PMS integration: Beginners guide for small properties

What is PMS integration?

PMS (property management system) integration is all about connecting your PMS with other tools you use to run your hotel. Think of it like getting all your software to talk to each other, so everything works smoothly behind the scenes.

Instead of manually updating bookings or processing payments separately, a hotel PMS integration makes sure all your systems—like booking engines, channel managers, or payment gateways—are linked. This way, when a guest books a room online, it shows up instantly in your PMS, without any extra work on your part.

What is a PMS interface?

A PMS interface is essentially the bridge that connects your PMS with other software systems. It allows data to flow between them so that everything from bookings to payments stays in sync.

For example, if your PMS is integrated with a channel manager, the interface will ensure that when a room is booked through an OTA, your PMS updates automatically. No need to worry about double bookings or updating availability manually. It’s like having a smooth communication line between all your systems, keeping things running effortlessly.

In this guide, we’ll break down everything you need to know about PMS integration for small properties.

PMS integration made easier with Little Hotelier

Little Hotelier makes PMS integration a breeze for small properties, offering an all-in-one platform, seamless OTA and payment gateway connection, and a simple setup - no headaches, guaranteed.

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Why is PMS integration essential for small properties?

For small properties like B&Bs, guest houses, or inns, PMS integration gives you back your time. It allows you to automate time-consuming tasks, reduce manual work, and keep everything—from bookings to payments—in one place.

Without integration, you’re stuck juggling multiple platforms, which not only eats into your time but also increases the risk of errors. With PMS integration, your systems work together seamlessly, so things like guest check-ins, room availability, and pricing updates happen automatically. This means you can spend less time on admin and more time focusing on your guests.

Key features to choose the right PMS integration solution

Choosing the right hotel PMS integration solution is crucial for ensuring seamless operations. It’s important to focus on features that suit your property’s needs. Here’s what to look for:

• Automation of core tasks. Look for a system that automates key operations like updating room availability, managing bookings, and processing payments. This will save you from the hassle of manual updates and reduce the risk of overbookings or missed payments.
• Streamlined operations. Your PMS should simplify day-to-day tasks by connecting all your systems—whether it’s handling guest check-ins, updating pricing in real-time, or syncing with OTAs. A good integration will ensure smooth communication between all platforms, reducing manual effort and errors.
• Cost-effectiveness. While PMS integrations can vary in price, it’s important to find one that offers great value for money. Look for affordable options that align with your budget, while still providing the key integrations that will help grow your business.
• Ease of use. The integration process should be simple, even for those without technical expertise. A user-friendly interface, combined with clear setup instructions and support, can make a huge difference in how quickly you can get things running.

Top PMS integrations and how to implement them

To get the most out of your PMS, it’s crucial to choose integrations that enhance different areas of your property management. Here are some of the top PMS integrations to consider, along with how they can be implemented:

Channel management integration

Property management system integration ensures your key tools like channel managers and payment gateways work together effortlessly. This integration connects your PMS to multiple OTAs (like Booking.com or Airbnb), allowing you to update availability and pricing across all platforms in real-time. 

While a one-way integration can update your bookings, a two-way integration offers real-time synchronisation for both pricing and availability, preventing double bookings. To implement, look for a PMS that integrates with a channel manager, then sync your OTA accounts directly through the system.

Facilities & operations integration

Hotel system integration helps streamline housekeeping and maintenance tasks through automation by linking your PMS to tools that manage housekeeping, maintenance, or guest requests. For example, you can automatically schedule cleaning tasks when a guest checks out. Simply choose a PMS that offers these integrations and set up workflows to automate day-to-day operations.

Payment gateway and POS integration

This integration connects your PMS with payment gateways or point-of-sale (POS) systems, allowing you to handle guest payments and transactions smoothly. Whether it’s processing online bookings or payments at check-out, integrating a reliable payment system ensures quick and secure transactions. To set it up, link your PMS to your preferred payment provider.

CRM integration

Customer relationship management (CRM) integration helps you personalise guest experiences by tracking preferences and interactions.  This can boost guest loyalty and repeat business. Implementing CRM integration usually involves syncing your PMS with a dedicated CRM system to ensure guest data is automatically updated.

Mobile-friendly PMS

Mobile integration allows you to manage your property from anywhere—whether it’s updating bookings or checking in guests on the go. Implement this by ensuring your PMS has a mobile app or responsive design for easy access on devices.

Revenue management integration

For properties working with global distribution systems (GDS), a property management system and GDS integration can help maximise exposure. This tool helps automatically adjust room rates based on demand, competition, and occupancy. Choose a PMS that integrates with revenue management software and set it to update rates in real-time.

Upselling integrations

Maximise your revenue by integrating upselling tools into your PMS. These tools can offer guests room upgrades or additional services during the booking process or before arrival. Set up an integration that allows these upsell offers to be automatically sent to guests based on their preferences or booking history.

Of course, with an all-in-one solution like Little Hotelier you get all of your most important core integrations included in a single system.

Since implementing Little Hotelier, our staff are happier, our customers more satisfied, and to top it all off we’re SAVING money. Everything we need is right at our fingertips, making it simple to track our progress and make informed decisions to benefit our business.

Meg Hollins,

Marketing & Events Manager

Holbrook Hotel

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How PMS integrations work for different property types

Different types of small properties have unique needs, and the right PMS integrations can help tailor operations to meet those demands. Here’s a look at how PMS integrations can be customised for specific property types:

Bed and breakfast

For a B&B, managing direct bookings and personalising guest experiences are key priorities. A channel manager integration ensures that room availability is always up to date across all OTAs and your direct booking engine, preventing overbookings. Additionally, integrating with a CRM helps track guest preferences, allowing you to personalise each stay. Offering payment flexibility through a payment gateway integration is also crucial, enabling easy, secure payments for guests who book directly or through third parties.

Guest house

Guest houses typically have fewer rooms but often manage multiple booking channels. A facilities and housekeeping integration can streamline operations, automatically assigning tasks to staff based on guest check-ins and check-outs. This ensures the property runs smoothly, even with minimal staff. For properties focusing on guest satisfaction, a guest messaging integration allows for direct communication with guests via email or SMS, keeping them informed about check-in times, special offers, and local recommendations.

Motel or inn

Motels and inns often cater to travellers looking for quick, convenient stays, so a mobile-friendly PMS integration is essential. This allows staff to manage check-ins and bookings on the go, from a mobile device. For motels focused on revenue, a revenue management integration helps dynamically adjust pricing to maximise occupancy and profits, especially during peak seasons. A POS integration also allows for faster payment processing, especially useful for walk-in guests who require quick service.

By Dean Elphick

Dean is the Senior Content Marketing Specialist of Little Hotelier, the all-in-one software solution purpose-built to make the lives of small accommodation providers easier. Dean has made writing and creating content his passion for the entirety of his professional life, which includes more than six years at Little Hotelier. Through content, Dean aims to provide education, inspiration, assistance, and, ultimately, value for small accommodation businesses looking to improve the way they run their operations (and live their life).