What is Bed & Breakfast Software?

Bed and Breakfast Software refers to a comprehensive, integrated software solution designed specifically to meet the unique operational and management needs of Bed and Breakfasts (B&Bs), guest houses, and small inns. This type of software is characterized by its ability to automate and streamline various tasks and processes to compensate for the typically lighter staffing model of such establishments, ensuring efficient property management and enhanced guest experiences despite limited personnel.

10 Best Hotel Software for B&Bs

Finding the ideal software solution for your Bed and Breakfast can be a daunting task given the vast array of options. Hotel Tech Report simplifies this process by offering in-depth, unbiased reviews and recommendations, drawn from a large dataset of user feedback, research, and vendor information. Through our unique "HT Score" system—based on user satisfaction, review quality, and vendor specifications—we identify the top-rated, user-friendly hotel software for various needs.

For B&B owners, our platform provides tailored insights by filtering reviews specific to boutique hotels and B&Bs, helping you find software options proven to work for businesses like yours. Each software review includes thorough descriptions of features, verified user experiences, and functionality insights, giving you a complete picture of its real-life application. This curated list is designed to help you confidently select the software that aligns best with your operational goals, ensuring a streamlined, effective, and profitable B&B experience.

ThinkReservations - Best for saving time, staying organized, and growing your business

I selected ThinkReservations because it offers a comprehensive property management software solution designed for bed & breakfasts and inns. This platform streamlines operations through features such as a property management system, online booking engine, channel manager, and payment processing. It focuses on increasing direct bookings, eliminating double-bookings, and enabling data-driven business decisions. ThinkReservations aims to reduce administrative burdens, allowing innkeepers to focus more on guest experiences. It provides integration with various third-party tools and emphasizes customer support, including training and 24/7 US-based service.

Little Hotelier - Best for small businesses looking to increase revenue and control operations

I selected Little Hotelier because it is a multi-faceted bed and breakfast management software that supports businesses in automating and simplifying their daily operations. Geared towards inns, bed & breakfasts, and other small lodging accommodations, it incorporates an all-in-one front desk feature, a booking engine for collecting direct reservations, and a property management solution for less direct business care. It is well-suited for small accommodations that seek to reduce their students' workload and increase both ability and management. Little Hotelier highlights its effective service with 24/7 customer support and industry-experienced designers who stand with you throughout the day, providing a member of you with some freedom, more time, and a more user-friendly way of engaging with your guests.

Cloudbeds - Best for simplifying hotel management with one centralized, synced system

I selected Cloudbeds because it is a comprehensive management and reservation software designed for bed and breakfasts and other small lodging establishments. This platform offers a property management system, channel manager, booking engine, and various other tools to streamline operations, increase reservations, and enhance guest satisfaction. It is tailored to the needs of property owners looking to optimize their business with efficient, user-friendly solutions.

RoomRaccoon - Best for boosting direct bookings, managing rates, and distributing availability

I selected RoomRaccoon because it is a bed and breakfast management software designed to optimize operations and increase revenue for B&Bs. It includes features for direct bookings, revenue enhancement through additional services, team productivity, performance tracking, simplified guest arrival and departure processes, and group booking management. The software integrates with multiple platforms and provides a contactless guest experience. RoomRaccoon emphasizes ease of use, security, and scalable technology to support business growth, backed by dedicated training and support.

ResNexus - Best for hoteliers looking for a simple, all-in-one management solution

I selected ResNexus because it is a property management system designed for bed and breakfasts, offering features like an all-in-one management system, OTA channel manager, booking engine, and automated email marketing. It focuses on preventing double bookings by syncing reservations from various sources and aims to save time for property owners, allowing them to focus more on guest experiences. ResNexus also emphasizes easy management of group reservations and provides a commission-free direct booking engine to enhance guest booking experiences.

InnRoad - Best for independent hoteliers seeking increased revenue and seamless guest experience

I selected innRoad because it provides an all-in-one, cloud-based hotel management software tailored for independent hoteliers. It's designed to increase direct bookings, enhance operational efficiency, and drive reservations through visibility on hundreds of OTA sites. innRoad aims to reduce processing fees and streamline operations across multiple properties, with features like property management, booking engine, channel management, and payment processing.

