Free Reservation System for Bali Villas and Guesthouses
One calendar for every booking: Traveloka, tiket.com, Booking.com, Agoda, Airbnb, WhatsApp, Instagram DMs, phone calls and walk-ins. No double bookings. No missed reservations. Check-in, room status, IDR bills and daily reports. Free. No subscription, no trial period.
OnlineHotelier PMS is a free hotel reservation system for Indonesian guesthouses, Bali villas, homestays, losmen, surf camps and hostels. It puts every booking in one calendar: Traveloka, tiket.com, Booking.com, Agoda, Airbnb, WhatsApp, Instagram DMs, phone and walk-in. Check-in, room status, housekeeping, bills in IDR and daily reports are all included at no cost. The optional paid add-on is the channel manager, which syncs availability across OTAs automatically.
OnlineHotelier PMS at a glance
| Product | OnlineHotelier PMS, a free cloud hotel reservation and management system |
|---|---|
| Price | Free. No subscription, no trial period |
| Who it is for | Bali villas, guesthouses, homestays, losmen, surf camps and hostels in Indonesia with limited inventory |
| Local tax handling | Set your service charge and your PBJT (hotel tax) rate once. The rate is set by your regency or city, up to a maximum of 10% under Law No. 1 of 2022. The bill calculates in IDR automatically |
| Paid add-on | Channel manager that syncs availability and rates to Traveloka, tiket.com, Booking.com, Agoda, Airbnb and other OTAs. Pricing on WhatsApp |
| Runs on | Any web browser on a phone, tablet or laptop. Needs an internet connection. Mobile data works |
| How to start | Sign up online, or message us on WhatsApp for guided setup |
One calendar for every booking source
You run three villas in Ubud. An Airbnb booking lands for Villa 2 on the long weekend. Twenty minutes later, a WhatsApp message arrives: someone wants the same villa on the same dates. You check your notebook. Then your phone. Then the Airbnb app again. It is easy to make a mistake when bookings live in different places.
That is the problem the OnlineHotelier calendar solves. Every booking lives in one place, whatever its source:
- Traveloka and tiket.com (via the channel manager add-on, or entered manually)
- Booking.com, Agoda and Airbnb (same: synced via channel manager or entered manually)
- WhatsApp and Instagram DM enquiries (entered at the front desk)
- Phone calls and walk-ins (entered directly)
When a room is taken, the calendar shows it as blocked. No double booking. Nothing missed. If you add the channel manager add-on, a Traveloka booking closes the room on Booking.com and Airbnb automatically.
WhatsApp and Instagram as booking channels in Indonesia: Many small Bali villas and Canggu homestays receive a large share of their direct enquiries through WhatsApp and Instagram DMs. A guest messages you, you agree on a price, and you need that room blocked before anyone else takes it. Adding those bookings to the same calendar as your Traveloka and Airbnb reservations is how you stop the double booking before it happens.
Check-in, room status, housekeeping and check-out
The calendar is one piece. The rest of the day-to-day runs here too.
Guest check-in
Record the guest's name, passport number, nationality and room on arrival. The system creates a guest folio (a running bill) from the moment they check in. Read our guide on the hotel check-in process for what to collect and why.
Room status
Mark rooms as occupied, vacant, dirty or clean after housekeeping. Front desk sees the update live so they know which rooms are ready for the next guest.
Housekeeping
Your housekeeper updates room status from their phone as they clean. No calling back to reception. The room shows as clean the moment it is ready.
Guest check-out and bill
Post room charges, any extras, and the guest's payments to their folio. Review the bill, apply service charge and hotel tax, then print or share it at check-out. Done in one step.
Daily reports give you occupancy, average room rate and total revenue for the day. Your manager gets the numbers they need each morning without building them by hand.
Hotel tax, service charge and foreign guest reporting in Indonesia
The PMS can be configured for your property's location and rates. You set your numbers once and the bill calculates correctly every time.
