6 best accounting software for hotels in 2025

Hotels deal with fluctuating occupancy rates, multiple revenue streams, and complex tax rules. That’s where hotel-specific accounting software makes a difference. Unlike generic bookkeeping tools, these platforms integrate with property management systems (PMS), automate revenue recognition, and streamline expense tracking. They also help hotels comply with industry regulations, making financial reporting faster and more accurate.

How does accounting software work?

Hotel accounting software helps hotel owners and managers automate financial processes, reduce manual errors, and maintain accurate tax compliance and profitability records.

• Automates revenue tracking

Hotels generate income from room bookings, restaurants, spas, event spaces, and additional services like laundry and parking. Manually consolidating these transactions can lead to errors and revenue leaks. Accounting software automatically records and categorizes every payment, ensuring accurate revenue tracking without the risk of discrepancies. Rustic Canyon partnered with Ramp and saved about 16 hours per week by automatically tracking receipts.

• Syncs with property management systems (PMS)

A PMS manages reservations, guest check-ins, room availability, and billing. Integrating with accounting software ensures that every financial transaction, like deposits, cancellations, refunds, and guest charges, is automatically logged. This eliminates the need for manual data entry and ensures financial records stay accurate and up to date.

• Manages payroll and employee expenses

Labor costs account for nearly 50% of a hotel’s total operating expenses, covering wages, overtime, bonuses, and benefits. Accounting software calculates salaries, tracks employee hours, and deducts payroll taxes automatically. Some platforms integrate with time-tracking tools, reducing payroll discrepancies and ensuring compliance with labor laws.

• Automates invoicing and vendor payments

Hotels work with various suppliers, from food and beverage vendors to housekeeping and maintenance providers. Accounting software generates invoices, schedules payments, and tracks due dates, ensuring that all bills are settled on time. Many systems also include approval workflows, preventing unauthorized business expenses, and improving financial control.

• Simplifies tax calculations and compliance

Hotels deal with multiple tax categories, including occupancy, sales, and payroll. Accounting software applies the correct tax rates, calculates tax liabilities, and generates reports for easy filing. It also provides audit trails, helping businesses stay compliant with federal and local tax regulations.

• Tracks profitability in real-time

A hotel’s financial health depends on monitoring cash flow, revenue trends, and expenses. Accounting software provides real-time dashboards that display key financial metrics, allowing managers to confidently track performance, adjust pricing, and forecast annual recurring revenue.

Best accounting software for hotels

A small independent hotel may only need basic bookkeeping features, while a multi-property operation requires advanced automation, multi-location tracking, and integration with enterprise systems. Choosing the right accounting software depends on the hotel’s size, revenue model, and operational complexity.

Hotel accounting software is typically managed by accountants, finance managers, or general managers, depending on the hotel’s size. Smaller hotels often rely on owners or in-house staff to handle accounting, while larger operations have dedicated finance teams or outsourced accounting firms to manage financial processes.

1. Nimble Property: Best for property-specific financial management

Nimble Property is a cloud-based accounting solution designed specifically for property management. Unlike generic bookkeeping software, it focuses on the unique financial needs of hotels, streamlining budgeting, expense tracking, and financial reporting. Its property-specific accounting tools make it an excellent choice for hoteliers looking for a system tailored to the hospitality industry.

Key benefits

• Nimble Property tracks revenue and expenses at the individual property level, making it ideal for hotels with multiple locations or income sources.
• It integrates with QuickBooks Online, PMS, and POS platforms, allowing for seamless data synchronization and automated financial reporting.
• The software automates bank reconciliations, invoice management, and transaction categorization, reducing manual bookkeeping efforts.
• Its custom financial reporting features generate profit and loss statements, cash flow reports, and tax-ready documentation, helping hotel owners track and optimize performance.
• Nimble is scalable, making it a great option for growing hotel groups managing finances across multiple properties.

Drawbacks

• Smaller hotels with basic accounting needs may find Nimble’s advanced features unnecessary.
• The platform has a learning curve, especially for users unfamiliar with property-specific accounting systems.
• Nimble Property is designed specifically for hospitality businesses, making it less versatile for industries outside property management.

Nimble Property is ideal for multi-property operators who need a system built around the unique financial demands of the hotel industry.

2. Xero – Best for small-sized hospitality businesses

Xero is a cloud-based accounting software designed for small to medium-sized hotels that need a powerful yet easy-to-use financial management solution. It balances essential bookkeeping features with automation tools that simplify financial workflows.

With strong integration capabilities and real-time reporting, Xero helps hoteliers keep track of revenue, expenses, and tax obligations without the complexity of enterprise-level systems.

