Best Hotel Accounting Software: Sector-Specific Features, Costs & More 2025

Our research and testing determined that Zoho Books is the best accounting software out there for hotels, due to its intuitive interface that’s a breeze to get started on, robust book balancing features, and decent app library that lets you connect with other systems to manage processes like reservations and sales.

Larger hotels will be better off going for Xero, as the software has better cash flow projection features, and it’s able to track fixed assets, making it particularly useful for businesses tracking furniture and other hotel equipment.

We’ve done the hard work for you, vigorously testing and researching the best accounting software on the market, to help you decide which will be the right pick for your hotel. Read on to learn more, or use our free comparison tool to get the best deals immediately.

In this guide:

• Best Hotel Accounting Software
• What to Look for in Hotel Accounting Software
• Benefits of Accounting Software for Hotels
• Our Methodology: How Did We Evaluate Hotel Accounting Software?
• Verdict: What’s the Best Accounting Software for Hotels?

Best Hotel Accounting Software

From room booking to food and beverages to events, hotels rely on multiple revenue streams. Hotel accounting software can help you keep track of these transactions, and prevent mismanagement from occurring.

Read on to learn about our top picks in ascending order, or use the links below to jump to a specific section:

1. Zoho Books – Best hotel accounting software overall
2. Xero – Best for established, chain hotels
3. QuickBooks – Best for independent and boutique hotels
4. FreeAgent – Best for budget-conscious hotels 
5. FreshBooks – Best for hotel accounting software beginners

1. Zoho Books

• Best accounting software for hotels overall
• Price from: $15 per month 

If you’re on the hunt for new accounting software for your hotel, Zoho Books should be on your radar.

Despite not boasting as much name recognition as QuickBooks and Xero, our research found Zoho Books to offer a wider selection of key accounting features – from generous invoicing limits to time tracking tools. This combined with its slick, modern interface, will make it a good option for hotels looking to manage their finances with ease.

Zoho Books also offers a useful cash flow projection tool to help hoteliers predict future earnings and expenses, as well as budgeting tools that can be used to create budgets for specific time periods, and expense accounts. These capabilities make Zoho Books especially useful for hotels that are serious about boosting their financial performance, especially compared to competitors like FreshBooks and Clear Books.

Editing an invoice was easy for our team, with clear indicators for all sections and a simple, intuitive layout. Source: Tech.co testing

Whether you’re a busy operations manager or in-house accountant, hotel staff already have a lot on their plate. So a big reason why Zoho Books earned its top position is because it’s extremely easy to use. It actually performed the best in our user experience research, due to its modern design, well sign posted sidebar, and familiar, pre-populated layouts.

“The navigation was straightforward, especially around invoices and quotes—I didn’t really need to leave that section once I was in it.” – A member of Tech.co’s user testing team

Compared to more information-heavy platforms like Xero and QuickBooks, Zoho Books’ interface was uncluttered and took little time to get to grips with. Our team of user testers found Zoho Books particularly easy to handle simple bookkeeping processes, suggesting that the platform will suit the needs of smaller hotels using accounting software to send off invoices and quotes.

The setup process for Zoho Books was simple, providing us with a step-by-step guide to tackle the basics. Source: Tech.co testing

Zoho Books’ AppStore, which lets you connect with over 100 third-party apps, doesn’t quite match Xero’s offering of 1000+, but its selection does include lots of options hotels may find useful. For example, Zoho Books integrates with POS systems like Lightspeed and POS, and various payment gateways like Stripe and PayPal, enabling you to accept a wide range of online payments for bookings.

Zoho Books also seamlessly connects with Zoho Bookings, an AI-powered appointment-scheduling software that can be used to manage room reservations, service bookings, events, and more.

Zoho Books pricing

Zoho Books offers five different pricing plans, with costs ranging from $15 to $240 per month.

Its Standard plan is an affordable option for smaller lodgings, offering a three-person user limit, the ability to track up to 5,000 expenses, and 10 reporting options. If you want to unlock more flexible user or expense limits, we’d recommend it’s Professional or Premium plan, while Zoho Books Elite is the only tier that lets you manage inventory.

