How to budget for the full cost of hotel software
Compare recurring subscriptions, setup, training and variable fees with an editable cost worksheet and a clearly labelled example.
The essentials
- Use the same operating scope and contract period for every quotation.
- Separate recurring, one-time and variable costs; leave unknown charges visible.
- Treat the worked amounts as a hypothetical example, not a Stayelier quotation.
Define the configuration before comparing prices
A useful comparison starts with the same property: room count, properties, staff responsibilities, booking channels and required workflows. Write down what is included in the PMS and what needs another module or provider. Comparing two headline monthly prices without those boundaries can conceal important differences.
Give every cost a separate line
| Cost group | Examples to ask about | How to record it |
|---|---|---|
| Recurring | PMS, booking engine, optional modules, interfaces, support | Amount, billing period and included scope |
| One-time | Configuration, data preparation, training and agreed launch assistance | Deliverable, owner and acceptance condition |
| Usage-dependent | Payment-provider fees, messages and channel-related charges | Unit, rate and estimated volume |
| Internal work | Staff time for cleaning data, training and reconciliation | Hours and an agreed internal cost assumption |
| Exit or renewal | Exports, notice periods and changed renewal terms | Written conditions; mark unknown until confirmed |
Work through a labelled first-year example
Hypothetical budgeting example only: a fictional hotel is quoted 150 currency units per month for a core subscription, 35 per month for selected extras, 600 once for setup and 240 once for training. These amounts do not describe Stayelier or another supplier.
| Item | Calculation | First-year amount |
|---|---|---|
| Core subscription | 150 × 12 | 1,800 |
| Selected extras | 35 × 12 | 420 |
| Setup | One-time | 600 |
| Training | One-time | 240 |
| Known subtotal | 1,800 + 420 + 600 + 240 | 3,060 |
The recurring subtotal is 2,220 per year. A later year would still need a fresh check of renewal terms and usage. Keep taxes, transaction charges, message delivery, third-party services and internal staff time as separate open lines until the relevant amounts are known. The subtotal is not an all-inclusive budget.
Keep assumptions beside the figures
The worksheet separates billing period, recurring amount, one-time amount, quantity, currency, confirmed inclusion and outstanding questions. Do not combine different currencies or billing periods without a documented conversion or period adjustment. Use a low, expected and high volume assumption for usage-dependent costs instead of presenting one estimate as certain.
Use the Stayelier configuration as a starting point
Stayelier publishes room-count plans and an indicative configuration calculator. Start with the room count, inspect included modules and select only relevant extras. Confirm the final scope with the team. Distribution connections require partner access and setup; message delivery requires a configured provider. A payment demonstration does not establish the acquiring terms available to your hotel.
Approve the complete scope with the launch plan
- Record exclusions and unanswered costs instead of treating blanks as zero.
- Compare the same first-year and recurring periods for each proposal.
- Confirm which costs are fixed, optional or usage-dependent.
- Keep the accepted scope with the implementation checklist.
