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What services and requirements should hotel software have today?
Which hotel software do you really need in 2025?
In today’s fast-paced world, new technologies and updates are constantly reshaping the hospitality industry – and hotel software is no exception. At the same time, it’s getting harder to keep track of all the different tools and systems available.
So, what types of hotel software are out there? And more importantly: which hotel software solutions should you be using in 2025 to stay competitive?
In this guide, we’ll give you a clear overview of the most important hotel software categories and show you which tools are worth considering – including their advantages and disadvantages.
An overview of the most important hotel software categories
PMS (Property Management System):
The PMS is the central system of your hotel. It helps you manage reservations, check-ins, check-outs, and guest data efficiently.
Overview of providers
Channel Manager: A channel manager synchronizes your room availability and rates across booking platforms like Booking.com or Expedia – helping you avoid overbookings.
Overview of providers
Revenue Management: Revenue management systems help you set optimal room rates based on data such as demand, seasonality, and booking pace – to maximize your revenue.
Overview of providers
Guest Experience: Guest experience tools enhance the stay through digital guest directories, mobile check-ins, and automated communication via chatbots.
Overview of providers
Marketing & Sales: This category of hotel software supports you in promoting your rooms and add-on services directly to guests by creating personalized offers.
Overview of providers
Automation & Cost savings: Automation tools help you streamline operations, reduce manual effort, and cut costs – from automated invoicing to intelligent task management.
Overview of providers
While some of these hotel software systems may not be absolutely essential for daily operations, they are becoming increasingly important in times of rising guest expectations and growing competition. That’s why every hotel should take a closer look at which of these systems truly make sense to implement – and how they can support long-term success.
Overview of PMS providers
Ibelsa
IIbelsa is a cloud-based PMS solution specifically designed for small and medium-sized hotels. It focuses on a streamlined, user-friendly interface and covers all essential functions for day-to-day hotel operations.
Pros:
✅ No installation costs fully cloud-based
✅ Transparent pricing with no hidden fees
✅ Developed in Germany with local support
Cons:
❌ Less customizable than more modern, API-driven PMS solutions
❌ Fewer third-party integrations compared to larger systems
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Apaleo
Apaleo is an innovative PMS with an open API architecture. This allows other hotel software solutions to be flexibly connected and combined with Apaleo. It is therefore aimed primarily at tech-oriented hotels that prefer tailored solutions.
Advantages:
✅ Modular structure enables maximum flexibility
✅ Continuous development thanks to open API strategy
✅ Scalable for hotel chains and larger operations
Disadvantages:
❌ Basic functions are minimal without additional modules
❌ Greater effort required for custom configurations
Mews
Mews is a modern, cloud-based PMS with a strong focus on automation and guest experience. It offers largely paperless operations and is particularly suitable for hotels that rely on digital processes.
Advantages:
✅ Automated invoicing and payment solutions
✅ Intuitive user interface with modern design
✅ Guests can check in and out independently
Disadvantages:
❌ Somewhat complex system with a longer onboarding period
❌ Not all traditional hotel processes can be mapped directly
Overview of Channel Manager
Siteminder
Siteminder is one of the world’s leading channel managers, enabling hotels to synchronize room rates and availability in real time across numerous booking platforms (OTAs) and their own website.
Advantages:
✅ Connects to over 450 OTAs and GDS systems worldwide
✅ Dashboard with powerful analytics features
✅ Strong automation reduces manual errors and saves time
Disadvantages:
❌ Higher-priced compared to smaller providers
❌ Support may respond more slowly to complex inquiries
DIRS21
DIRS21 is a German channel management and booking solution, particularly well-suited for hotels in the DACH region. In addition to connecting to booking platforms, it also offers a hotel’s own booking engine.
Advantages:
✅ Strong integration with hotel websites for direct bookings
✅ German provider with GDPR-compliant data processing
✅ Flexible customization options for individual needs
Disadvantages:
❌ Less international reach compared to global channel managers
❌ Setup can be more time-consuming than with pure cloud-based solutions
Vioma
Vioma is a channel manager and booking system focused on hotels in the DACH region. It offers online marketing solutions and enables strong integration with hotel websites.
Advantages:
✅ Excellent support for hotels in German-speaking countries
✅ Combines channel manager, booking engine, and website optimization
✅ Focus on direct bookings to reduce OTA commissions
Disadvantages:
❌ Fewer integrations compared to global providers like Siteminder
❌ Primarily designed for the DACH region, with limited international reach
Revenue Management Solutions
Price Labs
PriceLabs ist eine datengetriebene Revenue-Management-Lösung, die besonders bei Ferienwohnungen und kleineren Hotels beliebt ist. Es nutzt KI-gestützte Algorithmen zur dynamischen Preisgestaltung basierend auf Nachfrage, Buchungstrends und Marktanalysen.