You can also get started with Zoho Books for free, as long as your hotel’s annual revenue is less than $50,000. See how Zoho Books’ plans below side-by-side below:

2. Xero

• Best for established, chain hotels
• Price from: $20 per month 

Xero is a well-established accounting system that is best known for its robust bookkeeping features, useful cash flow management tools, and an impressive selection of third-party integrations.

After putting Xero under a microscope, we found that the platform offered the best AI automation features out of any other software we tested, making it an especially great fit for larger hotels that would benefit the most from being able to augment and streamline common processes, leaving staff more time to focus on the hospitality experience.

While Xero’s book balancing features aren’t quite as robust as Zoho Books’ the platform offers a wealth of useful core accounting capabilities to help hotels manage their finances efficiently. When we tested Xero, were particularly impressed with its invoicing features.

The piece of software lets you create clients, enter descriptions, and manage different currencies with ease, and the platform’s pre-populated email fields also helped to streamline the processes by reducing the need to enter data manually.

When we tried our Xero, we found creating invoices with the platform really straightforward. Source: Tech.co user testing

From managing diverse revenue streams to dealing with fluctuating seasonal demands, handling the finances of hotels is no easy feat. Xero’s in-built cash flow forecasting tools help users gain a clear understanding of their hotel’s financial position by providing them with a snapshot of their cash position for the next 7 or 30 days and helping them predict upcoming bills and invoices.

Xero’s industry-leading App Store also connects with a wealth of robust cash flow forecasting tools like Float and Help, which will benefit established hotels requiring very advanced insights into their financial health, and cash flow projection tools with longer timeframes.

Xero’s profit and loss features give you a detailed overview over your businesses financial health. Source: Tech.co user testing

Manual data entry can be a huge waste of time for busy front desks. Fortunately, Xero’s useful AI features can streamline a range of time-consuming processes. The platform uses AI to automatically match bank transactions with accounting records, and classify expenses. The platform also automatically categorizes budgets and forecasts, which gives it a leg up over QuickBooks and Zoho Books which don’t currently offer this feature.

Xero pricing

Xero offers three different pricing options for hotels.

Its Early plan ($20 per month) is the provider’s entry-level plan and will be a good choice for smaller lodgings like motels and BnBs. However, if you need to send over 20 invoices and enter over five bills a month, you’d be better off going for its Growing, or Established package.

Xero is currently running a promotional deal that gives businesses 90% off their plans for the first three months, helping to make the platform more accessible in the short term.

Xero’s plans also have no user limits. This is very rare for accounting platforms, with other providers on this list enforcing strict user caps on most plans. This is just another reason why Xero is a great option for larger hotels, especially if they require multiple different staff members to manage finances together at the same time.

See how Xero’s plans compare at a glance below:

3. QuickBooks

• Best for growing hotels
• Price from: $35 per month

QuickBooks is a robust accounting software with bookkeeping features that give Zoho Books and Xero a run for their money. The platform also has a much more streamlined setup process and slicker interface than Xero, catering well for hotels using accounting software for the first time.

However, our research found that QuickBooks’ variety of pre-built reports makes it an especially good choice for hotels interested in using in-depth financial reports to grow their customer base and overcome challenges. The software’s growth tools also lend themselves well to independent boutique hotels and those with strong seasonal fluctuations.

QuickBooks’ beginner-friendly set-up guide made getting started with the platform a dream. The platform provided us with helpful tooltips to help us navigate the process, and its well-organized dashboard made it simple for us to access core features.

QuickBooks lets you set up recurring invoices, automatic invoice sending, and more. Source: Tech.co user testing

However, when we tested QuickBooks we found that completing certain tasks, like setting tax rates and creating expenses, was a bit confusing and required a lot of manual steps. Due to its slightly steep learning curve, we found the platform is less suitable for beginners than alternatives like Zoho Books and FreshBooks.