Key benefits

• Xero integrates seamlessly with property management systems (PMS), POS platforms, and finance automation tools like Ramp, consolidating financial data from multiple sources.
• It automates bank reconciliations, reducing manual data entry and ensuring accurate transaction tracking.
• The cloud-based system allows hotel owners and accountants to access financial data anytime, making remote management easier.
• Xero’s customizable modules help businesses manage invoices, payroll, and tax filings, ensuring smooth financial operations.
• Its financial reporting provides real-time insights into cash flow, allowing hoteliers to make data-driven decisions.

Drawbacks

• Xero lacks some advanced forecasting tools that larger hotel chains might require.
• It does not support as many niche add-ons as enterprise-level accounting software.

Xero is perfect for small to mid-sized hotels looking for a user-friendly system with strong automation and integration capabilities. It’s ideal for businesses that need efficient financial tracking without the complexity of enterprise solutions.

3. AccountsIQ – Best for multi-entity hotel management

AccountsIQ is designed for hotels managing multiple locations or business entities. Unlike standard accounting tools, it offers consolidated financial reporting, allowing hotel groups to track performance across different branches in one dashboard. Its multi-entity accounting capabilities make it a strong choice for large hospitality businesses that require seamless financial oversight across multiple properties.

Key benefits

• AccountsIQ provides multi-entity financial reporting, making it easier for hotel groups to monitor revenue, expenses, and profitability across multiple locations.
• The software integrates with CRM, POS, and property management systems (PMS), ensuring all financial data is centralized.
• Automation features reduce manual data entry and bookkeeping errors, helping hotel finance teams save time.
• Customizable reporting tools generate detailed balance sheets, tax reports, and performance analytics, allowing for informed decision-making.
• It supports compliance with global financial regulations, making it a good choice for international hotel chains.

Drawbacks

• The interface has a learning curve, especially for users new to multi-entity accounting systems.
• Some advanced features may be unnecessary for small or independent hotels.
• The customer support can take a few days to respond.
• The software’s complexity might require additional training for finance teams managing multiple properties.

AccountsIQ is great for large hotel groups and hospitality businesses that manage multiple locations and need a centralized financial reporting system.

4. Docyt - Best for digital bookkeeping

Docyt is a cloud-based accounting solution designed for hotels looking to eliminate paper-based financial workflows. It automates document management, reduces manual data entry, and ensures real-time access to financial records.

With built-in expense tracking and AI-driven automation, Docyt helps hotel owners and finance teams manage accounting tasks more efficiently while maintaining a fully digital financial system.

Key benefits

• Docyt automates financial document processing, reducing the need for manual data entry and minimizing errors.
• Its real-time expense management feature tracks spending across departments, ensuring better budget control.
• The software integrates with QuickBooks Online and CRM platforms, enabling seamless financial data synchronization.
• Business intelligence-powered categorization and reconciliation tools improve transaction accuracy and bookkeeping efficiency.
• Cloud-based storage allows hotel managers to access financial records from anywhere, streamlining audits and reporting.

Drawbacks

• Some businesses may find the customization options more complex than necessary for basic accounting needs.
• The learning curve for automation features may require additional training for finance teams.
• Hotels that rely on traditional paper-based workflows may take time to fully transition to a digital system.

Docyt is well-suited for hotels and hospitality businesses aiming to transition to a fully paperless financial system. With its strong focus on automation and sustainability, it helps improve financial accuracy and gain real-time control over their financial workflows.

5. Sage: Best for automated financial workflows

While most accounting tools focus on individual hotel operations, Sage Intacct is designed for hospitality groups managing multiple locations, brands, or franchises. It provides a centralized platform to track revenue, expenses, and compliance across various properties. Its seamless integrations with POS, PMS, and inventory systems further streamline financial management, ensuring all hotel data syncs into one unified platform.

Key benefits

• Sage consolidates financial data across multiple hotels, allowing seamless accounting for hospitality groups, franchises, and multi-location businesses.
• It reduces manual accounting tasks with real-time bank reconciliations, automated invoice processing, and payroll management.
• The software connects with POS systems, property management software (PMS), inventory management tools, and payroll systems, ensuring financial data flows effortlessly.
• It provides instant access to profitability metrics, cash flow insights, and compliance reports, helping hotels make informed business decisions.
• Sage supports hotels expanding across multiple locations, ensuring smooth financial oversight at every level.

Drawbacks

• The software’s advanced multi-property management features may be excessive for single-location hotels.
• Sage requires a custom pricing plan, which may not be ideal for hotels looking for upfront cost estimates.
• The platform requires training and onboarding to fully leverage its multi-entity financial management tools.

Sage is ideal for businesses that need enterprise-level accounting features.

