Hotel Accounting Software
Manage Finances & Stay GST Compliant
Software for accounts payable, receivables, GST filing, payroll, and financial reporting. Most Indian hotels use Tally with PMS integration or specialized hotel accounting modules.
What Hotel Accounting Covers
| Function | Description |
|---|---|
| Accounts Receivable | Track money owed by guests, corporates, OTAs |
| Accounts Payable | Manage vendor payments, due dates |
| General Ledger | Chart of accounts, journal entries |
| GST Management | Input/output tax, GSTR filing |
| Bank Reconciliation | Match bank statements with books |
| Financial Reporting | P&L, Balance Sheet, Cash Flow |
| Payroll | Salary processing, PF, ESI |
PMS to Accounting Integration
Key data that flows from PMS to accounting:
- Daily revenue: Room, F&B, other department revenue
- City ledger transfers: Corporate accounts, travel agent dues
- Advance deposits: Guest prepayments
- Tax collected: GST on rooms and services
- Payment receipts: Cash, card, UPI collections
- OTA receivables: Amounts due from OTAs
Integration is Critical: Without PMS-accounting integration, accountants manually enter data = errors, delays, reconciliation nightmares. With integration = automatic posting, accurate records.
Popular Options in India
| Software | Best For | PMS Integration |
|---|---|---|
| Tally Prime | Most hotels (industry standard) | Via export/import, some API |
| Busy Accounting | Budget alternative to Tally | Limited |
| Zoho Books | Cloud-first hotels | API available |
| IDS Accounts | Large hotels on IDS | Native integration |
| eZee Accounts | eZee ecosystem | Native with eZee |
GST Compliance for Hotels
Key GST requirements your accounting software must handle:
- Multiple GST rates: 5% (rooms ≤₹7,500, no ITC), 18% (rooms >₹7,500, with ITC), 5%/18% F&B
- HSN/SAC codes: 9963 for accommodation services
- Input Tax Credit: Track eligible ITC on purchases
- GSTR-1: Outward supplies (sales) reporting
- GSTR-3B: Summary return with tax payment
- E-invoicing: For turnover above threshold
- TDS/TCS: Track deductions from OTA payments
Tally for Hotels
Most Indian hotels use Tally Prime. Here's how to set it up for hotels:
- Create hotel-specific ledgers: Room revenue, F&B revenue, other income
- Set up cost centers: By department (rooms, F&B, spa, etc.)
- Configure GST: Multiple tax rates, HSN codes
- City ledger groups: Corporate accounts, travel agents, OTAs
- Bank accounts: Separate for operations, OTA receipts
- Recurring entries: Rent, insurance, EMIs
Pro Tip: Many PMS vendors offer Tally integration modules. Ask your PMS provider about automatic daily posting to Tally - saves hours of manual work.
Key Financial Reports
- Daily Revenue Report: Revenue by department, payment modes
- Accounts Receivable Aging: Outstanding dues by age
- Accounts Payable Report: Vendor dues, payment schedule
- Profit & Loss: Monthly/annual income vs expenses
- Cash Flow Statement: Money in vs money out
- GST Summary: Tax collected vs paid, ITC available
- Bank Reconciliation: Books vs bank statement
Choosing Accounting Software
- PMS integration: Can it connect with your hotel PMS?
- GST compliance: All India GST requirements supported?
- Multi-location: If you have multiple properties
- Audit trail: Track all changes for compliance
- CA familiarity: Will your accountant/CA know how to use it?
- Support: Local support in your language
Free Service
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Get Your Free OTA AuditRelated Tools & Guides
Revenue & Profit Estimator
Calculate your net revenue and profit margin per room night
Break-Even Calculator
The minimum rate that covers your cost before you take a booking
GST for Hotels
Slabs, ITC and invoicing rules for Indian hotels
P&L Report Guide
Read your profit and loss statement line by line
Frequently Asked Questions
What accounting software do hotels use in India?
Indian hotels commonly use: (1) Tally: widely used for GST accounting, invoicing, and financial reporting, (2) hotel-specific PMS with built-in accounting modules like eZee or Hotelogix, (3) QuickBooks: for mid-scale properties needing detailed expense tracking. Larger hotel chains use ERP systems. For standalone hotels, Tally combined with a PMS covers most accounting needs.
Do hotels need separate accounting software?
Most small and mid-scale Indian hotels use their PMS for basic revenue reporting and a separate accounting tool (Tally) for GST filing, expense tracking, and statutory compliance. Larger properties integrate their PMS with a dedicated accounting system for consolidated financial statements, payroll, and P&L reporting across departments.
How do hotels manage GST accounting?
Hotels must collect and file GST on room revenue. Since 22 September 2025, rooms with a declared tariff up to ₹7,500 per night attract 5% GST without input tax credit, and rooms above ₹7,500 attract 18% with input tax credit. Most hotel PMS software generates GST-compliant invoices and summary reports for GSTR-1 and GSTR-3B filing. Tally is widely used to maintain the formal accounting records and file GST returns.
What is a hotel night audit in accounting?
A night audit is the daily accounting process that closes out the hotel's financial day. It reconciles all revenue: room charges, restaurant sales, ancillary income: against payments received. The night audit generates end-of-day reports, posts outstanding charges to guest folios, and rolls the system date forward. Most PMS software automates night audit, which previously required a dedicated night auditor.