Tivuzo vs Excel and the booking diary.
When the booking diary, bill book and spreadsheet are enough, when they stop working, and how to move to one system without closing for a day.
By the Tivuzo team · Updated
A booking diary and Excel are enough for a very small property with one person doing everything. They stop working when two people take bookings, when the restaurant and bar sell to in-house guests, when stores need controlling, or when the owner needs the numbers without waiting for month-end. Tivuzo replaces the diary, the bill book, the stores book and the spreadsheet with one system for $13 per user per month.
Side by side
| Diary and Excel | Tivuzo | |
|---|---|---|
| Double bookings | Caught when the guest arrives | Refused when the booking is made |
| Room rate by night and season | Worked out by hand | Priced night by night from rate plans |
| Bar bill for an in-house guest | A chit, carried to reception | Charged to the room, on the folio |
| Rooms ready | Shouted down the corridor | Status board shared by housekeeping and reception |
| Stores | A book, if kept up | Receipts, issues, reorder levels and counts |
| M-Pesa payments | Checked against the phone at night | Recorded with the code, matched to the statement |
| Accounts | Typed at month-end | Posted as you work |
| Who changed what | Unknown | Logged with name and time |
| Cost | Free, plus hours every week | $13 per user per month |
When the diary is fine
- Fewer than about five rooms, and one person who takes every booking
- No restaurant or bar, or one that only sells for cash
- No stores to speak of
- An accountant who is happy with a monthly summary
Signs it is time to move
- A double booking in the last three months
- Guests leaving without paying for drinks or laundry
- Not knowing this week's occupancy until someone counts
- Stores running out before the next delivery, or quietly disappearing
- Month-end taking more than a few days
- Not knowing whether last month made money
How to move without closing
- Rooms and rates firstSet up room types, rooms and current rates. Copy rate tables straight from your spreadsheet.
- Future bookingsEnter every booking from today onwards from the diary. Don't re-enter the past.
- Go live on a quiet dayFrom that day, new bookings and check-ins go into Tivuzo only.
- Stores and balancesCount the stores once and enter opening quantities; give your accountant's opening balances.
- Retire the diaryKeep it for reference, but stop writing in it. Running both doubles the work.
See how to get started for what to prepare.
Excel and diary questions
Can I import my Excel rate sheet?
Yes. Room types, rooms, rates, products and suppliers can be imported from Excel or CSV, and we help with the first import during the trial.
Is software worth it for a 10-room guest house?
Usually yes, if more than one person takes bookings or sells to guests. Three users cost $39 a month. See guest house software.
Can I keep using Excel for reports?
Yes. Every list and report in Tivuzo exports to Excel.
Last updated by the Tivuzo team.