CRM for hotels
Hotel CRM software that remembers every guest and fills your rooms
Keep guest history, room reservations and direct booking inquiries in one place. Your AI manager answers calls, WhatsApp and email around the clock and writes every booking into the CRM.
CRM included in every plan, from $39/month. AI manager included.
New inquiry
Availability checked
Quote sent
Deposit pending
Quick answer
What is the best hotel CRM software for a small hotel?
The best hotel CRM software for a small hotel keeps guest profiles, room reservations and inquiries together. Clientager gives you a guest database with stay history and preferences, room inventory with a 14-night availability grid, quotes with pay-by-link deposits, and automations for pre-arrival and post-stay messages. Its AI manager answers calls, WhatsApp and email 24/7 and logs every booking itself. Plans start at $39/month with the CRM included.
Built for small hotels and guesthouses
Your Hotel CRM comes set up with the stages and fields small hotels and guesthouses actually use. Change anything, add your own.
Pipeline stages
- New inquiry
- Availability checked
- Quote sent
- Deposit pending
- Won
What each record holds
- Stay history and dates
- Room type preference
- Bed and pillow preferences
- Expected arrival time
- Dietary notes
- Special occasion
- VIP flag
- Booking source
- Company or group name
- Preferred language
Room inventory and reservations
Set up room types and individual rooms once. The 14-night availability grid shows what is free, booked or blocked, so you can answer a date request in seconds. Block rooms for maintenance or a group hold, and every reservation links back to the guest record.
Guest profiles with stay history
Each guest has one record with past stays, room preferences, dietary notes, special occasions and every message they sent. When a returning guest calls, your front desk sees who they are before saying hello.
Inquiry pipeline for groups and events
Wedding blocks, corporate stays and tour groups move through stages from new inquiry to deposit paid. You see the value of every open inquiry and which ones need a follow-up today.
Quotes and deposits by link
Build a quote from your room rates and packages, add tax and any discount, and send a secure pay-by-link through your own Stripe, Razorpay or PayPal account. The invoice marks itself paid when the guest pays.
One calendar for stays and tasks
Room stays, arrivals, departures and staff tasks sit in one week view. Housekeeping notes and late check-out requests become tasks with a due time and an owner.
Guest messaging with templates
Send SMS or email from the guest record using saved templates for directions, parking, check-in time and Wi-Fi details. The AI drafts replies to guest questions for your team to review and send.
Reports that show direct demand
See inquiries by source, conversion rate, revenue collected and how many conversations came in after hours. You learn how much demand you were missing when the desk was closed.
Included: Clientager AI manager
A CRM that fills itself in
Most CRMs wait for someone to type. Your AI manager answers calls, WhatsApp, SMS, website chat and email 24/7, then writes every contact, booking and next step into the CRM for you.
Answers availability questions at any hour
A guest calls at midnight asking for two nights next weekend. Your AI manager checks the room grid, quotes the rate, and saves the inquiry in the pipeline with the dates and room type.
Takes the booking and asks for the deposit
When the guest says yes, it creates the reservation, fills the contact fields it learned and sends a deposit link. The booking moves to Won once payment lands.
Recognizes returning guests
It reads the guest's history before replying, so it can offer the same quiet room as last time or note the anniversary they mentioned on their previous stay.
Replies in the guest's language
Guests write in many languages on WhatsApp and email. The AI manager answers in the language they use and records the preference on the contact.
Hands urgent issues to a person
A complaint about a room or a late arrival problem goes straight to the duty manager with a callback task, so nothing sits unanswered until morning.
How a hotel runs on Clientager
- 01
The inquiry arrives
A couple messages on WhatsApp late at night asking about a sea-view room. The AI manager replies, checks availability and creates their contact.
- 02
Quote and deposit
It sends a quote with the room rate and breakfast package, then a deposit link. The inquiry sits in Deposit pending until they pay.
- 03
Reservation confirmed
Payment arrives, the invoice marks itself paid, the room appears on the grid and a confirmation email goes out automatically.
- 04
Arrival prepared
The front desk sees the anniversary note on the guest record and a task to place flowers in the room before check-in.
- 05
After the stay
A day after check-out the guest gets a thank-you and a review link. Months later, a returning-guest offer brings them back.
Automations ready to switch on
- When Pipeline stage changes to Won→ Send a confirmation email with check-in time, directions and parking details.
- When Booking completed (guest checks out)→ Wait one day, then send a thank-you SMS with a link to leave a review.
- When Quote accepted for a group stay→ Create a task to collect the rooming list and send the deposit invoice.
- When No stay for 300 days→ Send a returning-guest offer by email and add the tag Win-back.
- When New contact from website chat→ Add the tag Direct inquiry and create a follow-up task due in 24 hours.
Spreadsheets vs. Clientager
Spreadsheets and generic CRMs
- Guest preferences live in someone's memory or an old spreadsheet.
