The back office in a hotel refers to the administrative and organizational department that does not have direct contact with guests. This is where important tasks such as bookkeeping, pricing, daily reports, and guest reports are handled, and strategic decisions are made.
A hotel's facilities include all the rooms and amenities available to guests to make their stay pleasant and comfortable. Managing and maintaining this infrastructure is crucial to ensuring guest satisfaction.
Hotel software collects information from various areas. This information must be processed for daily operations using intelligent data models and optimized workflows. The challenge lies in drawing the most meaningful conclusions possible from this data, enabling management to make well-informed decisions.
When you log in to ASA HOTEL, you’ll be taken directly to your dashboard, where you can see all your data at a glance. Whether you work at the front desk or in management, our dashboards provide you with a comprehensive overview of all relevant information. This helps make your daily work even more organized and efficient.
In addition, all data is also presented in tabular form so that it can be easily processed further (e.g., in Excel)
In addition, it draws on hundreds of reports (Manager Reports, Benchmark Reports) and data from various spreadsheets, calculates key metrics, and presents the data graphically.
Although each guest pays for their own room, the father-in-law suddenly wants to pay for the champagne from the previous day—which has already been charged to his son-in-law’s room—while his wife wants to treat her mother to a massage… In any case, with ASA HOTEL, you can handle these requests with ease. The typical billing formats for tour groups (a single bill for accommodations, with extras billed separately per room) and families (a single combined bill for all rooms) are also fully supported automatically. Since each service can be assigned to any account at any time, splitting and combining bills is no problem. Of course, this is all done in compliance with the applicable tax laws of each country: KassenSichV and TSE in Germany, RKSV in Austria, e-invoicing and cash register receipts in Italy.
Depending on the country or region, there are a wide variety of regulatory requirements—such as guest registration, statistical reporting, or local taxes—that must be submitted either on paper or digitally. ASA HOTEL helps you ensure accurate data submission, guaranteeing a stress-free work experience.
The cash book makes it easy to manage cash transactions. Thanks to suggested cash book accounts, all transactions can be recorded quickly. When settlement accounts are paid in cash, cash book entries are automatically created as daily receipts. Special analyses and reports ensure you have a clear overview of receipts, disbursements, and the current balance.
Features at a Glance
- List of All Cash Transactions
- Automatic Creation of Cash Book Entries
- Automatic Document Number Assignment
- Templates for quickly recording all business transactions
- Suggested Cash Book Accounts
- Easy Cancellation of Documents
- Maintaining Multiple Cash Books
- Printing Cash Book Entries
- Analyses and Reports
- DATEV Export
- Automatic Generation of Cash Register Receipts [for Germany]
In the hospitality industry in particular, gift certificates represent an interesting opportunity to add value. ASA HOTEL offers comprehensive management capabilities for gift certificates and allows them to be integrated into operational workflows. This means that every step—from issuance to redemption—can be tracked within the system (sale, partial redemption, redemption, cancellation). In addition, you can manage merchandise vouchers and cash vouchers separately.
Features at a Glance
- Easy Creation of New Gift Certificates
- Automatic Tax Treatment (Single-Purpose vs. Multi-Purpose Vouchers)
- Fast Checkout
- Management of Group Vouchers (for Hotel Groups)
- Clear lists of all vouchers received and redeemed
- Automatic import of gift certificates sold on the website (via integration with external gift certificate systems)
ASA HOTEL offers highly granular management of user permissions (who is allowed to view, edit, delete, print, etc.). However, the options provided as part of security management also have a practical side benefit: they make it possible—as a small contribution to user-friendliness—to hide all functions that a particular workstation does not need. This way, all team members can work with a user interface that’s as streamlined as possible and, should the need arise (e.g., for a vacation replacement), receive additional permissions that are transferred directly.
The Housekeeping Manager contains all the important information needed for efficient housekeeping and is very easy to use. There is no longer a need for printed lists, and communication between housekeeping and the front desk takes place in real time. This allows the front desk team to know which rooms are ready for check-in and to prioritize the cleaning of specific rooms. The necessary tasks are reliably completed, and housekeeping is organized in an efficient and structured manner.
- Overview of all tasks by room, floor, and building
- No printed lists
- Occupancy Information (Guest/Employee in the Room?)
- Real-time room status (clean, dirty)
- Task Description (How should each task be performed?)
- Key Metrics (Total Check-Ins and Check-Outs, etc.)
- Prioritizing Rooms
- Minibar Management
- Messages for the Front Desk
- Guest Information & Requests
- Customizable service schedule (e.g., welcome card upon arrival, bathrobe changed every other day, final cleaning with disinfection upon departure)
With this tool, you can create new tasks on the go and edit existing tasks—either directly in the room plan or through your own task web app.
