Hotel software costs vary widely by hotel size, segment, and complexity. The full 2026 stack breakdown for a typical 30-room independent hotel:
Property Management System (
PMS): 250-450 EUR per month. Pricing typically per-room-per-month (8-15 EUR per room). Examples: Cloudbeds, Mews, Stayntouch, Little Hotelier, Hotelogix.
Channel Manager: 100-250 EUR per month if separate from PMS, or bundled (no separate line item) if using all-in-one systems. Examples: SiteMinder, Cloudbeds (bundled), MyAllocator, Bookassist.
Booking Engine: often bundled with channel manager or PMS. Standalone runs 80-200 EUR per month. Examples: SiteMinder Booking Engine, FastBooking, NetAffinity.
Guest Experience Platform (GXP): 250-600 EUR per month for a property of this size. Pricing typically per-room (8-20 EUR per room). Examples: Guestivo, Canary Technologies, Duve, Hotelbird, Operto.
Payment Processing: percentage-based, typically 1.4-2.9% per transaction plus 0.20-0.30 EUR fixed. Examples: Stripe, Adyen, Tpay (Poland).
Revenue Management System (RMS): optional for properties above 30 rooms with strong seasonality. 200-800 EUR per month. Examples: Duetto, IDeaS, Atomize, RoomPriceGenie.
Email and Messaging: included in most GXPs or separate (Mailchimp, ActiveCampaign) at 30-150 EUR per month.
Review Management: 80-300 EUR per month for tools like ReviewPro, Customer Alliance, TrustYou.
Accounting and Finance: 30-200 EUR per month (Xero, QuickBooks, local accounting platforms).
WiFi and Network: variable depending on infrastructure. 50-200 EUR per month for managed WiFi platforms (RoomNet, Cisco Meraki).
Smart Locks: optional. 150-500 EUR per month plus per-door hardware. Examples: Salto, Assa Abloy, Hideez.
KDS (Kitchen Display): 30-150 EUR per month per screen for hotels with restaurants.
Total minimum viable stack for a 30-room hotel in 2026: PMS plus channel manager plus booking engine plus GXP plus payment processing equals roughly 600-900 EUR per month, plus 2-3% of transaction revenue in processing fees.
Total comfortable stack adding RMS, review management, KDS: 1,200-1,800 EUR per month.
Hidden costs to budget: training and onboarding (typically 1,500-5,000 EUR one-time per major system), data migration when switching (1,000-3,000 EUR), integration projects (variable), premium support tiers (50-300 EUR per month uplift per system).
What is typically less expensive than people assume: PMS itself (the cost has dropped significantly in 2024-2026 with competitive pressure). What is typically more expensive than people assume: the cumulative total of small add-ons (email, review tools, WiFi platforms, KDS) which together can exceed the cost of the PMS.
Pricing power scales with hotel size. Independents above 50 rooms typically negotiate 10-20% off list across the stack. Single-property independents under 25 rooms usually pay list.
