Episcript builds a hotel management system around your property: reservations, front desk, room status, rates, guest folios, housekeeping, a guest app and reporting on one stay record. AI guest replies on WhatsApp can follow.
Built for independent and boutique hotels, serviced apartments, resorts and hostels in Singapore and the region.
The guest stay
Front desk, housekeeping and accounts all work from one stay record.
A booking arrives from your website, a booking site, the phone or a walk-in, and the room type is held.
The guest gets a confirmation and a link to register details and arrival time, and housekeeping sees them coming.
The front desk assigns a clean room, takes the deposit and issues the key, with registration already filled in.
Room nights, restaurant bills and minibar items post to the guest folio, and requests reach housekeeping or maintenance.
The guest reviews the folio at the desk or in the guest app, and the room is marked for cleaning.
Payment is taken, a company's share goes to its account, and the stay feeds your reports.
Front office
New to the term? Here is what a hotel PMS does and where it stops.
Every room sits on one calendar with arrivals, departures and blocked rooms in view. Drag a booking to extend, shorten or move it, and the rate follows.
A tour group is one block with a rooming list, unsold rooms returning to sale at cut-off. Corporate rates and monthly serviced apartment stays work too.
Each rate plan carries its own deposit and cancellation rules. A no-show or late cancellation is charged by them, not argued at the desk.
Guests who registered before arrival just confirm and sign. For walk-ins, the desk records identification, contact details and the deposit on one screen.
The system suggests a clean room matching the booking and preferences, such as a high floor. When a guest moves mid-stay, the folio and housekeeping list follow.
Check-out settles the folio and releases the room in one step. The end-of-day close posts room nights, flags unsettled folios and produces the day's figures.
Rates and billing
A guest folio collects everything the stay costs, from room nights to the restaurant bill signed to the room, posted as it happens. Rate plans cover seasonal, corporate and package pricing, and rate management can adjust prices by occupancy and season.
Distribution
The system connects to your channel manager, or directly to booking sites that offer one, so rates leave from one place and reservations come back. Before choosing either, read how a hotel PMS and a channel manager share rooms and rates.
When a room sells anywhere, availability updates on every channel, keeping overbooking to genuine exceptions.
Bookings, changes and cancellations arrive in the PMS with the rate, payment terms and special requests attached.
Guests book direct from live availability and pay a deposit online, with no commission to a third party.
Every reservation keeps its source, so you can compare room nights, revenue and commission by channel.
Connected through each tool's API, or a scheduled file exchange where there is none.
WhatsApp Business
PayNow and payment gateways
Xero
QuickBooks
Google WorkspaceRooms and upkeep
Housekeeping and maintenance work from the same live room status as reservations.
Every room shows as occupied, vacant, dirty, clean, inspected or out of order. The front desk sees a room turn ready the moment the housekeeper marks it.
The supervisor shares the day's rooms among attendants, departures and early arrivals first. Attendants work through the list on a phone.
A supervisor checks the room against your checklist before it goes back on sale. Anything missed returns to the attendant with a note.
A broken air-conditioner reported by a guest or housekeeper becomes a work order for the technician, tracked until the job is signed off.
A room out of order for repairs is blocked from sale until fixed. Planned jobs, such as air-conditioner servicing, go on quiet nights.
Minibar items post to the guest folio and amenities are deducted from stock. Restaurant stock can run on the same records with inventory management.
Guest experience
The guest app puts the stay on the guest's phone: the booking, online check-in, requests, room service and the folio, each request reaching the right team. Pre-arrival, check-out and feedback messages go out by email, SMS or WhatsApp at the points you choose.
Beyond the rooms
The owner sees everything the hotel earns on one report.
Occupancy, average daily rate and revenue per available room come from the stays themselves, by day, room type and channel, with a forward view of the coming months.
Each guest profile keeps past stays, preferences and spending, so a returning guest gets their usual quiet room. Marketing can run in a custom CRM on the same profiles.
Treatments booked in our spa management software can be charged to the room. Function and meeting rooms can run on our booking management software, billed to the right folio.
Charges for a company or serviced apartment resident collect on their account as one monthly invoice. Our invoicing software handles statements, reminders and payments.
AI capability
Each is built in its own phase on your hotel records and checked before a guest sees it.
AI agents answer questions about check-in times, parking or a booking from your own records at any hour, passing anything else to the front desk.
AI reads a group's rooming list or a corporate booking email and fills in the reservations for your team to confirm.
AI projects occupancy for the coming weeks from bookings on hand and past patterns, to guide rate decisions and housekeeping rosters.
AI flags what does not look right: a rate overridden well below the floor, charges voided after check-out, or an occupied room with no folio behind it.
Managers ask in plain English, say which channel brought the most room nights last quarter, and get the answer from your PMS records.
