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Hotels, aparthotels and apartment operators

Your whole property in one system - from booking to a clean apartment

Alfa PMS brings together the reservation calendar, housekeeping, department work, inventory, invoicing and owner statements. Everyone sees what they need - and nothing more.

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  • Works in the browser and on phones
  • Integrates with your channel manager and sales channels
  • Onboarding with your own data
Reservation calendar: all apartments and rooms on one grid
Apartment 12 cleaned Front desk shift taken over

Works with the tools you already use

  • IdoBooking
  • Previo
  • NFHotel
  • Booking.com
  • Airbnb
  • Expedia
  • KSeF
  • wFirma
  • TTLock

Why Alfa

One system instead of five spreadsheets, three messengers and sticky notes at the front desk

Bookings in the PMS, cleaning on WhatsApp, faults in a notebook

In Alfa a booking creates a task for the team, and a reported fault goes to maintenance and blocks the apartment when needed.

Shift handover by word of mouth

Each department takes over and hands over the shift in the system - with a task list, checklist and note. Nothing gets lost overnight.

Owners calling for their statement

Statements are calculated from bookings and costs, and owners see them in their own portal.

Who it's for

Fits the way you run your property

Hotels and guesthouses

Front desk, rooms, meeting rooms, invoicing and fiscal printer. Room categories, rate and meal plans.

Learn more

Aparthotels and apartments

Many buildings and locations, smart locks with PIN codes, field housekeeping and apartment cards with answers for guests.

Learn more

Apartment operators

Managing apartments for owners: owner statements, commissions, costs split per apartment and an owner portal.

Learn more

Sales dashboard

Your whole property on one dashboard

Revenue, ADR, RevPAR, occupancy and sales channels for the whole group or a single building. Above the results, department tiles show who took over the shift and how many tasks are waiting - urgent, today and this month.

  • Revenue, ADR, RevPAR, room nights and occupancy compared with the previous period
  • Channel mix, cancellations and lost revenue
  • Pickup - how many bookings came in and for which dates

Learn more: Sales dashboard

Dashboard: department shifts, revenue, ADR, RevPAR and occupancy

Department operations

Every department has its own board

Front desk, housekeeping, maintenance, accounting, marketing and management. Shift takeover, checklist, tasks for today and the whole month. The manager sees all departments on one screen.

  • Shift takeover and handover with a note and a task list
  • Shift checklists set by the head of each department
  • Tasks for a day or a whole month, month view and department report

Learn more: Department operations

Manager board: all departments on one screen

Housekeeping

Housekeeping your team will actually like

The daily plan on a phone, in the cleaner's language. Tasks with time estimates, quality inspection, in-unit supplies and a schedule with day-off requests.

  • Daily plan: departures, arrivals, priorities and early check-ins
  • Assigned tasks with estimated time and quality inspection
  • Team schedule and availability, day-off requests

Learn more: Housekeeping

Team schedule with availability and day-off requests

Owner portal and statements

Owner statements without Excel

Revenue, channel commissions, costs and cleaning are calculated automatically. Owners get their own portal and see only their units.

  • Three settlement models: net first, cascade, classic
  • Commissions per channel, special offers and cleaning costs
  • Owner portal with statements and cost details

Learn more: Owner portal and statements

Owner portal: apartments, statements and bookings

Documents and payments

Invoices, e-invoicing and costs in one place

Invoices, credit notes, deposits and receipts straight from the booking, with KSeF submission and a fiscal printer. The costs module downloads purchase invoices from KSeF, splits them across apartments and owners and books goods into inventory - so owner statements use real costs.

  • Invoices, credit notes, deposit and final invoices, pro forma
  • KSeF - FA(3) submission and document status
  • Purchase invoices downloaded from KSeF
  • Line mapping: assign a supplier item once and it is remembered

Learn more: Documents and payments Learn more: Costs and purchase invoices

Sales documents: invoices, receipts, deposits
6departments with their own board
17modules you switch on separately
4panel languages for the team
3owner settlement models

Modules

Everything a property needs - pay only for what you use

Every module is switched on separately. A small guesthouse starts with the calendar and housekeeping, an operator with a hundred apartments adds owner statements, inventory and e-invoicing.