Eviivo - Best for simplifying operations and increasing profits for independent accommodations

I selected eviivo because it offers a comprehensive suite of management tools designed for bed and breakfasts, aiming to streamline operations, increase bookings, and enhance guest communication. This software provides solutions for managing bookings, financial transactions, and guest relations in an integrated manner, catering to the needs of independently owned B&Bs looking for efficient, scalable technology.

Webrezpro - Best for boosting productivity and revenue

I selected WebRezPro because it is a cloud-based property management system (PMS) tailored for inns, bed & breakfasts, and other boutique lodging properties. It simplifies daily operational tasks, allowing owners and managers more time to focus on guest care. The system features an intuitive user interface, automates bookings, guest communications, payments, and invoicing, and supports direct integrations with over 125 other systems, enhancing efficiency and the guest experience. Its design caters specifically to the unique needs of smaller, independent properties, ensuring ease of use and strong customer support.

Visual Matrix - Best for optimizing guest experience and saving time

I selected Visual Matrix because it positions itself as a critical hotel PMS software designed to assist understaffed hotels in overcoming operational challenges. The platform offers a comprehensive suite of tools for property management, including features that streamline front desk operations, facilitate housekeeping communication, and support direct guest billing for incidentals. Visual Matrix emphasizes its ease of use, security, and the ability to quickly adapt to hotel operational needs, aiming to save time and reduce the workload on hotel staff.

Ezee - Best for simplifying hotel operations, improving guest experience, and increasing revenue

I selected eZee because it offers a comprehensive bed and breakfast management software designed to cater to all types of B&Bs. This platform aims to streamline operations, enhance guest experiences, and improve revenue management. It provides tools for online booking, front office, housekeeping, and guest relationship management, tailored to the specific needs of B&Bs.

Key Features and Functions of Bed and Breakfast Software

Bed and Breakfast (B&B) software is designed to streamline the operations of small lodging businesses. Here are the key features and functions typically found in B&B software:

• Reservation Management: Enables online booking and reservation management, allowing guests to book their stay directly through the B&B’s website or third-party platforms. It automates the reservation process, from booking to check-out, including availability updates, and minimizes the chances of overbooking.
• Channel Manager for Bed and Breakfasts: Many bed and breakfast property management systems include an integrated channel manager. This tool connects your property’s availability with third-party booking sites such as Booking.com, Expedia, and Airbnb, helping prevent double bookings while expanding your property’s online reach.
• Guest Communication Automation: Facilitates automated communication with guests before, during, and after their stay, providing them with all necessary information and personalizing their experience without requiring constant staff intervention.
• Room and Inventory Management: Helps in managing room availability, categorization, and inventory control, ensuring that the property can maximize occupancy and revenue. For properties with unique rooms, customized room descriptions and flexible inventory management features allow for more precise representation online.
• Billing and Payment Processing: Integrates billing and payment processing functions to handle invoices, payments, and financial records efficiently, supporting multiple payment methods and currencies.
• Housekeeping and Maintenance Scheduling: Automates the scheduling of housekeeping and maintenance tasks, ensuring that rooms and facilities are kept in optimal condition for guest comfort and satisfaction.
• Reporting and Analytics: Provides reporting and analytics tools to track the performance of the B&B, including occupancy rates, revenue, guest feedback, and other key metrics, aiding in informed decision-making.
• Marketing and Customer Relationship Management (CRM): Includes tools for marketing campaigns, guest relationship management, and loyalty programs to enhance guest retention and attract new business.

The ideal Bed and Breakfast Software is an all-in-one solution, offering a seamless, user-friendly interface that integrates all these functionalities. It is tailored to meet the budgetary constraints and operational requirements of smaller lodging establishments, enabling them to compete effectively in the hospitality market by optimizing their operations, improving guest satisfaction, and ultimately, increasing profitability. This software is crucial for B&B owners who aim to simplify their administrative duties, allocate their resources more effectively, and provide a memorable experience to their guests.

What are the Unique Needs and Characteristics of Bed & Breakfasts?

Bed and Breakfasts (B&Bs) operate in a niche within the hospitality industry that requires specialized attention when it comes to software solutions. Their unique needs, compared to larger hotels, arise from several operational and strategic differences, such as lighter staffing models, smaller scale, and budgetary constraints. These differences impact the kind of software solutions B&Bs require for efficient management and exceptional guest service.

