What hotel software has to do
Every hotel system lists reservations, front desk, housekeeping and billing. What separates them is whether those modules share one live picture of each room, or whether staff reconcile them by hand at the end of the shift.
The practical test is a single guest. Take one booking that is extended by a night, moved to another room, charged for a restaurant meal and a laundry service, and checked out early. Ask the vendor to show every step, ending in a correct invoice with the right taxes.
Test 1: one room status for everyone
When a guest checks out, the room should become dirty for housekeeping, unavailable for new bookings until it is cleaned, and its folio should close, all from one action. Ask to see this. If front desk, housekeeping and billing each update a different screen, you will see double bookings and rooms sold before they are ready.
Test 2: the folio, including restaurant and banquet
Hotels earn from more than rooms. Check that restaurant, bar, banquet, laundry and other service charges post to the guest folio automatically, that VAT and any service charge are applied correctly, and that the folio can be split between a company and a guest. Bring a real bill from last week and ask the vendor to reproduce it.
Test 3: online bookings and rates
If you sell through online travel agents, ask how availability and rates stay in sync, what happens when two channels sell the same room, and whether you can set seasonal rates and packages without a consultant. Ask which channels are actually supported rather than which are planned.
Test 4: housekeeping and maintenance
Check that housekeeping gets a clear list for the day, supervisors can inspect and release rooms, and maintenance requests can be raised, assigned and closed with a record. A system that cannot close the loop on maintenance leaves rooms out of service longer than needed.
Test 5: reports owners actually read
Owners want occupancy, average daily rate, revenue per available room and revenue by department, by day and by property. Ask for these without exporting. For groups, ask whether properties report separately and together, and what the night audit routine looks like.
What drives the cost
Pricing varies by room count, modules and properties. Compare total first-year cost, including data set-up, rate and package configuration, hardware, training and support. Ask what happens to your data and access if you leave.
Questions to put to every vendor
Use the same questions with each vendor so the answers are comparable.
- Show a guest extended by a night, moved rooms, charged for a meal and checked out early.
- What happens to housekeeping and billing when a room status changes?
- Reproduce one of my real bills with VAT and service charge.
- Which online channels are supported today, and how do rates sync?
- Can I see occupancy, ADR and revenue by department without exporting?
- What does year one cost in total, and who supports us locally at night?
Options available in Nepal
The Nepali market has hotel software built locally, regional cloud systems and international property management systems. Shortlist one from each group to see the trade-offs.
Descriptions below are the vendors' own positioning, taken from their public websites in October 2026. They are not rankings and we have not tested every product. Vividia is a vendor too, so check every claim, including ours, in a demo with your own data.
- Aegis HMS: describes itself as a cloud-based hotel and restaurant management system for Nepal.
- CrossOver Hotel Management System: positioned as an ERP, CRM and PMS covering room booking, reservations, POS, banquet, inventory, accounting and billing.
- Meronetwork HotelSuite: made in Nepal for small to large hotels and resorts, with front office, housekeeping, finance, restaurant and banquet modules.
- MettaStay: a cloud system for bookings, front desk, room inventory, billing, housekeeping, online travel agent management and guest communication.
- Sarvanam: offers a property management system and restaurant POS in the cloud with VAT compliance.
- International systems such as Oracle Hospitality, KWHotel and Hotelogix, used by larger or international-brand properties.
- Vividia HMS: reservations and availability, room types and rates, guest profiles, check-in and check-out, housekeeping and room status, folios and billing, occupancy and operational reports.