Sales and reservations

Sales dashboardYour whole portfolio on one screen: revenue, ADR, RevPAR, occupancy and pickup - for all properties or a selected group.Learn more Reservation calendarA clear timeline of every apartment and room. Drag a booking to change dates or units, and the side panel shows the full reservation.Learn more Reservations and guestsA reservation list with the filters you know from top PMS systems, group bookings, credit accounts and a guest database.Learn more Rates and availabilityA rate calendar with restrictions, bulk changes across many units and export to your PMS or channel manager.Learn more CRM, offers and marketingA sales pipeline for companies and groups, offers with variants turned into bookings, campaigns and coupons.Learn more Meeting roomsHourly meeting room bookings with package pricing and extra services, also visible in the main calendar.Learn more

Operations and property

Department operationsA daily hub for every department: front desk, housekeeping, maintenance, accounting, marketing and management. Nothing gets lost between shifts.Learn more HousekeepingA cleaning calendar, daily plan, task assignment and team schedule. Works on phones and in four languages: Polish, English, Ukrainian and Russian.Learn more Apartment cardsEverything about an apartment in one place: details, room photos, answers to guest questions, amenities and inventory from stock.Learn more InventoryCleaning supplies, toiletries, linen and equipment. Usage recipes deduct stock automatically with every cleaning.Learn more Faults and suggestionsReport a fault from a phone in 20 seconds, with a photo. A fault board, critical status and a shopping list built from team reports.Learn more Maintenance and smart locksProperty logbook, inspections, service orders and blocks. TTLock smart locks with PIN codes sent to guests automatically.Learn more

Finance and owners

Documents and paymentsInvoices, credit notes, deposits and receipts straight from the room folio. Polish e-invoicing (KSeF FA(3)), fiscal printer and cash report.Learn more Costs and purchase invoicesPurchase invoices downloaded from KSeF and split across apartments and owners. Goods enter stock once approved.Learn more Owner portal and statementsFor operators managing apartments on behalf of owners: periodic statements, commissions, costs and a portal where owners see their results.Learn more

Management and security

Users and permissionsDepartment roles with precise permissions: who sees which screens and what they can do. Housekeeping and owners without access to front-desk data.Learn more Reports and exportApartment running costs, material usage, faults and department results - with CSV and Excel export.Learn more

Development

What's new in Alfa PMS

We develop the system together with the properties that run on it. Here are the latest changes.

What's new
  1. Apartment cards

    Apartment card: edit every section right from the card, inventory (plates, cutlery) from the stock catalogue with a "deduct from stock" choice, and inventory counts with shortages sent to the shopping list.

  2. Department operations

    Department operations: recurring tasks, apartment checklists, system-created tasks, escalation of urgent tasks to the manager, monthly report and printable shift plan. New boards: accounting and marketing.

  3. Department operations

    Operations for every department: housekeeping, maintenance and management got their own boards, a month view and month-long tasks.

  4. Users and permissions

    All accounts in one place: edit, disable and delete, roles without access to front-desk data, and new owners in one step with apartments suggested from Previo.

Frequently asked questions

Does Alfa PMS replace my channel manager?

It doesn't have to. Alfa imports bookings, apartments and rates from your channel manager (e.g. IdoBooking, Previo, NFHotel), and channel sales can keep going through your channel manager. Alfa adds what a PMS doesn't do: department work, housekeeping, inventory, maintenance and owner statements.

Do I have to buy every module?

No. Each module is enabled separately and you pay only for the ones you use. Start with two and add more later.

Does it work on phones?

Yes. Housekeeping and maintenance work on phones: daily plan, tasks, fault photos and inventory counts.

Which languages does the panel support?

The panel is in Polish. Housekeeping screens also work in English, Ukrainian and Russian - everyone picks their own language.

Where is our data stored?

Every client has a separate installation and database on a server in Poland. Data is never mixed with other properties.

How long does onboarding take?

Usually from one to a few weeks, depending on modules and properties. We import apartments and bookings, set up accounts and roles, and train your team.

See Alfa PMS with your own data

We'll show you the system on demo data first, then on your apartments. No obligations.

Book a demo