Hotel Management System

Hotel Management System in PHP: what it is

A self-hosted front-desk system for one property: a small hotel, guest house, resort or homestay. It is plain PHP 8 with MySQL, written by PHPGuru from our own base kit, and you receive every file unobfuscated with a complete database script. There is no framework to learn, no Composer step and no subscription. Install it on shared hosting, a VPS or XAMPP in ten minutes (see the installation guide).

Before buying, click through the preview pages: they are static captures of the real screens with sample data, so you can see the dashboard, the calendar, a booking folio and an invoice exactly as the software renders them.

Who it is for

• Independent hotels and guest houses (roughly 5 to 60 rooms) that run the front desk on a register or a spreadsheet and want bookings, check-ins and bills in one place.
• Resorts and homestays that take bookings by phone, WhatsApp and walk-in and need one availability view so a room is never given twice.
• Freelance developers and agencies who deliver a hotel system to a client and want a clean, small codebase to customise, with a commercial licence that allows client work.
• Students who need a real booking-and-billing system with a normalised schema for a final-year project; the download includes the college project pack.

It is not a channel manager or an online payment gateway: it does not sync with Booking.com or Airbnb and does not take card payments online. Guests send a booking request from the public page; the hotel confirms it. The full list of what is not included is further down.

What you get, screen by screen

Reservations and availability

Enter check-in and check-out dates and the system lists only the rooms that are free for every night, excluding rooms under maintenance. A booking occupies the nights from check-in up to (not including) check-out, so a departure and an arrival on the same day can share a room. Overlapping bookings are impossible even when two receptionists reserve the same room at the same second: the room row is locked while the booking is written. The rate is copied into the booking when it is made, so changing a room type's price later never alters existing bookings; a manager or admin can enter a negotiated rate for one booking.

Check-in, folio and check-out

Check-in is allowed on or after the booking date and only into a room marked clean. During the stay the folio collects extra charges (room service, laundry, extra bed) and payments by cash, UPI, card or bank transfer, and shows the running balance with the tax estimate. Check-out issues the invoice in one step, adjusts the nights if the guest leaves early or late, and marks the room for housekeeping. Payments can never exceed what is due; a cancelled booking that had an advance shows the amount to refund.

Invoice

One invoice per booking, numbered in sequence, with the room charges, each extra, the tax line (label and percentage from your settings, for example GST 12%), payments received and the balance. The figures are frozen on the invoice, so a later change to the tax rate does not touch old invoices. Print it from the browser.

Calendar, housekeeping and dashboard

The calendar shows every room for the month with reserved and in-house nights; click a cell to open the booking. Housekeeping lists rooms that need cleaning first. The dashboard shows occupancy tonight, in-house guests, arrivals and departures due, pending online requests, collections this month and reservations that were never checked in.

Public booking page

book.php needs no login: a guest enters dates and party size, sees the room types that are free with the price for those nights, and sends a request with name and phone. The request appears on the dashboard and the front desk confirms it by assigning a free room. The page has a honeypot and a per-address daily limit, and it can be switched to availability-only from the settings.

Staff roles and reports

Three roles: receptionists take bookings, check guests in and out, record payments and update housekeeping; managers also manage rooms, rates and reports; admins also manage logins and hotel settings. Reports by month: occupancy percentage from room-nights sold, room-nights by type, collections by payment method, invoices issued, average rate per sold night and cancellations.

What is in the download

The ZIP contains the application (27 PHP files in one folder), sql/schema.sql with the 11 tables and the default admin login, a README with installation steps and the exact list of what the product does and does not do, and the college project pack (report template and viva questions generated from this schema). Requirements: PHP 7.4 or newer (tested on PHP 8.5), MySQL 5.7+ or MariaDB 10+ (tested on MySQL 8.0), the mysqli extension. Bootstrap loads from a CDN.

Security built in

Prepared statements for every query, CSRF tokens on every form, bcrypt passwords, login lockout after eight failed attempts, role checks on every manager and admin page, and a locked row around every reservation and check-out so concurrent requests cannot create a double booking or a second invoice. Guest ID numbers are stored only if you enter them; keep to what your local guest-register rules require.

What is not included (so you know before you buy)

• No channel manager or OTA sync (Booking.com, Airbnb, Expedia).
• No online payments: requests are confirmed by the hotel and paid at the desk; add a gateway yourself if you need one.
• No automatic SMS or email; no restaurant or point-of-sale module; no multi-property reporting.
• One rate per room type (plus a per-booking override), no seasonal rate calendar.
• Bookings cannot be re-dated after creation: cancel and rebook. Payments are recorded, never deleted.

Customising it

Every screen is a single PHP file that includes the shared config, auth and layout; list-and-form pages are described as a field array, so adding a column to guests or rooms is a few lines. The customisation guide walks through the real file structure. If you would rather not touch code, the installation add-on and the PHP Gurus on this site can do it for you.

Licence

Commercial licence included: use it for your own property or for a client project. You may not resell or redistribute the source code itself. Full terms on the licence page.