Vorteile:
✅ Flexibel anpassbare Preisstrategien für verschiedene Unterkunftsarten
✅ Gute Integration mit Channel Managern und PMS-Systemen
✅ Kostengünstiger Einstieg mit monatlicher Abrechnung
Nachteile:
❌ Fokus liegt stärker auf Ferienwohnungen als auf klassischen Hotels
❌ Weniger tiefgehende Analysen und Hotel-spezifische Funktionen als bei spezialisierten RMS
happyhotel
happyhotel is an intuitive revenue management software specifically developed for small and medium-sized hotels. It helps hoteliers adjust their prices dynamically and increase their hotel’s revenue.
Advantages:
✅ Simple and user-friendly interface
✅ Automated price adjustments based on real-time data
✅ Strong integration with common PMS and channel managers
Disadvantages:
❌ Less advanced customization options compared to high-end systems
Duetto
Duetto is a complex, enterprise-level revenue management solution designed primarily for large hotel chains. While it offers advanced analytics and real-time pricing strategies, the software is often too expensive and overly complicated for small and mid-sized hotels.
Pros:
✅ Suitable for large hotel groups with complex pricing structures
✅ Integrates with a wide range of hotel technologies
Cons:
❌ High cost – usually only viable for large-scale operations
❌ Long implementation time and steep learning curve
❌ Often oversized and unnecessarily complex for smaller hotels
Overview of Guest Experience Softwares
Duve
Duve is a guest communication platform that helps hotels digitally support guests throughout their entire stay – from booking to check-out. Through personalized messages and upselling features, Duve increases guest satisfaction and revenue.
Pros:
✅ Automated and personalized guest communication via email, SMS, or WhatsApp
✅ Upselling tools and tailored offers for guests
✅ Digital guest directory with useful hotel information
Cons:
❌ Requires strong integration with existing hotel management systems
❌ May be oversized for smaller hotels with less focus on digital processes
straiv
Straiv offers a fully digital guest journey, enabling paperless check-ins, digital key access, and automated guest communication. It’s especially suited for hotels aiming to streamline operations.
Pros:
✅ Digital check-in & check-out without requiring an app download
✅ Integrated digital guest directory for all key information
✅ Improves efficiency and reduces front desk wait times
Cons:
❌ Less focus on upselling compared to other providers
❌ Some guests may still prefer personal check-in interactions
Better.guest (Betterspace)
Better.guest is a software solution that helps hotels enhance the guest experience through an interactive digital guest directory, seamless communication, and upselling features.
Pros:
✅ Comprehensive digital guest directory with hotel info and local tips ✅ Automated communication across multiple channels
✅ Supports personalized offers and additional sales
Cons:
❌ Focuses more on guest information than on process automation
❌ Less well-known compared to larger guest experience providers
Hotel Sales Software Solutions at a Glance
Re:guest
Re:Guest is a powerful software solution for guest communication and direct bookings.
It streamlines the inquiry and booking process by combining personalized offers with automated communication to increase direct bookings.
Pros:
✅ Automated offer communication with a high level of personalization
✅ Integrated chat and upselling features to increase revenue
✅ Optimized for direct bookings to reduce dependency on OTAs
Cons:
❌ Strong focus on direct bookings – fewer features for broader marketing needs
❌ Not ideal for large hotel chains with complex booking structures
The Hotels Network
The Hotels Network is a platform that helps hotels increase their website conversions and maximize direct bookings.
With personalized messaging and price comparison features, it ensures guests book directly on the hotel website.
Pros:
✅ Price comparison widget displays the best available rate directly on the hotel website
✅ Personalized messages and offers based on website visitor behavior
✅ Strong data analytics and tracking features for optimization
Cons:
❌ Main focus on direct bookings – fewer features for traditional marketing automation
❌ Effectiveness depends on the quality of traffic to the hotel website
Additive Apps
Additive offers a modular system for digital hotel marketing, focusing on email and social media campaigns, landing pages, and automated performance marketing strategies.
Pros:
✅ Fully automated marketing solutions for hotels (e.g., retargeting, email automation)
✅ Strong performance analytics for data-driven marketing
✅ Integrated landing pages for targeted campaigns
Cons:
❌ Less focus on booking optimization, more on marketing activities
❌ Requires a clear marketing strategy to realize its full potential
Software Solutions for Hotel Automation
DialogShift
DialogShift is an AI-powered chatbot and messaging solution that helps hotels automate guest communication. The chatbot answers frequently asked questions, supports the booking process, and can be used across various channels like the hotel website, WhatsApp, or Facebook Messenger.
Pros:
✅ 24/7 guest communication across all channels
✅ Automated responses to common questions, reducing workload for staff
✅ Can be integrated into existing hotel and booking systems
Cons:
❌ Cannot handle all complex inquiries like a human staff member
❌ Requires careful setup and customization for optimal performance
and convince yourself
Forget manual price adjustments. With happyhotel, you can maximize your income without constantly checking prices.
