Amazutech Hotel ERP

Hotel ERP for reception, restaurant and bar, stores, payroll and accounting.

Built on Odoo 18, based on the ITIS Easybusiness implementation, and configured for hotels. Hosted in Australian data centres and used in a web browser on the hotel’s existing PCs and tills.

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What is included

Functional scope

The Hotel ERP covers front office, food and beverage, back office and compliance in one system. Each area is described below.

Reservations and front desk

Room bookings from enquiry to departure.

Reservations in draft, confirmed, completed and cancelled states
Room timeline showing bookings and housekeeping status
Room status on each booking: available, occupied, housekeeping or out of order
A room that is occupied or out of order cannot be confirmed or checked in
Deposit and advance payment policies, and standard check-in and check-out times
Room changes with an audit log, and booking history
Guest profile with nationality and identity document details, with a warning when the document is missing or expired

Guest folio and billing

One folio for each stay.

Room, restaurant, laundry and transport charges on the same folio
Check-out room by room for group bookings
Combined or split bills at departure, including restaurant charges
Invoices with VAT at 17.5% and the 1% tourism levy
Controls against duplicate invoices

Housekeeping, laundry and maintenance

Room servicing and repairs.

Housekeeping board with rooms grouped as dirty, clean, inspect and done
Out-of-order rooms set by management
Requests for repair or replacement, and issue of materials
Laundry service requests charged to the folio

Restaurant, bar and kitchen

Point of sale for each outlet.

Floor plans and table orders per outlet
Kitchen and bar order tickets
Payment by cash, card and mobile money, or charge to room
Session closing controlled by a manager
Kitchen preparation sessions with portion-level stock
Recipe cards, shelf-life labels, waste reasons and count sheets

Sales, banquets and events

Corporate and group business.

Enquiries and quotations in CRM
Banquet quotations with themes and seating plans
Event and group quotations for rooms, food and extras, which confirm a reservation on approval
Corporate accounts with credit limits
Travel agent commission and transport services

Purchasing and stores

Procurement and stock control.

Purchase requests with approval, purchase orders and receipts
Supplier bills matched to the order and the receipt
Withholding tax on supplier payments
Stores per department, stock counts, damaged stock and scrap

HR and payroll

Staff administration and statutory payroll.

Employees and contracts
Malawi PAYE, pension, TEVET, overtime and loans
Payslips and statutory schedules; a second payslip for the same employee and period is refused
Shift planning that completes the monthly attendance register
Time off, expenses and recruitment

Accounting

Financial accounting and reporting.

Hotel chart of accounts
Bank, petty cash, fixed assets and lock dates
Profit and loss, balance sheet, aged debtors and creditors
Profit and loss by department: rooms, restaurant, bar and events
Customer statements and payment receipts

Dashboards and reports

Operational and management reporting.

Front desk overview with arrivals and departures for the day
Occupancy, average daily rate and revenue per available room
Monthly occupancy and revenue reports per property, with Excel export
Reservation, arrival and departure, occupancy and revenue reports

Documents, security and audit

Controls across the system.

Document workspaces with approval, and documents sent for signature
Access by role, including view-only users
An audit log on financial, payroll, hotel and security records

Fiscal integration

Malawi Revenue Authority Electronic Invoicing System.

Invoices and receipts fiscalised from the same system
Terminals, tax rates and an offline queue for use when the connection is unavailable
A monitoring dashboard

The cost of separate systems

Integrated and separate systems compared

Many hotels run separate packages for reception, restaurant, payroll and accounting. The comparison below shows common outcomes of each approach.

Separate systemsA restaurant charge is written on a docket and re-typed at reception the next day, after the guest has left.: One systemThe waiter charges the room from the till and it is on the guest bill in the same second.
Separate systemsA key is handed over and the stay is entered later, or never.: One systemThe night auditor sees every occupied room against its bill.
Separate systemsTwo receptionists sell the same room.: One systemA room that is booked, occupied or out of order cannot be confirmed.
Separate systemsA copied spreadsheet row pays someone twice, or an old tax table is used.: One systemOne payslip per person per month, with current tax, pension and loan deductions applied.
Separate systemsNobody can tell what the kitchen used against what the restaurant sold.: One systemRecipes give a food cost per dish, and the monthly count shows the variance.
Separate systemsA supplier bill is paid without checking the delivery.: One systemThe bill is raised from the purchase order and matched to the receipt.
Separate systemsThe owner sees October's results in December.: One systemEach department's profit and loss is available the same day.

