Most accommodation businesses don’t face occupancy issues, they face profitability issues. A significant portion of reservations come from intermediary platforms, and a noticeable chunk of revenue goes as commission with each booking. Even if the same guest returns next year, they still come through the same platform, and the commission is paid again.
At Baksoft, we develop a customized online reservation system for your business. Guests see availability on your website, view the price, and book directly with you. The amount paid to intermediaries stays in your pocket, and the guest information remains with you.
Intermediary platforms are good, but not sufficient on their own
Platforms like Booking and Airbnb provide visibility and connect you with guests who don’t know your property. It’s not logical to completely abandon them. The problem is that all reservations come from a single channel.
At that point, three things happen. First, you pay a commission on every reservation and have to inflate your prices accordingly. Second, the guest’s contact information is with the platform, not you, so you can’t reach them directly the next season. Third, when the platform changes its rules or commission rates, there’s nothing you can do.
The correct setup is this: intermediary platforms are used to attract new guests, while the direct reservation channel works for returning guests and those who find you through referrals. Over time, as the share of the second channel grows, your profitability increases.
How is double booking prevented?
Every business selling through multiple channels fears selling the same date twice. With manually tracked calendars, this happens sooner or later, costing both guest satisfaction and platform penalties.
In our developed system, all channels are connected to a single availability pool. When a reservation comes through Booking, that date is instantly closed on your website and other channels. Similarly, a reservation from your website closes the date on platforms. Synchronization works bidirectionally through iCal or channel manager integration.
What’s in the system?
Availability and calendar management
Separate calendars for each room, villa, or bungalow. Availability based on date ranges, blocked days, maintenance closures, and minimum stay rules are defined. The manager sees the entire property’s occupancy on a single screen.
Pricing rules
Price rules are defined based on season, weekday/weekend, length of stay, number of people, and occupancy rate. Early booking discounts, last-minute prices, and long-stay discounts are automatically applied. The system calculates the correct price itself, eliminating the need for manual price entry at the start of the season.
Payment and deposit
A deposit or full payment is collected during the reservation. The remaining balance can be collected at check-in, automatically charged on a specific date, or manually collected. The payment infrastructure works with local providers, and card information is not stored with you.
Cancellation and refund policy
Rules define how many days in advance cancellations are free, whether the deposit is refunded, and the right to change dates. Guests handle the process themselves, eliminating phone negotiations.
Multilingual and multi-currency structure
The reservation screen and automatic messages work in multiple languages. Foreign guests book in their own language and see prices in their currency, with conversion based on current rates. This feature significantly increases direct reservation rates for properties hosting international guests.
Guest communication
Reservation confirmation, payment reminders, pre-check-in directions and property information, post-checkout thank-you and feedback messages are sent automatically. These messages go out under your brand, with no intermediary platform involved.
Guest records and compliance
Guest information, past stays, and notes are kept in the system. Data required for identity reporting obligations is regularly reported and can be transferred to your existing hotel management software or accounting system. KVKK-compliant disclosure and consent flows are integrated into the reservation step.
Reporting
Occupancy rate, nightly average price, channel-based revenue distribution, and commission cost comparison. You see in numbers how your direct reservation rate increases over months.
Which businesses use it?
We’ve set up the system for boutique hotels, villa and vacation home rentals, guesthouses and apartments, bungalows and camping facilities, boat rental companies, and daily tour operators. While the property type varies, the core need remains the same: accurate availability, correct pricing, and commission-free direct sales.
How does the process work?
First, we map out your current sales channels and pricing logic. Which platforms are you listed on, how do you determine prices, what’s your cancellation policy—we discuss these. Then, we finalize the reservation flow draft and scope, and present a fixed-price offer.
During development, we regularly show the working version. At delivery, we set up channel synchronization, transfer your existing reservations to the system, and train your reception team. If you need to transition mid-season, we plan for the old and new systems to run in parallel for a while, ensuring no reservation is lost.
How is the price determined?
We don’t charge per-reservation commissions or per-room monthly fees. The price is project-based, determined according to your property type, channel integrations, and required features, and fixed upfront. A system set up for a single villa won’t cost the same as channel management for a multi-room hotel. The system usually pays for itself within a season through the savings on commissions.
Frequently Asked Questions
Do I need to leave Booking and Airbnb? No. The goal isn’t to abandon intermediary platforms but to reduce dependency. The system works alongside those platforms, keeps calendars synchronized, and increases your direct reservation share over time.
Do calendars really sync without conflicts? Yes. We set up bidirectional synchronization through iCal or API connections supported by platforms. A date sold on one channel closes on others.
Does it work with our existing hotel software? If your hotel management software supports data sharing, we set up integration. If not, we define regular exports or discuss consolidating the entire process into one system.
Is it suitable for foreign guests? Yes. The reservation screen, automatic messages, and payment step are set up to work in multiple languages and currencies.
Do I have to take a deposit? No, it’s optional. A flow that collects requests without payment can also be set up. However, we’ve observed that cancellation rates drop significantly with deposits.
Can we transition mid-season? Yes, you can. We transfer existing reservations and plan the transition period for parallel operation.
If you’ve calculated how much of your reservations come with commissions, let’s discuss the rest. Tell us about your property and sales channels, and together we’ll determine the right scope and a clear price.