Hotel PMS Cost — What Actually Drives the Quote

How to use this guide

Use the cost lines to build a comparison sheet, not to negotiate a single number. Put every vendor's quote into the same rows and state the assumptions.

If a vendor cannot fill a row, treat it as a scope gap, not a discount.

Common mistakes

Comparing monthly subscriptions without implementation, interfaces and support; accepting a low headline price with a separate migration project; and ignoring internal time.

• Apples-to-oranges quotes
• Hidden interface fees
• No migration line
• No support line
• No exit terms

What to read next

Read the comparison guide before you negotiate, and the migration guide before you accept an implementation date.

• Comparison guide
• Migration guide
• Small hotels
• Demo

How this guide is maintained

The cost lines are reviewed when the commercial model or the interface set changes.

Reference budget

The reference budget is a 120-room hotel with two outlets, one channel manager and an existing lock system. It separates recurring, one-off and internal costs.

Use the structure, not a number. The numbers change with the scope and the market.

• Recurring subscription
• Implementation and migration
• Interfaces and third-party fees
• Training and travel
• Internal time and contingency

Before you commit

Check the exclusions, the change-order rules and the exit terms. A quote is only comparable when the scope and the assumptions are visible.

• Line-item scope
• Exclusions
• Change-order rules
• Price escalation
• Exit terms