Hotel PMS
Hotel PMS software for independent hotels in India
The front desk as it actually runs: a booking becomes a room, the room becomes a bill, the bill becomes a GST invoice, and the day closes on figures nobody had to add up.
Free for 45 days · no card · we do the setup
Nivasik is a hotel PMS (property management system) made in India for independent hotels, hostels and resorts. It keeps reservations on a room rack that refuses double bookings, checks guests in with their ID document on file, opens the bill at check-in, posts every room night by itself at check-out, and issues GST invoices and a night audit that closes the day.
The PMS comes with the Pro plan at ₹4,999 per property a month for up to 80 rooms or beds, and every plan starts with 45 days free with the setup done for you.
Who it is for
Properties where the owner is often also the manager, and the front desk is one person on a long shift.
- Independent hotels of 20 to 80 rooms — big enough that a register and a WhatsApp group stop keeping up, small enough that enterprise software is more than anyone will learn.
- Hostels that sell beds one at a time: each dorm bed is its own unit, with its own line on the rack and its own QR code.
- Resorts, homestays and guest houses where the owner runs the desk from a phone between everything else.
- Owners of several properties: each keeps its own address, staff and data, and from three properties the Group rate applies.
A stay, in the order it happens
Five stages, each handing the next what it needs, so nothing is typed twice.
| Stage | What happens in Nivasik | The rule that keeps it honest |
|---|---|---|
| Booked | A reservation takes a room type, dates and a rate plan, and the room rack shows it across those nights. | The rack refuses a double booking: the database will not let two stays hold one room on the same night. |
| Checked in | The guest’s ID document is photographed into a private store (an Aadhaar is shown masked) and the folio — the bill — opens. | The bill is created at check-in, not at booking, so a cancelled booking never leaves a stray bill behind. |
| Charged | Restaurant orders, laundry and extras post to the folio; a deposit taken on arrival is held against it. | Nothing is deleted from a folio. A mistake is voided with a reason, and a complimentary item keeps its real value. |
| Settled | Opening the check-out screen posts every room night not yet charged; then payment by cash, UPI, card or transfer, split if needed. | A discount does not save without a reason, and a balance stays open rather than disappearing — whichever side owes. |
| Closed | The night audit closes the business day, and the GST invoice is issued from the bill. | The day runs on the hotel’s business date, so a bill at 00:30 belongs to the night that took it. |
What the PMS covers
The screens a front desk uses every day, and the rules each one keeps.
Reservations and the room rack
Every booking with its rooms, its rate and a trail of every change. The rack lays rooms down the side and nights across the top. Groups and blocks — holding rooms for a wedding and releasing what is not used — come with the Group plan.
Rooms, types and rates
Room types with rate plans, and a price for any night: a season or a single date. Change a standard price and the plans still tracking it move too; a plan you deliberately set lower is left alone.
Check-in and the ID document
The ID is kept as an image, not only as a number typed into a box, and every view of it opens a link that expires in two minutes. The desk sees three states: no number, a number with no scan, and the scan on file.
Folios, payments and check-out
Check-out shows the grouped bill, takes a 5, 10 or 15 percent or flat discount with a reason, and records payment by method. A credit — the hotel owing the guest — is not treated as settled.
GST invoices
Consecutive invoice numbers, a GSTIN checked for its shape, a SAC code on every line, CGST and SGST or IGST by place of supply, and a preview that matches the invoice that is issued.
Night audit and unbilled nights
The audit charges every night exactly once and closes the day, by hand or automatically. A separate list catches any night nobody billed, with “Bill it” or “Write it off” — and a write-off needs a reason.
How a day at the desk works
- Morning: the day opens on the business date. Arrivals, departures and in-house guests are listed for today as the hotel counts it, not as the phone’s clock does.
- Rooms turn over. Departed rooms go dirty in one tap on the housekeeping board; housekeepers mark each one clean from their own phone, and a supervisor marks it inspected.
- Check-ins. The ID goes on file, the folio opens, and a deposit can be taken on the spot.