6. Big Red Book: Best for straightforward financial management

Big Red Book is designed for hoteliers who want a simple, no-fuss approach to financial management. It focuses on clarity, ease of use, and efficiency. With a clean interface and customizable reporting, it streamlines bookkeeping while ensuring hotels stay on top of their financial data.

Key benefits

• Big Red Book simplifies bank reconciliation and balance sheet management, making financial tracking easy for hoteliers.
• It integrates with POS systems and other hotel-related software, ensuring smooth data flow between financial and operational tools.
• The system offers customizable financial metrics, allowing businesses to tailor reports based on their specific needs.
• The intuitive dashboard eliminates unnecessary complexity, helping users navigate accounting tasks without a steep learning curve.
• Designed for efficiency, the software solution focuses on essential bookkeeping functions, ensuring accurate financial reporting without overwhelming users.

Drawbacks

• Lacks built-in forecasting tools, which some hotel owners may need for long-term financial planning.
• Could benefit from more automation capabilities, as manual input is still required for some processes.
• It may not be ideal for large hotel chains needing advanced financial analytics and multi-property management.

Big Red Book is ideal for small hotels that prioritize clarity and need a simple accounting system with a flat learning curve.

How to implement accounting software in a hotel business

Small hotels with simple accounting needs can set up and integrate their software within a few days to a week. Mid-sized hotels with multiple revenue streams may take several weeks as they need to ensure seamless integration with their property management system (PMS), POS, payroll, and tax software.

Large hotel groups or franchises with multiple properties often require months of planning and testing to migrate financial data, set up multi-entity management, and train teams across different locations.

Identify financial needs and select the best software

Before choosing a system, identify your hotel's key financial pain points. Do you need multi-property accounting, automated tax calculations, or payroll management? Are you struggling with manual expense tracking or financial reporting delays?

Larger hotels with multiple locations may require multi-entity support, while smaller properties may prioritize automation and ease of use. Clarifying your needs ensures you select software that aligns with your business goals.

When choosing accounting software, you should look for features like PMS (property management system) integration, automated bank reconciliation, real-time reporting, and vendor payment tracking.

Ensure the software works with your existing tools, including POS (point-of-sale) systems, payroll platforms, and tax compliance software. You should also consider scalability. This means that your software should be able to handle business growth without requiring frequent system changes.

Prepare financial data and integrate it with existing systems

Before implementing new accounting software, ensure your financial records are clean, organized, and accurate. Export and review your old system's balance sheets, financial statements, transaction histories, and outstanding invoices. Resolve any discrepancies to prevent errors during migration.

Once your financial data is ready, connect the software with property management systems (PMS), POS platforms, payroll systems, and expense management tools. This integration eliminates manual data entry, ensuring that revenue, employee wages, guest charges, and vendor payments automatically sync into your financial system.

Train your finance team and staff

Even the best accounting software is only effective if your team knows how to use it. Conduct hands-on training sessions to teach employees how to navigate the system. Ensure managers understand how to track expenses, approve invoices, generate reports, and monitor cash flow.

Work with the software provider for training support, tutorials, or documentation if necessary. The faster your team adapts, the smoother your financial processes will be.

Automate workflows and continuously optimize usage

Configure automated workflows for bank reconciliations, vendor payments, invoice approvals, and expense tracking to maximize efficiency. Setting up approval hierarchies ensures that large expenses require manager authorization before processing, reducing the risk of unauthorized transactions. Automating repetitive accounting tasks minimizes human error, accelerates financial operations, and strengthens fraud prevention.

Once automation is in place, regularly monitor financial reports and audit system accuracy to ensure data integrity. Use dashboards to track revenue trends, cost overruns, and cash flow fluctuations. Make sure you identify inefficiencies early on and adjust your workflows as needed.

Make smarter financial decisions with the right hotel accounting software

The right accounting software gives hotels the financial clarity needed to cut costs, improve cash flow, and boost profitability. With labor and operational expenses making up nearly half of the hotel’s costs, precise financial management is non-negotiable.

A well-integrated accounting system automates expense tracking, eliminates manual errors, and ensures real-time financial visibility. It helps hoteliers control costs, optimize pricing strategies, and improve financial forecasting.

Beyond daily operations, accounting software is a long-term asset. It simplifies tax compliance, prevents cash flow bottlenecks, and provides data-driven insights to identify trends, reduce waste, and increase revenue per available room.

For even better financial control, integrating an expense management solution like Ramp alongside your accounting software can further streamline operations. Ramp automates expense tracking, provides real-time spending insights, and eliminates manual reimbursement processes, making it easier to manage hotel finances with precision.

Ramp accurately categorizes and syncs transactions with accounting software, allowing hoteliers to stay ahead of financial challenges and make data-driven decisions.