Hotel Management System Project in PHP with Source Code and Report

If you search for a hotel management system project in PHP with source code you get two kinds of results: free zips that stop at a login page and were written for PHP 5, and project-report PDFs that describe a system you cannot download. A final-year submission needs both: running code you can demo, and a report that matches it table for table. This guide walks through what the Hotel Management System in PHP contains, how to set it up on XAMPP, what the report chapters must cover and the viva questions you should be ready for.

What the project does

A front-desk system for one hotel: room types with rates, rooms, a guest register, reservations with an availability check, a month calendar, check-in and check-out, a folio with extra charges and payments, a printable invoice with tax, housekeeping status, three staff roles, monthly reports and a public page where a guest checks availability and sends a booking request. Eleven MySQL tables: room_types, rooms, guests, bookings, booking_charges, payments, invoices, settings, admin_users, login_attempts and counters.

The design decisions examiners ask about

1. A booking occupies nights, not days

A booking runs from check_in inclusive to check_out exclusive. Two bookings on the same room overlap when one starts before the other ends and ends after the other starts. Because the end date is exclusive, a guest leaving on the 10th and a guest arriving on the 10th can share a room. Say that in the viva and you have answered the hardest question.

2. Prices are copied, not referenced

room_types.base_rate is the current price. bookings.rate is what this guest agreed, copied at booking time. Change the type's price next season and old bookings keep their totals. The invoice goes one step further: invoices stores room total, extras, tax percentage, tax amount, grand total and balance, frozen at check-out.

3. Concurrency is handled in the database

Before a booking is inserted, the room row is locked with SELECT ... FOR UPDATE inside a transaction and the availability query runs again. Two front-desk sessions that reserve the same room at the same moment produce one booking, not two. Check-out uses an update that only succeeds while the booking is still checked in, and the invoice is written only when exactly one row changed, so a double click cannot produce two invoices.

Those three points, plus the one-to-many links (room type to rooms, guest to bookings, room to bookings, booking to charges, payments and invoice), are the whole ER diagram.

Setting it up on XAMPP

1. Install XAMPP and start Apache and MySQL.
2. Copy the hotel_manager folder into htdocs.
3. In phpMyAdmin create a database (for example hotel_db) and import sql/schema.sql. You should see 11 tables.
4. Open config.php and set the database name, user and password (root with no password on XAMPP).
5. Open http://localhost/hotel_manager/login.php, log in with admin / admin123, change the password, then add room types and rooms.
6. Make a test booking from New Booking, check it in, add a charge, check it out and print the invoice.

What the project report must contain

Chapter	What to put in it for this project
Abstract	One paragraph: front desk plus public request page, PHP/MySQL, 11 tables, the availability and invoice logic.
1. Introduction	Problem (double bookings, paper registers, bills that do not match the stay), objectives, scope.
2. System analysis	Existing vs proposed, feasibility, functional and non-functional requirements, hardware and software.
3. System design	Architecture, the three roles, modules with their tables, DFD level 0 and 1, ER relationships, use cases.
4. Database design	Every table with its columns, types and keys, taken from the shipped schema.sql.
5. Implementation	Stack, folder structure, install steps, how a booking flows to an invoice, security measures.
6. Testing	Overlapping dates, same-day turnover, capacity, early departure, payment above balance, double check-out, SQL injection attempt, CSRF.
7. Screenshots	Your own installation: dashboard, new booking, folio, invoice, calendar, public page.
8. Conclusion and future scope	Seasonal rates, online payment, SMS confirmations, channel manager, multi-property.

The download includes a college-project-pack folder with this report as a Word template (the table-design chapter is generated from the shipped schema.sql, so it matches the database you install), viva questions with model answers, and a README on how to declare the base code. See PHP projects for college students.

Sample viva questions

Q. How do you know a room is free? No reserved or checked-in booking on that room has a check-in before the requested check-out and a check-out after the requested check-in.

Q. Why copy the rate into the booking? So a later price change never alters an existing booking or an issued invoice.

Q. How is a double booking prevented when two clerks click at once? The room row is locked in a transaction and availability is re-checked before the insert.

Q. Why does check-out adjust the nights? The guest pays for the nights actually stayed; an early departure shortens the stay and an overstay extends it.

Q. How do you prevent SQL injection? Every query uses prepared statements; input is validated on the server and escaped on output.

How to make it your own

• Add a seasonal rate table and use it when pricing a booking.
• Add an occupancy chart to the reports page.
• Add email confirmation when a request is confirmed.
• Add a GSTIN field and a tax-invoice number series.

A word on originality

Using licensed source code as the base of a project is normal, but your college expects the submission to be your work and outside code to be declared. Keep the declaration paragraph in the implementation chapter, add what you built, write the report in your own words and check your university's plagiarism policy. Read our PHP source code commercial licence guide first if licences are new to you.

Ready to start? The Hotel Management System in PHP ships with the full source code, the database, the project report template and the viva questions in one download.