Like Xero, QuickBooks also offers its very own payroll platform – QuickBooks Payroll – that hoteliers can use to manage payment processes, tax deductions, and more. QuickBooks also boasts powerful cash flow projection tools to help hotels manage their finances effectively. For example, its Cash Flow Planner provides visual representations of your projected cash flow over a chosen period. The tool also lets you set a minimum cash flow threshold and sends alerts if your balance drops below that level.

We were able to create in-depth reporting dashboards with QuickBooks, but the learning curve was a bit steep. Source: Tech.co testing

QuickBooks also excels and reporting and analytics. The platform lets you create custom reports to match your hotel’s specific needs, and import customers and invoices using CVS files. Depending on your chosen package, QuickBooks also offers up to 60 pre-built reports to help you measure a variety of key metrics, including profit and loss, sales per customer, expense by vendor, and more.

QuickBooks’ customizable reporting features, in conjunction with its Cash Flow Planner, make it a great choice for independent boutique hotels that operate in a competitive landscape and don’t have the resources to invest in external financial management tools.

QuickBooks pricing

QuickBooks lets you choose between five pricing plans, with prices ranging from $20 to $235 per month.

Its entry-level Solopreneur is the most affordable but lacks accounts receivable and budget forecasting features, so won’t be able to meet the needs of most hotels. Its Simple Start package ($35 per month) offers lots more useful accounting features, but if you need to unlock greater user limits we’d advise opting for a more advanced plan.

QuickBooks is also running a special deal which gives you 50% off its accounting plans for the first 3 months. See how its plans compare below:

4. FreeAgent

• Best for budget-conscious hotels 
• Price from: $22.50 per month

FreeAgent is a beginner-friendly accounting software with a straightforward pricing model, making it a reliable option for smaller hotels, and people using accounting software for the first time. FreeAgent’s clear layout won over our team of user testers, and we were also impressed with how the platform simplified complex accounting tasks.

The best thing about FreeAgent? It doesn’t charge for additional users — making it the most cost-effective accounting platform on this list, especially for hotels that require lots of users to access the software.

Despite FreeAgent’s straightforward interface, the platform also offers some stand-out capabilities – including its Tax Timeline tool which gives you a clear overview of future tax dates and payments.

“It notifies you within the main dashboard—like your tax timeline—of what’s expected and when it’s due. Unlike other platforms, it really felt trustworthy in keeping you on track.” – A member of Tech.co’s user testing team

The platform also has a Cash Flow Functionality which calculates your cash flow and automatically updates it based on your bank balance, invoices, bills, and more. Unlike with providers like FreshBooks, you won’t have to upgrade to a pricy plan to unlock these features, lowering the barrier to entry for hotels with smaller budgets.

The FreeAgent dashboard provided us with a snapshot of your business’ financial situation. Source: Tech.co testing

However, FreeAgent lacks advanced features you’d find in more robust systems like Zoho Books and Xero like automatic account codes and options for multiple delivery addresses. Its App Store, which is home to 75 third-party integrations, is also more limited than lots of competitors. It only connects with one POS system too (Goodtill), making FreeAgent less suitable for larger, established hotels with complex operations.

FreeAgent pricing

FreeAgent’s pricing structure is very straightforward compared to other accounting platforms. The provider only offers one plan and it costs $22.50 per month when billed annually, and doesn’t incur charges for extra users — making it the most affordable accounting platform on this list.

With FreeAgent’s promotional offer, businesses get 50% off for the first year, bringing its price down to $11.25 per month.

5. FreshBooks

• Best for accounting software beginners
• From: $19 per month

If you’re looking for a fail-safe accounting platform, but don’t have heaps of time to invest in navigating a more complex platform like QuickBooks or Xero, look to FreshBooks.

FreshBooks is easy to get started on and helps novice users manage simple accounting processes with ease. If you were to get stuck, the platform’s helpdesk is on hand 24/7 to help you smooth out problems. However, despite FreshBooks’ perks, its lack of cash flow forecasting tools could be a deterrent for hotels serious about safeguarding their future finances.

FreshBooks offers all the accounting features you need to manage simple processes with ease, including customizable invoices, automatic tax calculations, time tracking, and more.