Compliance

Certified by the Malawi Revenue Authority.

Amazutech holds a Certificate of Compliance for Odoo ERP. The till, the reception invoice and the accounts are the same system, and that system is the one the authority has approved, with no middleware vendor in between.

Issued by: Malawi Revenue Authority
Software: Odoo ERP
Certificate: X53H-5WKH-LQ8R
Valid: 26 June 2026 to 26 June 2027

Why hotels choose it

Delivery in Malawi

Local requirements are configured in the system, and installation, training and support are provided locally.

Local installation, training and supportOur staff in Malawi install, train and support. The manual, cheat sheets and training programme are written for people who have never used an ERP, including the accounts team.
Statutory payrollIncome tax, pension, training levy, minimum wage and severance are configured and checked against the current rules.
Hosting and backupThe hotel needs a reliable internet link and a UPS for its PCs and tills.
Cash and mobile moneyPayment methods per outlet, manager-controlled till closing and cash-up against the system figure.
Data ownershipThe hotel owns its data and can take a full export at any time.
In productionFour hotels of 30, 35, 150 and 200 rooms use it today, the longest for four years, and a fifth is being deployed.

Malawi tax and compliance

Statutory requirements configured in the system

The following Malawi requirements are configured in the Hotel ERP and updated by Amazutech when the rules change.

Requirement	How the system handles it
Electronic invoicing	Mandatory for VAT-registered businesses in Malawi from 1 May 2026. Invoices and receipts are validated by the Malawi Revenue Authority and carry its reference and QR code. The system submits them directly and can issue receipts offline, submitting when the connection returns.
Value added tax	VAT at 17.5% is applied on sales and reported from the accounts.
Tourism levy	The 1% tourism levy on hotel and restaurant sales is calculated on each invoice.
Payroll deductions	Income tax (PAYE), pension contributions and the TEVET levy are calculated in each pay run under the current Malawi rules.
Withholding tax	Withholding tax is deducted on payments to suppliers who do not hold an exemption.

Who it is for

Businesses the Hotel ERP is designed for

The edition is used by hotels from 30 to 200 rooms and is suited to the following types of business.

Independent hotels and lodges

Properties of 15 to 80 rooms with a restaurant, where reception, the till, payroll and accounts are currently kept in separate packages or spreadsheets.

Conference and event hotels

Venues with corporate clients, deposits and large food and beverage operations, which need enquiry, banquet booking, invoicing and credit control in one system.

Lake and park lodges

Remote properties on satellite internet with seasonal staff, where stock control and payroll must be managed far from suppliers and head office.

Restaurant and bar groups

Businesses with several outlets, each with its own till and cash-up, reporting to one set of accounts.

Getting started

Implementation, pricing structure and site requirements

A hotel implementation follows a defined sequence. Pricing is quoted per proposal.

Implementation sequence

Each hotel implementation follows these stages.

Site survey
Proposal
Pilot using the hotel's own data
Four-week training programme
Parallel run alongside the existing systems
Go-live

Phased implementation

Where required, the system can be introduced in two phases.

Phase one: reception, restaurant and bar point of sale, accounting and fiscal invoicing
Phase two: payroll and stores
The system is the same in both phases; only the training is phased

Pricing structure

The proposal is presented in two parts.

Implementation, charged once: set-up, chart of accounts, master data, fiscal invoicing activation and training
Hosting and support, charged annually: hosting in Australian data centres, backups, updates, tax and payroll changes, help desk and on-site days

Requirements at the hotel

The hotel provides the following.

A reliable internet connection with a backup link, for example fibre with 4G or satellite
An uninterruptible power supply or inverter for the PCs, router and tills
A receipt printer for each till and a kitchen printer

Going live

Documentation and training

Each implementation includes the following.

Item	Detail
User manual	Forty pages, written for hotel staff.
Front desk cheat sheet	The daily tasks on one sheet at reception.
Night audit procedure	Step by step, for the person closing the day.
Training	A four-week schedule with an 81-slide training manual.

Request a demonstration

We can demonstrate the full cycle from booking to invoice, payment and accounts on a demonstration hotel.

Arrange a demonstration