The lean staffing model of B&Bs necessitates the automation of various operational tasks, from online booking systems to guest communication and inventory management. Such automation ensures that the property runs efficiently and that guests receive a personalized and consistent experience, all while reducing the workload on the limited staff. Furthermore, the smaller scale of B&Bs often means operating on tighter budgets, especially when it comes to technology investments. This economic reality drives the pursuit of software solutions that offer multiple functionalities at a reasonable cost, without necessitating significant investments in hardware or ongoing IT support. Lastly, the article explores the B&Bs' preference for all-in-one software solutions. Given their operational scale and the desire to keep processes as streamlined as possible, B&B owners favor comprehensive systems that manage everything from reservations to marketing within a single platform, simplifying operations and reducing costs.

Here's a detailed look at these needs:

• Lighter Staffing Model Requires More Automation:

• B&Bs typically operate with fewer staff members than larger hotels. This lean staffing model necessitates software solutions that can automate various tasks to reduce the workload on the limited staff and ensure smooth operations. Automation might include online booking systems, guest communication (pre-arrival, during the stay, and post-departure), inventory management, and billing. Automating these tasks not only helps in managing the property efficiently but also ensures that the guest experience is personalized and consistent, despite the smaller staff size.

• Smaller Scale Typically Means Tighter Budgets:

• The smaller scale of B&Bs often correlates with tighter budgets, particularly for technology investments. Thus, B&B owners are likely to seek cost-effective software solutions that provide the best value for money. This requirement influences the preference for software that can cover multiple functionalities at a reasonable price, rather than investing in several standalone, high-cost systems. Budget constraints also mean that the software must have low maintenance costs and should not require significant additional investment in hardware or IT support.

• Need for Streamlined Solutions, Preferring All-in-One Versus Best of Breed Specialty Solutions:

• Given the smaller operational scale and the desire to keep processes as streamlined as possible, B&Bs often prefer all-in-one software solutions over best-of-breed specialty solutions. An all-in-one system can manage reservations, customer relationships, back-office operations, and sometimes even marketing efforts within a single platform. This preference stems from the need to minimize complexity in managing different software systems, reduce costs associated with multiple subscriptions or purchases, and ensure that staff can easily become proficient in using the software given the lighter staffing model. While larger hotels might opt for best-of-breed solutions to get the most advanced functionality in each area, B&Bs benefit from the simplicity and integrated nature of all-in-one solutions, even if it means compromising slightly on the depth of features in specific areas.

The unique needs of B&Bs for software solutions are driven by their operational realities: lighter staffing models, tighter budgets, and the preference for streamlined, cost-effective solutions. Recognizing these needs is crucial for software developers aiming to serve this market segment effectively, ensuring that their products can help B&B owners manage their properties efficiently, provide excellent guest experiences, and maintain profitability.

Other Types of Software You'll Need to Run a B&B

To effectively operate a Bed & Breakfast, you'll need several types of software to manage bookings, streamline operations, and enhance guest experience:

Property Management System

Property Management System (PMS): A PMS serves as the operational core of a B&B, storing all guest reservations, rates, and guest profiles. Bed and breakfast property management systems often include features tailored to smaller properties, such as detailed guest notes for delivering a more personalized experience. The best PMS options for B&Bs include ThinkReservations, Cloudbeds, and InnRoad. 

Channel Manager

A channel manager helps connect your B&B’s availability to third-party booking channels like Expedia, Airbnb, and Booking.com, ensuring that your rates and availability are updated in real-time across all platforms. For comprehensive management, consider a channel manager specifically tailored for bed and breakfast needs, which may include integration with niche channels.

Website & Booking Engine

Your B&B should offer online bed booking functionality, allowing guests to make reservations directly on your website. The bed and breakfast booking system should include a customizable booking engine that displays room-specific content, letting guests see exactly what they’re booking.

Guest Messaging Software
For B&Bs that also identify as guest houses, there are guest house management systems that meet similar needs. Such systems include features like guest communication, online booking, and billing to streamline operations for smaller properties.

Revenue Management Systems

A revenue management system (RMS) helps B&Bs optimize room rates based on demand, seasonality, and competitor pricing. For ease of use, choose an RMS that allows for quick rate adjustments by room type. This system is invaluable for driving competitive pricing strategies and maximizing revenue during peak and off-peak periods.