When we tested the platform out, we found that its user-friendly platform simplifies a lot of complex processes too, particularly when it came to converting quotes into invoices. We were also impressed with the software’s clear signposting, and how easy this made it to access key features quickly.

FreshBooks makes managing invoices straightforward. Source: Tech.co user testing

Hotels don’t operate during traditional business hours. So if you encounter any issues with the software you can use FreshBooks 24/7 AI chatbot to resolve them. The platform also lets you connect with a human agent,  offers video tutorials, and a useful knowledge center, making its customer support center the best we’ve researched, tied with QuickBooks.

However, after we tested out FreshBooks’ knowledge center we struggled to find support on certain subjects like ‘tax returns’, suggesting that the portal is slightly less comprehensive than those offered by rivals like QuickBooks and Xero.

FreshBooks lets you track time with the timer, or by logging time manually. Source: Tech.co user testing

While FreshBooks will be able to meet the needs of most small lodgings, its lack of advanced financial management tools could be a dealbreaker for bigger hotels. Not only does FreshBook miss out on useful cash flow projection tools, but it also doesn’t let you tailor reports to your specific needs. If you’d like to mitigate cash flow problems before they emerge, you’d be better off opting for an alternative like Xero, QuickBooks or Zoho Books, instead.

Learn more about how the provider compares to QuickBooks in our QuickBooks vs FreshBooks review.

FreshBooks pricing

FreshBooks offers four pricing plans for hotels to choose from: Lite, Plus, Premium, and Select.

Its Lite plan ($19 per month) lets you create and send estimates, track expenses in real-time, and send invoices to five clients a month, making it suitable for smaller hotels with relatively simple accounting needs.

FreshBooks Plus caters to hotels with up to 50 clients, and offers much stronger reporting tools, while Premium and Select gives you access to FreshBooks’ full suite of features, and is better suited to larger hotels with more complex financial processes.

FreshBooks’ current deal gives you 60% off plans for the first six months too, helping to make the service even more affordable. See how its plans compare below:

Benefits of Accounting Software for Hotels & Other Businesses

The best accounting software for hotels must address the three core needs that our research shows small businesses require: A flexible interface, a fair price, and a strong support team. But that’s not all you’ll get. Hotel-specific accounting software includes the ability to:

• Track reservations: Hotels will need a system that handles a calendar for reserving rooms a year or farther in advance. Any accounting system that tracks this future income while logging any cancellations can save managers endless hours of tracking these details by hand.
• Handle room service: When guests call for room service, your accounting service should be able to record the sale for the guest’s final checkout.
• Check the financial status of your hotel at a glance: Good data reporting tools will mean you can auto-generate profit-and-loss reports for each day, week, or quarter.
• Manage all staff: A hotel comes with many different types of workers, and the right system can track each one in turn, including management, maintenance, housekeeping, kitchen, front desk, and wait staff. Payroll may be available, either through the service or with an integration.

An accounting system can automate many of the above functions, ultimately saving a hotel dozens of hours of work each day.

Want to upgrade how you communicate with guests? Check out our guide to hotel phone systems.

What to Look for in Hotel Accounting Software

While many other businesses just sell products, the hospitality industry sells an experience, which makes ensuring a painless, streamlined service even more important.

You’ll need to consider what unusual or rare software features you’ll need to log every expense associated with your hotel, bed and breakfast, or event convention center. Here are a few considerations to start with:

• Software that can handle room pricing changes – The same room will go for more money as the weekend or a holiday nears, but you’ll need to have software that handles surge pricing to take full advantage.
• Managing income for special events – Hosting large events can be a major source of income for many hotels or restaurants, but it requires a budget for cleaning, catering, and potential overtime. Does your software allow you to budget accordingly? An integration with your POS solution can be useful.
• Integrations – POS isn’t the only integration you may need. From CRM to marketing and hospitality-specific needs, including catering and dry cleaning, the right integrations will help your entire tech stack remain easy to use.
• Scalability – If your hotel expands or franchises out, you’ll want an accounting service that is cost-effective and able to handle the additional terminals or locations that you’ll be adding. It will also need to allow funds to flow to where they are needed most.

How We Research and Compare Accounting Systems