Connecting reservation engines and supply databases into a synchronized ledger to prevent multi-channel guest scheduling conflicts via the custom Stayrooms application.
Our client, Hotethepride, a boutique hotel chain managed by Mr. Sarthak Kalia, was facing recurring operational challenges. They managed guest reservations across multiple Online Travel Agencies (OTAs like Booking.com, Agoda) and their own site booking engine using fragmented local spreadsheets.
Because there was no real-time sync between OTA channel managers and the internal room allotment sheets, properties experienced a **15% average overbooking rate** during peak seasons. Staff had to constantly call guests to cancel bookings or purchase last-minute rooms at competitor hotels, costing the chain over ₹2,50,000 in refunds and severely damaging their TripAdvisor brand scores.
In addition, the hotel's kitchen inventory was managed entirely on paper, leading to massive stock waste and ingredients expiring before use.
CodePilotx designed and configured a customized **Enterprise Resource Planning (ERP) Integration Framework named Stayrooms** based on Odoo's open-source modules. The solution connected properties, vendors, and booking channels into a single database ledger:
We built custom API listeners that connect OTA managers to Odoo's Central Allotment database. When a guest books a room on Agoda, the engine automatically checks inventory status and broadcasts a revised, reduced room count to Booking.com, Expedia, and the internal sales desk in under 2 seconds.
We linked the kitchen inventory list to guest bookings. The ERP automatically projects ingredient requirements for the next 7 days based on check-in logs and meal preferences, generating purchase orders for local vendors only when stock drops below critical safety points.
All room bookings, restaurant bills, and laundry tickets are linked to the guest's profile. Upon checkout, a unified, itemized GST-compliant invoice is compiled automatically, eliminating manual reconciliation tasks for the reception team.
The consolidated ERP system achieved remarkable operational efficiency within the first two quarters of deployment:
• **Zero Overbookings**: Multi-channel sync completely eliminated double bookings, protecting brand
scores and preventing guest relocations.
• **Procurement Efficiency**: Real-time kitchen tracking cut inventory waste by **18%**, yielding
direct monthly savings on produce purchases.
• **Faster Guest Turnover**: Unified billing reduced check-out times to under 3 minutes, enhancing
receptionist productivity.
"By connecting our reservations directly to our billing and inventory ERP via the custom Stayrooms app, CodePilotx solved a problem that has plagued our operations for years. We now have absolute clarity on stock and bookings."