Paper2 - Hotel Management System, Booking Website Included
One system from the moment a guest books to the moment they check out. Your own booking website, the front desk, housekeeping, the restaurant, the bar, the kitchen, and the store - all posting to one guest folio, so nothing a guest spends leaves on a chit.
What a hotel loses without one system
A property rarely fails on one big thing. It leaks on six small ones every single day, and every one of them happens in the gap between two books that do not talk to each other.
The room sold twice
A diary at reception, a WhatsApp thread, and an OTA inbox. Somewhere between them a guest arrives at the gate for a room that is already occupied.
Commission on every booking
If the only way to reach you is through an agent, every reservation arrives with a cut taken out of it. A property with no booking site of its own rents its own guests.
Charges that never reach the bill
A round at the bar, a room-service tray, a laundry bag. Written on a chit, it disappears between the outlet and the front desk, and the guest checks out without paying for it.
Delays nobody can explain
Guests complain about waiting and no one can say which station was slow, on which shift, on which night. Without timings, the argument is opinion against opinion.
Stock walking out of the store
Pours nobody rang up, portions nobody measured, deliveries nobody counted. The bar and the kitchen are where a hotel quietly loses margin.
A night audit that runs till morning
Takings from four outlets, three payment methods, and one spreadsheet. By the time the numbers agree, the day they describe is already gone.
How Paper2 works: the guest journey, end to end
Paper2 is built around the guest, not around the departments. One record follows a guest from the booking to the final bill, and every department writes to it as the stay happens.
Website, walk-in, phone, or OTA. Availability updates everywhere at once, so the room cannot be sold twice.
Details captured once, room assigned, folio opened, deposit taken. No re-writing the same guest into three books.
Restaurant, bar, room service, laundry, spa, and activities all post to the folio as they happen.
One combined bill, split however the guest wants, settled by M-Pesa, card, cash, or a corporate account.
Night audit runs, takings reconcile, and the owner sees occupancy and revenue before breakfast.
Your own booking website, included
Paper2 ships with a branded booking site that sells your rooms directly - live availability, your rate plans, and a deposit taken online - so a guest can book you without an agent standing in the middle.
The site is part of the system, not a brochure bolted onto it. What the front desk sees is what the website sells. If you want a fuller marketing site around it, that is our website development work.
- Live room availability and rates on your own domain, on any phone.
- Rate plans, seasons, packages, and minimum-stay rules you control.
- Deposits and full payment collected online by M-Pesa or card.
- Instant confirmation to the guest, and the reservation is already in the system.
- No commission on a booking that came through your own front door.
- Connect the OTAs you already sell through and keep one calendar.
- A room sold anywhere is immediately unavailable everywhere else.
- Walk-ins, phone bookings, and corporate blocks live in the same rack.
- See what each channel actually brings you, net of what it costs.
Front office, rooms, and housekeeping
The room rack is the truth. A room that is dirty, blocked, or under repair cannot be sold - housekeeping status is part of availability, not a separate note on a clipboard.
- Room rack and calendar: who is in, who is arriving, who is leaving today.
- Check-in, check-out, room moves, extensions, and early departures.
- Guest profiles with ID and contact details captured once and reused on the next stay.
- Group bookings, block bookings, and corporate rates.
- No-shows, cancellations, and deposit policies applied as rules, not favours.
- Live room status: occupied, vacant dirty, clean, inspected, ready to sell.
- Daily assignment sheets per attendant, updated from a phone as rooms are done.
- Linen and amenity consumption tracked against the rooms it was used on.
- Minibar and in-room consumption posted straight to the guest folio.
- Out-of-order rooms are blocked from sale until the maintenance job is closed.
Restaurant, bar, and kitchen
An order goes in once and lands where it must be cooked. Each station sees only its own tickets, and every stage is timed, so a complaint about slow service becomes a number instead of an argument.
- Dine-in, takeaway, delivery, room service, and poolside on one menu structure.
- Table plan with occupancy, moves, merges, and splits - history preserved.
- Modifiers, allergies, and special requests attached to the item, not shouted across a pass.
- Split bills per guest or per item, partial payments, and deposits.
- Multiple price lists: happy hour, resident rate, staff, corporate.
- Tickets routed by station - bar, grill, pastry, main kitchen - with nothing extra on the screen.
- Course firing, so starters and mains do not arrive together.
- Ready alerts to the waiter instead of a runner checking the pass every two minutes.
- Voids and remakes recorded with a reason and the person who authorised them.
- Recipes behind each item, so selling the plate deducts the ingredients.