Hotel tax (PBJT)
Hotel accommodation in Indonesia is subject to PBJT (Pajak Barang dan Jasa Tertentu, or tax on certain goods and services). This is a regional tax collected by your regency or city (kabupaten/kota), not a national VAT. Under Law No. 1 of 2022 on Regional Financial Relations (HKPD), the maximum rate is 10%. Each regency sets its own rate up to that cap. Jakarta, for example, sets it at 10%.
Badung, Gianyar and Denpasar each set their own PBJT rate under their own regional regulation. If you are not sure what your regency charges, check with your local Bapenda (regional revenue office) or a local tax advisor.
Whether small properties or homestays fall below an exemption threshold varies by regency. There is no single national rule. Ask your Bapenda if you are unsure whether your property size is covered.
Service charge
Service charge is your own charge, not a government tax. The rate is your decision. Many small villas and guesthouses do not add one at all. Larger properties commonly charge 10%. The PMS works either way.
PBJT is generally calculated on the full amount the guest pays, including service charge. Here is how a sample Bali villa bill looks:
| Villa rate (1 night) | Rp 1,500,000 |
| Service charge (10%) | Rp 150,000 |
| Subtotal | Rp 1,650,000 |
| PBJT hotel tax (10% on Rp 1,650,000) | Rp 165,000 |
| Total payable | Rp 1,815,000 |
Your actual PBJT rate depends on your regency. Set it in the PMS settings and every bill comes out right.
Payments on the folio
Record how each guest paid: QRIS, bank transfer, GoPay, OVO, DANA, card or cash. The PMS records the payment method on the guest folio. It does not process payments itself. Your daily report shows total collections by payment type.
Foreign guest reporting (APOA)
Under Law No. 6 of 2011 on Immigration, lodging operators are required to report foreign guests to the Directorate General of Immigration via the APOA app (apoa.imigrasi.go.id). The PMS records each foreign guest's passport number and nationality at check-in. A guest-list export for APOA filing is available on request: message us on WhatsApp to have it set up for your property.
Property types across Indonesia
The system is built for small properties. Wherever you are in Indonesia, if your main job is keeping track of who is in which room on which night, this covers it.
Bali villas (Ubud, Canggu, Seminyak)
Private villas with a small number of units, longer stays and a mix of Airbnb and direct bookings. WhatsApp and Instagram DM enquiries are common. Preventing double bookings is the top priority.
Guesthouses and losmen
Budget accommodation for domestic and international travellers. Traveloka and tiket.com bring in most OTA bookings. Walk-ins are common. A clean front desk system matters as much as any large hotel.
Homestays
A family-run homestay with two or three rooms often has no system at all. A free tool that runs on a phone and takes a few minutes to sign up for is a big step up from a notebook or a WhatsApp group.
Surf camps (Lombok, Mentawai, Sumbawa)
Small surf resorts with seasonal demand peaks and an international guest mix. Booking.com and Airbnb are the main OTA channels. Double bookings during peak swell season can cost you badly.
Small resorts
Boutique resorts on Lombok, Flores or Nusa Penida typically mix Booking.com bookings with direct WhatsApp enquiries. One calendar keeps both sources visible at the front desk.
Hostels
Hostels track beds, not just rooms. Whether you manage dormitory beds or private rooms, the calendar can handle your inventory. Mixed dormitories and private rooms can both be set up.
Channel manager: for when updating each OTA by hand is not enough
If you are on one or two OTAs and you update availability yourself after each booking, the free PMS is enough. Most small properties start here.
The channel manager add-on becomes useful when you are on three or more OTAs and a booking on one platform means you need to close the room everywhere else. Doing that by hand is slow, and a missed update causes a double booking.
The add-on connects your PMS calendar directly to Traveloka, tiket.com, Booking.com, Agoda, Airbnb and other OTAs. When a booking arrives on Traveloka, all connected channels update automatically. Read our guide on what a channel manager does before deciding whether you need one.
The channel manager add-on is paid. Message us on WhatsApp and we will give you the current price for your property.