- Night-time calls and WhatsApp messages wait until morning, and some guests book elsewhere.
- Group inquiries get lost in the inbox with no follow-up date.
- Deposits are chased by hand and marked paid manually.
- No clear view of how many direct inquiries you win or lose.
Clientager Hotel CRM
- Every guest has a profile with stay history, preferences and messages.
- The AI manager answers 24/7 and books straight into the room grid.
- Group and event inquiries move through a pipeline with clear next steps.
- Deposit links are sent automatically and marked paid when guests pay.
- Reports show inquiries by source, win rate and after-hours demand.
Why small hotels need hotel CRM software, not just a booking sheet
A small hotel runs on relationships. Guests come back because you remembered the quiet room, the early breakfast or the birthday. Hotel CRM software keeps those details in one guest record so they do not depend on one person at the desk. Clientager stores stay history, preferences, special occasions and every conversation together, and links each reservation to the guest who made it. Your team can greet a returning guest by name and offer what they liked last time.
A booking sheet tells you which room is taken. It does not tell you who asked about a wedding block last month and never heard back, or which guests have not returned in a year. Clientager adds a pipeline for inquiries, tasks with due times, and automations that follow up for you. That is the difference between recording bookings and growing direct bookings. It also means fewer missed chances when the owner is off for the day.
Room inventory and guest data in the same place
Most guesthouses juggle a room calendar in one tool and guest contacts in another. Clientager puts your room inventory inside the CRM. You set up room types and rooms, then see a 14-night availability grid with booked, free and blocked rooms. Holds for groups and maintenance blocks sit on the same grid. When someone asks for three nights from Friday, anyone on your team can answer without opening a second system.
Because each reservation belongs to a guest record, you can filter guests by stay dates, room type or booking source using smart lists. Want everyone who stayed in a family room last summer? That is one saved filter. Export it to CSV or send them a targeted email from the CRM with a saved template. The same lists help you plan, for example by showing which room types your returning guests prefer.
- 14-night availability grid with room blocks
- Reservations linked to guest profiles
- Smart lists by stay dates, room type or source
An AI manager that takes direct bookings while you sleep
Guests plan trips in the evening, and many contact several hotels at once. The one that replies first often wins. Clientager's AI manager answers phone calls, WhatsApp, SMS, website chat and email 24/7, and replies to messages in the guest's own language. It checks room availability, quotes your rates, creates the reservation and sends a deposit link through your own payment account. If the guest asks something it cannot answer, it passes the conversation to your team.
Everything it does is written into the CRM. The contact is created or updated, the inquiry lands in the right pipeline stage, and the full transcript sits on the guest's timeline. Each guest also gets a short AI summary, a hot, warm or cold lead score and a suggested next step, so your team knows which group inquiry to call first in the morning.
Questions about the CRM
What is the difference between a hotel CRM and an AI manager?
The hotel CRM is where guest records, reservations, quotes, tasks and reports live. The AI manager is the agent that answers calls, WhatsApp, SMS, chat and email for you. In Clientager they work together: the AI manager talks to guests and then writes the booking, contact details and conversation into the CRM, so your records stay complete without anyone typing them up.
Does Clientager replace my property management system?
Clientager handles room inventory, reservations with a 14-night availability grid, guest profiles, deposits and messaging. Many small hotels and guesthouses run on it directly. Larger properties with complex rate rules may keep their existing system for operations and use Clientager for guest relationships, inquiries and direct booking follow-up. A live demo is the easiest way to see whether it covers your setup.
Can I import my existing guest list?
Yes. Import from any spreadsheet or CRM export via CSV. Clientager maps your columns to guest fields, checks for duplicates by phone and email, and lets you merge any matches. You can add custom fields first, such as room preference or loyalty notes, so nothing from your old list is lost.
Can my front desk staff use it without seeing revenue?
Yes. Staff accounts can manage guests, reservations, messages and tasks, but they do not see payments, billing or revenue reports. Owners and managers see everything. The Starter plan includes 2 team logins, Growth includes 5 and Scale has unlimited logins, and an activity log shows who changed what.
How do deposits work?
Create a quote or invoice from your room rates and packages, then send a secure pay-by-link. Payments go to your own Stripe, Razorpay or PayPal account. When the guest pays, the invoice is marked paid automatically and an automation can move the inquiry to Won and send a confirmation.
Can it send pre-arrival and post-stay messages automatically?
Yes. Ready-made recipes send confirmation details when a booking is won, a thank-you with a review link after check-out, and a returning-guest offer when someone has not stayed for a set number of days. You can edit the timing and wording, and choose SMS or email for each step.
How much does the hotel CRM cost?
The CRM is included in every Clientager plan, and plans start at $39/month. There is no separate CRM fee. You can book a live demo to see it with your own room types, and you can get a refund before your AI agent goes live if it is not the right fit.
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