Mobile Key & Contactless Check-in

As contactless technology becomes more popular, contactless check-in is now an essential part of guest service. Many B&Bs offer digital keys for smartphones, allowing guests to unlock their rooms through Bluetooth-enabled locks.

Guest Messaging Software: Guest messaging tools allow B&Bs to automate pre-arrival, during-stay, and post-departure communication. Personalize messages with the guest’s name, stay dates, and room information while automating transactional messages like check-in instructions and receipts.

Payment Processor & Accounting Software

B&Bs need a payment processor that can handle various payment methods, from credit cards to mobile payments like Apple Pay. Look for a solution that integrates with your PMS to simplify payment tracking and accounting.

Point of Sale System

Do guests have the option to purchase items at your B&B? Maybe you sell drinks, snacks, or souvenirs; how do you ring up the bill? A point-of-sale system, or POS, is designed to handle in-person transactions like these. Some PMSs have integrated point-of-sale functionality, while some B&Bs might choose to use a standalone POS that integrates with the PMS. Either way, you’ll want the ability to post charges to a guest’s folio or to track purchases for analytical purposes. A good POS will be easy to use and accept contactless mobile payments. This software can help you generate incremental revenue and save time on billing.

While these are the most essential types of software for bed and breakfasts, there’s plenty more technology that can further enhance your guest experience, drive revenue, and decrease costs. Take your B&B to the next level with tech like a smart climate control system, smart lighting, a reputation management system, a customer relationship management system, and more. While it can be easy to want all the tech that’s on the market, it’s important to do thorough research and pick strategic software partners that will help you meet your goals.

Benefits of Investing in Bed and Breakfast Software

Investing in the latest technology is critical for bed and breakfast (B&B) owners for several reasons, all aimed at enhancing efficiency, guest experience, and ultimately, profitability. Here's why:

Enhanced Guest Experience: From the moment a guest considers booking a stay, technology such as a user-friendly online booking engine and bed and breakfast software with robust functionality can simplify the booking process. Mobile apps and cloud-based property management systems (PMS) allow for easy check-ins, reducing wait times at the front desk and improving the overall guest experience. Automated confirmations, direct bookings through the B&B's website, and seamless online payments contribute to a smooth and enjoyable guest journey.

Operational Efficiency: Implementing a cloud-based hotel management system or bed and breakfast management software can significantly automate daily operations. Features like drag and drop functionality for reservation management, integrated payment gateways for processing credit card payments, and point of sale (POS) systems for managing add-ons and services streamline the operational aspect. A channel manager can prevent double bookings by updating occupancy in real-time across multiple platforms such as Airbnb, Booking.com, Expedia, and OTA (Online Travel Agencies), ensuring accurate availability is always displayed.

Revenue Management and Growth: By utilizing pricing management software and advanced reservation systems, B&B owners can optimize their pricing strategy based on occupancy levels, seasonality, and demand, potentially increasing revenue. Commission-free direct bookings reduce the cost per acquisition by bypassing the commissions charged by OTAs. Furthermore, integrating with travel agencies and leveraging platforms like TripAdvisor can broaden the property's visibility and attract a wider audience.

Management and Reporting: Property management software offers comprehensive tools for small hotels and independent properties to monitor performance metrics, analyze booking trends, and manage customer support. This enables hoteliers to make informed decisions, improve their service offerings, and enhance operational effectiveness.

Competitive Advantage: By adopting the latest B&B software and technologies such as online booking engines, reservation system templates, and hotel management software, B&Bs can offer functionalities that match or surpass those of larger hotels. This technology-driven approach can be a significant differentiator, especially in a market where travelers increasingly value convenience, efficiency, and the ability to manage their stays via mobile devices.

Cost Savings and Increased Bookings: Automating various aspects of bed and breakfast management, from online reservations and front desk operations to guest services and billing, reduces the manual workload and associated costs. A seamless integration of a property management system with booking software and online payment systems can capture more direct, commission-free bookings, enhancing profitability.

Investing in the latest technology equips B&B owners with the tools to improve guest experience, operational efficiency, and revenue management while staying competitive in the fast-evolving hospitality industry. Technology solutions like property management software, online booking engines, and channel managers are no longer just optional; they are essential for sustainable growth and success in the hospitality sector.