The welcome letter pulls the room number from the live booking.
Documents and files that live on the same database as bookings, guests, and deals. A signed contract knows its deal. An inspection photo knows its room.
Documents that read from operations
The document knows the guest.
The front desk manager creates a welcome letter with three merge fields: guest first name, confirmation code, room number. The fields pull from the live booking database. No copy-paste from the reservation system.
The guest upgrades rooms. The merge field resolves to the new room on the next render. A banquet event order for a group booking pulls event details, menu selections, and guest counts from the deal record. The document updates when the deal updates.
Google Docs does not know the guest's room number.
The difference between a document tool and a document tool on an operational database.
Every file knows which booking it belongs to.
Inspection photos from room checks, signed group contracts from the electronic signature flow, and guest ID scans from the check-in process. All auto-filed under the guest's contact record and the booking reference. Nobody downloads, renames, and re-uploads into folders.
Every file is accessible from the sales workspace, the operations dashboard, and the file browser. Searchable by contact, booking, deal, or event. Ten gigabytes included. Additional storage at EUR 9/$10 per 100 gigabytes.
The guest filled out a form. The booking updated.
A pre-arrival preferences form asks the guest for pillow type, dietary restrictions, and airport transfer time. The responses write directly to the booking record. Housekeeping sees the pillow preference. The kitchen sees the dietary note. The concierge sees the transfer time. No staff member re-enters the data.
A post-stay survey collects satisfaction scores. The scores attach to the booking, the room, and the housekeeper who serviced it. The general manager sees which rooms and which staff consistently score above or below average.
A group event banquet order is drafted with merge fields from the group booking.
The document routes for approval and electronic signature. The signed document auto-files under the deal, the contact, and the event.
Accessible from the sales workspace, the operations dashboard, and the file browser. No file management.
What it costs
Work costs EUR 4/$5 per month flat rate. Includes file storage (10 gigabytes), presentations, documents, spreadsheets, and forms. Additional storage at EUR 9/$10 per 100 gigabytes. Not per user for the base suite.
Google Workspace costs $6-18 per user per month. Microsoft 365 costs $6-22 per user per month. Neither can pull a guest's room number into a welcome letter from a live booking database.
Neither auto-files a signed contract under the deal record. This suite costs EUR 4/$5 per month total, and every document connects to the operational database.