rate: $150/hr (for Grand Conference Hall)

    • Time Spent: 4.5 hours

    • Division: Venue Rental

  3. When the event ends, convert the unbilled time into a consolidated Sales Invoice with a single click.

3. Food, Beverage & BAR Inventory

Use the Inventory Items module for physical consumables:

  • Retail Items (Beer, Bottled Water, Packaged Snacks):

    Tracked as inventory. When sold, Manager.io automatically reduces stock and records Cost of Goods Sold (COGS).

  • Kitchen / Recipe Billing (Buffets, Dishes):

    Create Non-Inventory Items for menu dishes (e.g., Grilled Salmon Dinner) or use Production Orders to combine raw grocery items into finished products.

  • Point of Sale (POS) Integration:

    Cashiers can use Sales Receipts assigned to the Food & Beverage Division for walk-in customers or bill items directly to a guest’s running account.

4. Sauna, Swimming Pool & Auxiliary Charges

  • Pool & Sauna Day Passes: Setup as Non-Inventory Items with preset prices (e.g., Pool Day Pass - Adult, Sauna 30-Min Session).

  • Guest Folio Billing: Assign instant charges to a registered guest’s account under Customers so all services (Food, Spa, Room, Conference) accumulate into a single master invoice at checkout.

5. Sample Guest Checkout Master Invoice

Below is a structure of how a consolidated master billing invoice appears in Manager.io for a guest or corporate booking:

KANDROSSY HOTEL & RESORT

Invoice No: INV-2026-0841

Customer: Acme Corp / John Doe

Date: October 19, 2026

Division Item / Service Qty / Duration Unit Rate ($) Total Amount ($)
Room Division Executive Suite Nightly Stay 3 Nights 180.00 540.00
Food & Beverage Room Service & Bar Consumption 1 Ref 125.00 125.00
Conference Boardroom Hall Hire (Billable Time) 6.0 Hours 50.00 300.00
Sauna & Spa Aromatherapy & Steam Sauna 2 Persons 40.00 80.00
Swimming Pool Premium Pool Towel & Deck Pass 2 Passes 15.00 30.00
Subtotal $1,075.00
Tax (GST/VAT) 15% $161.25
Grand Total $1,236.25

6. Financial Reporting by Department

Once transactions are recorded with assigned Divisions, you can generate a Profit & Loss Statement by columns.

3

Thank you A lot Sir let I try to set up it

4

Manager is an accounting application, not hotel management software. While it can handle a hotel’s financial administration, it lacks the functionality needed for reservations, room management, guest folios, housekeeping, restaurant and bar POS, and other hotel operations.

I recommend looking for dedicated hotel management software first rather than using Manager. Many solutions cover these operations, and some include full accounting, making Manager unnecessary. Options exist for different budgets, including systems that can operate without continuous internet access.

As this forum is dedicated to Manager use, comparisons of alternative systems are outside its scope. Search engines and AI tools can help you identify suitable options based on your hotel’s requirements and budget.

5

Thanks Mr EKO for your Suggestions