Every order carries these timestamps. That is how you find out that it is not the kitchen - it is the twelve minutes between ready and served on the Friday night shift.
Stock, recipes, and cost control
A hotel does not lose money on the bill it charged. It loses money on the stock that left the store and never appeared on one. Paper2 compares what you sold against what you used, and shows the difference.
More on where it goes and how to stop it: bar and restaurant stock management.
- A recipe per plate and a measure per pour, costed from real purchase prices.
- Selling an item deducts its ingredients from the right store automatically.
- Cost per plate and gross margin per menu item, kept current as supplier prices move.
- Wastage, staff meals, and complimentary items recorded separately, not buried in sales.
- Multiple stores - main store, kitchen, each bar - with transfers between them.
- Purchase orders, goods received against them, and supplier price history.
- Stock takes on a phone, counted against expected quantity.
- Variance by item, outlet, and period: what should be there against what is.
- Reorder levels and expiry tracking so the store is neither empty nor spoiling.
Guest folios, payments, and compliance
One folio per guest, open from check-in to check-out, that every outlet in the property can post to. At checkout there is one bill and no reconstruction.
- Room, restaurant, bar, room service, laundry, spa, and activities on one running bill.
- Split folios: the company pays the room, the guest pays their own extras.
- City ledger and corporate accounts for guests who settle later, with statements and ageing.
- Deposits, advances, and refunds tracked against the reservation they belong to.
- Group and event billing consolidated onto a single master account.
- M-Pesa, card, cash, and bank transfer, reconciled against the folio through M-Pesa integration.
- Tax-compliant invoicing for KRA eTIMS where it applies.
- Every void, discount, and comp requires authority and is logged with a name and a reason.
- Shift cash-ups per till and per cashier, with variance shown at handover.
- A full audit trail - who did what, when, and on which record.
Switch on only what your property needs
A lodge with eight rooms and a bar does not need what a conference hotel needs. Every capability below is a switch - start with the two that hurt most and add the rest when they earn their place.
Reservations and front office
CoreRoom rack, check-in and check-out, room moves, group blocks, no-show and cancellation policies.
Booking website
CoreYour own branded booking site with live availability, rate plans, and deposits taken online.
Restaurant and bar
CoreTable plan, dine-in, takeaway, delivery, room service, split bills, and multiple price lists.
Kitchen display and ticket routing
CoreStation-by-station tickets, course firing, ready alerts, and a timestamp on every stage.
Housekeeping
Room status board, attendant assignments from a phone, linen and minibar consumption, out-of-order blocks.
Stock, recipes, and purchasing
Recipe-level deduction, multi-store transfers, purchase orders, stock takes, and variance reporting.
Guest folios and city ledger
CoreOne running bill per guest, split folios, corporate accounts, statements, and ageing.
Events, conferencing, and banqueting
Hall and venue availability, function sheets, delegate packages, and one master account per event.
Spa, pool, and activities
Bookable services and facilities with their own schedules, charged straight to the room.
Laundry and guest services
Requests logged, priced, tracked to delivery, and posted to the folio without a paper docket.
Staff, shifts, and cash-ups
Roles and permissions per outlet, shift handovers with till variance, and attendance from biometric devices.
Guest messaging
Booking confirmations, arrival details, and post-stay follow-ups over WhatsApp and SMS.
Repeat guests and rates
Guest history across stays, preferences, seasonal and package rates, and offers to people who already came once.
Multi-property and multi-outlet
Each property runs its own operation; the owner sees them side by side in one consolidated view.
Accounting integration
OptionalRun ERPNext? Sales, purchases, and payments post straight through our ERPNext implementation. Do not run it? Paper2 works standalone and exports what your accountant needs.
See the rest of the Upeosoft product range, or how the till side of Paper2 relates to point of sale and inventory management.
The numbers an owner actually asks for
Not a report library nobody opens. The handful of figures that tell you whether last night was a good night, and where the next shilling is going to come from.
The same numbers reach you as a scheduled summary if you would rather not open a dashboard. More on making them useful: dashboards and reporting.
A hotel management system for a leisure destination
Rooms, bookings, billing, and guest operations in one system for a hospitality business - including the activities that sit alongside the accommodation. See how it was built, and the rest of our hospitality work.
Frequently asked questions
Straight answers for hotels, lodges, camps, resorts, and restaurants evaluating Paper2.
Walk us through one night at your property
Bring last month's occupancy, a bar stock take, and one guest bill. We will show you where Paper2 would have caught the difference - and what a rollout would look like for your property.