---
title: Hotel Back Office Software: PMS, Stores, Accounts
description: What hotel back office software is and why one system beats four: PMS, procurement, inventory and accounting sharing data, so costs per room are real.
url: https://www.tivuzo.com/hotel-back-office-software/
updated: 2026-11-03
---

Hotel back office software

# The hotel back office, in one system.

In most independent hotels the rooms live in one system, the stores in a notebook and the accounts in Excel. Tivuzo puts PMS, procurement, inventory and accounting on one set of data, so the owner sees true cost per room and real margins.

**What is hotel back office software?**
Hotel back office software runs everything behind the front desk: purchasing, receiving, stores and inventory, food and beverage costs, supplier and guest accounts, the general ledger, VAT and financial reports. Tivuzo is a hotel back office in one system: its PMS, restaurant and bar POS, procurement, inventory and accounting share one database, so every room night, purchase and stock movement posts to the books without re-typing. It costs $13 per user per month.

## Three places, three versions of the truth

A typical owner-run property has a booking system or diary at reception, a stores book in the kitchen and a spreadsheet or accounting package in the office. Each is fine on its own. Together they leave gaps: the bar bill that never reached the folio, the delivery paid twice, the "food cost" that is really just purchases, and a month-end that takes two weeks because everything has to be typed again. Nobody can answer the simplest question with confidence: did that room night make money?

## One system, from booking to books

| Module | Does | Hands to |
|---|---|---|
| PMS | Reservations, planner, front desk, folios, housekeeping, night audit | Revenue and receivables in accounting |
| Procurement | Requests, approvals, orders, receiving, bills | Stock in inventory; payables in accounting |
| Inventory and stores | Main, kitchen, bar and housekeeping stores, issues, counts | Cost of sales and stock value in accounting |
| Accounting | Ledgers, VAT, bank and M-Pesa, P&L, balance sheet | Reports for the owner, auditors and the tax office |

The restaurant and bar POS sits between them: it sells from the bar store, charges bills to rooms and posts revenue by outlet. See [the hotel POS](https://www.tivuzo.com/hotel-pos-system/).

## Numbers you finally get

### Cost per occupied room

Housekeeping, amenities, laundry and utilities per room sold.

### Food cost percentage

Kitchen issues against food revenue, week by week.

### Bar pour cost

What left the bar shelf against what the till sold.

### Departmental profit

Rooms, food, bar and other departments, each with its revenue and costs.

### RevPAR beside cost

Room revenue per available room next to what each room night cost.

### Cash you can trust

Folios, tills, M-Pesa and bank agreeing every day.

## Who it is for

- Independent hotels, lodges, camps, guest houses and serviced apartments, from about 5 to 150 rooms
- Owners and GMs who want the numbers without waiting for month-end
- Properties far from head office, with long supply lines and stores to control
- Small groups that buy centrally and want one view of every property

Read more for [hotels](https://www.tivuzo.com/hotel-management-software/), [lodges and camps](https://www.tivuzo.com/lodge-software/), [guest houses](https://www.tivuzo.com/guest-house-software/), [serviced apartments](https://www.tivuzo.com/serviced-apartment-software/) and [boutique hotels](https://www.tivuzo.com/boutique-hotel-software/).

## What it costs

$13 per user per month, or $124.80 per user per year, with every module included. A 30-room lodge with six people logging in pays $78 a month for the whole back office. Compare that with a PMS licence plus an accounting package plus a stores system plus the hours spent moving numbers between them. See [one system vs separate systems](https://www.tivuzo.com/compare/one-system-vs-separate-pms-and-accounting/).

## Back office questions

### What is the difference between front office and back office in a hotel?

The front office faces the guest: reservations, reception, check-in and check-out, the folio. The back office supports it: purchasing, stores, kitchen and bar costs, accounts, payables, receivables and reporting.

### Is a PMS enough for a hotel?

A PMS runs rooms and guests. Without a back office linked to it, purchases, stores and accounts are kept somewhere else and re-typed. See [what to look for in hotel software](https://www.tivuzo.com/best-hotel-management-software/).

### Can Tivuzo replace my accounting software?

Yes. Tivuzo includes full double-entry accounting with VAT and financial statements. Many properties keep their external accountant, who works in Tivuzo directly. See [hotel accounting](https://www.tivuzo.com/hotel-accounting-software/).

### Is Tivuzo built on Odoo?

Yes. Tivuzo is built on Odoo Community, a widely used open-source business platform, with Tivuzo's own hotel PMS, setup, Home screen and service on top.