The verdict in three sentences
A costed requirements spec turns a fuzzy hotel project into a controlled quote: it fixes the modules, the integrations (PMS, POS, channel manager) and the timelines before the first euro is spent. For a Miami hotel group of 3 to 6 properties, the realistic 2026 envelope runs from EUR 45,000 to 120,000 depending on module count. The secret to a budget that holds: split into blocks, prioritize V1, and cost each integration separately.
Budget by module
Hotel-group software is never monolithic. Here are the building blocks of a typical spec, with their budget weight.
| Module | Budget EUR | Timeline |
|---|---|---|
| Multi-property central booking | 12,000 - 25,000 | 5-8 wks |
| PMS integration (Mews, Opera) | 6,000 - 14,000 | 3-5 wks |
| Restaurant POS integration | 5,000 - 11,000 | 3-4 wks |
| Channel manager (OTA, Booking) | 7,000 - 15,000 | 4-6 wks |
| Revenue management dashboard | 8,000 - 18,000 | 4-7 wks |
| Guest/loyalty portal | 6,000 - 14,000 | 4-6 wks |
| Mobile housekeeping | 4,000 - 9,000 | 2-4 wks |
| Training + data migration | 3,000 - 7,000 | 2-3 wks |
A group just starting does not take all 8 modules at once. A V1 centered on central booking + PMS + POS costs EUR 23,000 to 50,000 and covers 70 % of the value.
Workflows and integrations to specify
The spec must describe business workflows, not just screens. Here are the points that swing a quote from single to double if poorly specified.
| Point to specify | Impact if fuzzy | Range EUR |
|---|---|---|
| Dynamic pricing rules | High | +8,000 - 18,000 |
| Real-time OTA sync | High | +7,000 - 15,000 |
| Multi-site accounting consolidation | Medium | +5,000 - 12,000 |
| Group/event management | Medium | +4,000 - 10,000 |
| Guest multilingual EN/FR | Low | +2,000 - 5,000 |
| GDPR guest-data compliance | Mandatory | +3,000 - 6,000 |
The rule: every fuzzy line in the spec becomes a change order mid-project. A well-costed spec saves on average 12 to 18 % of total budget by avoiding change orders.
Mini case study
Sophie, operations director of a 4-hotel group in Miami, currently runs 4 disconnected PMS and consolidates figures in Excel, i.e. 5 days/month of work for her management control.
Her costed spec: central booking (20,000) + PMS integration x4 (12,000) + revenue management (14,000) + accounting consolidation (9,000) + training (5,000) = EUR 60,000 in V1, plus EUR 9,000/year maintenance. Removing the 5 days/month of consolidation valued at EUR 320/day, she saves EUR 19,200/year, and revenue management lifts RevPAR by 3 to 5 %. Payback on admin savings alone: about 38 months, cut under 24 months with the RevPAR gain.
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FAQ
How much does a well-made hotel spec cost?
The scoping and drafting phase is EUR 3,000 to 7,000. It is an investment that saves 12 to 18 % of total budget by avoiding change orders.
What envelope for a hotel-group V1?
A V1 of central booking + PMS + POS costs EUR 23,000 to 50,000 and covers 70 % of the value. Advanced modules follow.
Should the channel manager be included from the start?
If you rely heavily on OTAs (Booking, Expedia), yes: EUR 7,000 to 15,000. Real-time sync avoids overbooking and lost commissions.
How long to deploy across 4 properties?
Budget 16 to 26 weeks for a full V1 across 4 sites, PMS integrations included. Training adds 2 to 3 weeks.
Is revenue management worth it?
This EUR 8,000 to 18,000 module lifts RevPAR by 3 to 5 % on average. For a 4-hotel group, it often pays back in under 2 years.
Let's scope your project. Tell us your property count, current PMS and priorities (booking, revenue, loyalty): we draft a costed, module-by-module spec. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
