Hotel management system for small hotels, B&Bs and guest houses
CYBEX Hotel Management System is a cloud PMS that puts your tape chart, reservations, guest bills, housekeeping, staff tasks, accounts and stock control in one place. Create your hotel account yourself, try everything free for 30 days, then pay a simple monthly plan in pounds.
Start your free 30-day trialSee what it doesEverything your hotel runs on, in one system
Built by CYBEX IT Solutions Ltd for independent hotels, B&Bs, guest houses and small hotel groups. Every screenshot below shows demo data for a made-up hotel, not real guests.
Live tape chart and reservations
See every room and every night on one screen. Drag a booking to another room or date, double-click an empty cell to book, and check guests in and out in a few clicks. Double bookings are blocked automatically.
- Drag-and-drop room moves
- Guest folios, charges and payments
- Cash, card terminal and bank transfer payments
- Public booking page for direct bookings
A dashboard that tells you how today is going
Occupancy, arrivals, departures, guests in house and room revenue appear the moment you sign in, with rooms grouped by status. A getting-started checklist walks a new hotel through setup in about ten minutes.
- Housekeeping board: clean, dirty, inspected, out of order
- Automatic night audit that posts room charges
- Live updates for the whole team
Staff accounts, roles and task assignment
The hotel owner creates logins for managers, HR, front desk, accounts, housekeeping and maintenance. Each role sees only what it needs. Managers assign tasks with priorities and due dates, and staff update their own jobs from any phone or computer.
- Eight clear roles with sensible permissions
- Task board: to do, in progress, done
- Audit log of important actions
Reports, receipts and statements
Occupancy, ADR, RevPAR, total revenue and tax liability for any date range. Download a daily manager report as PDF, a summary workbook in Excel, and a PDF receipt or guest statement for any booking. Add your own hotel logo to every document.
- PDF receipts, statements and daily reports
- Excel summary workbook
- Tax by region: UK VAT, EU, US, Canada, Australia
Accounts: bills, profit and tax
Record supplier bills, mark them paid, and see revenue, expenses, profit, tax payable, what you owe suppliers and what guests still owe. Export the full ledger to CSV for your accountant.
- Supplier bills with due dates and overdue count
- Profit and tax summary for any period
- Ledger export to CSV
Inventory and stock control
Track towels, toiletries, minibar and kitchen stock. Staff record use and waste, managers receive deliveries, and low-stock items are flagged against a reorder level. Create a purchase order for everything that is running low in one click.
- Usage, waste and delivery records
- Low-stock flags and stock value
- Purchase orders that add stock when received
Switch on only what you need, run more than one hotel
The owner turns modules on or off for each property, so staff only see the tools your hotel uses. Own several properties? Add them under one login, switch between them from the top bar and compare occupancy and revenue on a group overview page.
- Modules: housekeeping, tasks, night audit, reports, guests, accounts, inventory and more
- Multi-property switcher and group overview
- Guest data export and anonymisation for privacy requests
Working today and coming next
We list what is ready and what is still being built, so you know exactly what you get.
Core hotel operations
Tape chart, reservations, folios and payments, housekeeping, night audit, guests, tasks, staff roles, reports, public booking page, tax by region.
Office and stock
Accounts and supplier bills, inventory and purchase orders, PDF and Excel documents, hotel logo, multiple properties, module switches.
Connected services
Receipts and reports sent by email and WhatsApp, HR with biometric attendance, a WhatsApp AI assistant for guest questions, online card payments and channel manager sync with booking sites.
Simple monthly plans in pounds
Every new hotel starts with a 30-day free trial. After the trial the plan you chose is invoiced monthly. Prices exclude VAT where it applies.
Starter
Up to 20 rooms and 1 property. Core hotel operations, staff roles, tasks, reports and documents.
Professional
Up to 100 rooms and 5 properties. Everything in Starter plus accounts, inventory and scheduled reports.
Enterprise
Up to 1,000 rooms and 50 properties for larger hotels and groups. Talk to us about extra needs.
Create your hotel accountTalk to us first
Hotel management system questions
What is a hotel management system (PMS)?
A property management system is the software a hotel uses to manage rooms, bookings, guests, bills, housekeeping and reports. CYBEX Hotel Management System does this in the browser, so there is nothing to install.
Is it suitable for a small hotel, B&B or guest house?
Yes. It was designed for independent properties from a few rooms upwards, with a setup checklist that takes about ten minutes.
How does the 30-day free trial work?
Create an account at hotel.cybexit.co.uk with your hotel name, country and email. You can use the system for 30 days. Afterwards the plan you chose is invoiced monthly.
Can I give my staff their own logins?
Yes. The owner creates logins for managers, HR, front desk, accounts, housekeeping and maintenance, and each role only sees the pages it needs.
Can I assign tasks to staff?
Yes. Managers, HR and front desk can create tasks with a priority and due date and assign them to a person. Staff mark their own tasks in progress or done.
Does it handle UK VAT?
Yes. Tax rules are set by country, including UK VAT, and reports show tax collected. Confirm your rates with your accountant.
Can I run more than one hotel?
Yes. Professional and Enterprise plans let an owner add several properties under one login and compare them on a group overview.
Can guests book directly?
Yes. Each property gets a public booking page for direct reservations, paid at the property.
Can I download receipts and reports?
Yes. You can download PDF receipts, guest statements and a daily manager report, plus an Excel summary workbook and a CSV accounting ledger.
When will email, WhatsApp and biometric HR arrive?
Sending receipts and reports by email and WhatsApp, HR with biometric attendance and the WhatsApp AI assistant are in development. Contact us for the current timetable.
Where is my data stored?
On servers run by CYBEX IT Solutions Ltd. Contact us if you need to know more about where your data is held.
Can you change it for my hotel?
Yes. We can add features, change reports or connect other systems. Tell us what you need and we will quote it.
Hotel Management System (PMS) for Small Hotels, B&Bs and Guest Houses – Demo Interface
A concept preview of the dashboard your team would use day to day.
| Reference | Item | Owner | Status |
|---|---|---|---|
| #1042 | Hotel Management System (PMS) for Small Hotels, B&Bs and Guest Houses request | A. Patel | In progress |
| #1043 | Approval step | J. Smith | Awaiting |
| #1044 | Report export | L. Evans | Complete |
Concept demo with illustrative data. Your system is tailored to your workflows, branding and integrations.