Costs
How much a hotel PMS costs
The short answer is «from a few euros to a few tens of euros per room per month». The useful answer is a different one: the subscription is the part you can see, and it is usually not the part that decides the final bill.
The figures below are market figures, indicative, and they are here for the order of magnitude. Our own price list is deliberately not on this page: a sensible quote depends on rooms, modules and migration, and a number written here would be right for somebody and wrong for everyone else.
How the price is built
Three ways of charging, and what each means for you
The pricing model tells you more than the price: it tells you what happens when you grow, when you have a dead season, or when you want to add a module mid-year.
| Model | How it works | Indicative band | Who it suits |
|---|---|---|---|
| Per room, per month | Room count multiplied by a rate, often tiered | €3-12 per room | Mid-size properties: the cost follows the size |
| Flat fee by band | One fee per room band (1-10, 11-30, …) | €50-400 a month | Anyone in the middle of a band; it punishes whoever sits at its low edge |
| Percentage of revenue | A cut of the transacted value or of direct bookings | 1-3% of revenue | Anyone starting from nothing; ⚠️ it becomes the most expensive option exactly when things go well |
| Setup and migration, one-off | Configuration, data import, training | €0-1,500, sometimes discounted in negotiation | Always ask for it in writing: it is the item that vanishes from verbal quotes |
Market bands observed across Italian and European vendors in 2026, VAT excluded. They are not a quote and they are not ours: they are there to help you spot a price that is out of scale, high or low.
The hidden items
The three things that double the bill
They are not sales tricks: they are real work somebody has to do, and they are missing from the quote because you are the one doing them.
- The modules you thought were included. Channel manager, booking engine, statutory submissions, document signing, online payments. Each can be in or out, and the difference between the two often costs more than the subscription. Ask module by module, not «is everything included?».
- Your people's time. Two weeks with the front desk working double, plus your own hours configuring rates and rules. It is the largest cost of any migration and nobody invoices it.
- What gets left behind. The history that is not imported, the report you now rebuild by hand, the integration that is gone. You find out in March, when you need a figure from the previous March.
If you are weighing up a switch, the guide on switching PMS goes into the migration itself. To work out first whether to switch, the check-up measures how much work the one you have leaves on your desk.
Questions people actually ask us
Can a free PMS be enough?
For a small property with few channels, sometimes yes — and in most cases «free» means the cost is paid somewhere else: a percentage of bookings, a compulsory module, or your time.
The question is not how much it costs, but where the cost sits.
Why are two quotes for the same room count so different?
Almost always because they contain different things. One includes the channel manager and the migration, the other does not; one budgets two days of training, the other a PDF manual.
To compare them you need the same line items: subscription, setup, migration, modules, support, and what happens in year three.
Is paying a year up front worth it?
If the discount is real (10-20%) and you know the vendor, yes. In the first year with a new vendor, no: monthly costs a little more and buys you the ability to change your mind after three months, which is exactly when you find out whether a PMS suits you.
What about costs after the first year?
Get them in writing before signing: annual increases, the cost of additional rooms, and what changes if you open a second property. A contract that says nothing about those three will have them decided by the vendor.
The right number depends on your property
Tell us how many rooms you have and what you use today, and we will give you a real figure — even if the answer is «what you have is fine».
Ask for a quote