AI drafts replies to guest feedback and complaints from the stay's details, in your hotel's tone, for a manager to check.
Buying decision
Our guide covers the key features of a hotel management system and how to choose one.
| Point of comparison | EpiscriptCustom hotel management system | Typical productPackaged hotel PMS |
|---|---|---|
| Property type and room setup | Rooms, serviced apartments, villas or hostel beds, set up as you sell them | Limited to the product's room and unit types |
| Rate plans and billing rules | Your own packages, corporate rates, split folios and monthly long-stay billing | Standard rate and folio options, which suit many hotels |
| Channel manager and booking sites | Your existing channel manager or booking sites, where they offer a connection | Limited to the channels and partners the vendor supports |
| Guest app and messaging | A guest app in your own brand, with your own requests and messages | The vendor's guest features, often an add-on |
| Housekeeping and maintenance | Built to your own room statuses, checklists and work order steps | The product's standard housekeeping module, varying by plan |
| Integration with your other systems | Your accounting, payment, restaurant and spa systems | Depends on the vendor's supported connectors or API |
| AI features | Built on your own guest and stay records, in its own phase | AI capabilities are those the vendor provides |
| Cost model | A quoted project with agreed hosting, licensing and support terms | Usually a subscription priced by room, property or plan |
| Changes after launch | The same team adapts it as you add rooms, outlets or services | Settings change quickly, larger changes wait on the vendor's roadmap |
| Best fit | Properties whose rooms, rates or guest service do not fit a standard product | Hotels whose operation fits the product's standard workflow |
Swipe the table to see both columns
Getting live
We release in phases, starting with reservations, the front desk and folios, and move your future reservations, guest profiles and rates across.
Hosting is by Episcript or in your own environment, and our solutions are eligible for government grants.
We follow a few real stays from booking to settlement and agree the first release.
Your front desk and housekeeping leads approve the screens before development starts.
Built to your rooms and rates, with your records imported and checked.
We switch over on a quiet day, and later phases follow with the same Singapore team.
Common questions
A hotel management system is the software a property runs on, from reservations and the front desk to folios and reporting. Its core is the property management system, or PMS, with housekeeping, channels and a guest app around it.
We build hotel management systems for independent and boutique hotels, serviced apartments, resorts and hostels in Singapore and the region. They suit properties an off-the-shelf PMS does not fit, such as monthly apartment billing or hostel beds sold singly.
Most hotels run a packaged PMS, often the sensible choice for a property that fits its workflow. A custom hotel PMS makes sense when you keep working around the product: unusual unit types, billing or connections it cannot handle.
It can be hosted in the cloud by Episcript or in your own environment, depending on the agreement. Either way it is web-based: staff use the browser, housekeepers their phones and guests the app.
The cost of a custom hotel management system depends on scope: room types and rate rules, connections, the guest app, data migration and any AI features. We quote against an agreed specification after a scoping session.
Our solutions are eligible for government grants. A hotel management system that brings reservations, the front desk, housekeeping and billing onto one system is the kind of project the schemes support, and we talk it through during scoping.
The hotel PMS connects to your channel manager, or directly to booking sites that offer a connection, so rates and availability go out from one place and reservations come back. A booking engine on your website takes direct bookings too.
The hotel management system can pass revenue and invoices to Xero or QuickBooks, take PayNow, card and gateway payments, and post charges from your restaurant point of sale to the guest folio. Without an API, a scheduled file exchange works.
AI features work with your own hotel records: WhatsApp and email agents for guest questions, rooming lists read into reservations, occupancy forecasts, anomaly checks, plain-English questions about your data and drafted feedback replies. Each is built in its own phase.
Implementation time depends on the agreed scope and connections, and we give you a timeline once those are settled. We import future reservations, deposits, guest profiles and rates, check them with your team and switch over on a quiet day.
The system supports your PDPA obligations through role-based permissions, activity logs and controlled access: a housekeeper sees room numbers, not identification details. Marketing consent is recorded on each guest profile, and compliance also rests on your own policies.
A hotel management system runs rooms, guests and stays, while an ERP runs the purchasing, inventory and accounts behind them. Many independent hotels need only the hotel system and accounting software; groups can run both on shared records.
Related solutions
Each shares guests, bookings and charges with your hotel system.
Bookings for function rooms, meeting rooms and other hotel facilities, with deposits and reminders.
View solutionRun the hotel spa's appointments, therapists and packages, with treatments charged to the guest's room.
View solutionSend monthly invoices to corporate accounts and long-stay residents, with statements and payment reminders.
View solutionManage corporate accounts, travel agents and past guests, with campaigns that bring repeat stays.
View solutionNext step
Bring a typical week of reservations, a few guest folios and your rate sheet, and we will show you how the system would handle them.