- All day, the bill fills itself. A dinner posts to the room from the restaurant, and a request from the room’s QR sticker reaches the right person with a clock running.
- Check-out settles. Nights post themselves, a discount carries a reason, the guest pays by any mix of methods, and one final bill covers the whole stay even when it had two folios.
- Night: the audit closes the day. Anything missed shows up on the unbilled list the next morning, not nowhere.
Housekeeping, Form III and the rest of the desk
The PMS brings the screens a front desk leans on between check-ins. The housekeeping board shows each room as dirty, clean, inspected or out of order beside whether it is occupied. Guest profiles keep stay history and the ID on file; lost and found records what was found, where, and who claimed it; and the police register keeps the Form III details — the form once called Form C — for foreign nationals from the check-in, so nothing is typed twice. The property files the form itself on the Bureau of Immigration portal.
Guest messaging writes the welcome, the directions and the thank-you from templates and keeps a list of who is due one. Sending is one tap that opens WhatsApp, SMS or email with the message already typed — a person presses send. The request queue that Nivasik began as sits on the same screens, so a complaint from Room 207 and Room 207’s bill are one click apart.
What it does not do
The front desk does a lot; these are the things it does not, so nobody finds out in month two.
Not included, said plainly
- It does not take card payments online — there is no payment gateway. Payments are recorded by method: cash, UPI, a card on your own machine, a bank transfer.
- The channel manager syncs calendars (iCal) with Airbnb and Booking.com only; it does not push rates or rooms into MakeMyTrip, Goibibo or Agoda.
- Guest messages are written for you and open in WhatsApp, SMS or email with one tap; none of them go out by themselves.
- No e-invoice (IRN) or e-way bill, and no GST return is filed from it; your accountant gets GSTR-1 data and a Tally import file (CSV).
- Hotel screens need an internet connection. Offline billing exists only on shop counters.
- There is no door-lock or key-card integration, and no single screen yet that adds several properties together.
- It does not submit Form III for a foreign guest: the property files it on the Bureau of Immigration portal, and Nivasik keeps the register and the details it is filled from.
What it costs
The PMS is part of Pro: ₹4,999 per property a month for up to 80 units, a unit being a room or a dorm bed. From three properties, Group is ₹2,499 per property and adds cashier shifts, the city ledger for company accounts, groups and blocks, the booking page and channel sync, and people and pay. A restaurant or bar on the same books is the POS add-on at ₹1,499 per outlet.
Questions people ask
What is a PMS in a hotel?
A property management system is the software the front desk runs on: bookings, the room chart, check-in and check-out, the guest’s bill and the invoice. In Nivasik it also carries housekeeping, guest requests and the night audit, so the desk is not switching between systems.
Can the PMS make GST invoices?
Yes. An invoice is built from the bill with consecutive numbers, the recipient’s GSTIN, SAC codes and CGST plus SGST or IGST, and the preview matches what is issued. It does not generate e-invoices (IRN) or file returns; GSTR-1 data can be exported for your accountant.
Does it work on a mobile phone?
Yes. It runs in the browser on a phone, tablet or computer, and there is an Android app downloaded from nivasik.com (it is not on Google Play yet). On an iPhone, open the property’s link in Safari and add it to the home screen.
Can I import my rooms from Excel?
Yes. An existing room list in Excel can be imported, and during setup we load your rooms, rate types, prices and staff for you — it takes about a day.
Does it connect to MakeMyTrip or Goibibo?
Not for rates or inventory. The channel manager syncs calendars both ways with Airbnb and Booking.com and keeps a parity sheet with the price to type into other extranets; pushing rates into MakeMyTrip, Goibibo or Agoda needs a signed connectivity agreement with each, which is not in place.
Is there a free hotel PMS?
Nivasik is free for 45 days with the whole product unlocked and no card. After that a property moves to a paid plan or stops; nothing is deleted, the account simply turns read-only. It is a trial, not a permanent free tier.
Try it on your own place, free for 45 days.
We set it up for you — your rooms, menu or stock list, your staff and your prices — and walk it end to end on your phone. No card, and we invoice only if you stay.