Frequently asked questions

One flat price: $10 per room, per month. That covers the PMS, the booking engine, the channel manager and all the core modules. A 36-room motel pays $360 a month. The only extras are two optional add-ons, dynamic pricing and door lock integration, at $100 a month each. There are no surprises on the invoice.

No. Setup, data migration and staff training are free, and support is included. We configure your rooms, rates, taxes and policies for you, and you don't pay anything until you go live.

No. QuillStay doesn't charge per-booking fees or commissions, so direct bookings through your own website skip the OTA commission entirely. Card processing fees are billed by your payment processor, not by us. We work with Host Merchant Services, and they guarantee a better rate than your current processor.

No. QuillStay is month to month. If you're not happy, you're never locked in. If you require a longer-term contract, we'd be happy to put one together.

We do the setup for you. We load your room types, photos and branding, set up your rates, minimum stays, fees, taxes, deposits and cancellation terms, connect payments and your OTAs, and test everything before you switch. Your part is small: answer a few questions, check what we built, and pick your go-live date. Your current system stays live until QuillStay is fully configured and tested, so there's no downtime.

You don't rebuild anything. We do it. We set up your room types, rate plans, policies, photos and booking content in QuillStay, matched to how you run today, and you review it before go-live.

Yes. Future reservations are loaded so they're ready on day one, and we check every count before you switch. We also import your guest/customer list (and owners, for condo-hotels). Past stays and guest history come over too. We'll find a way to move it. For one property we even loaded future reservations from photos of their reservation book.

We can move as fast as 1–2 weeks, but we'll go at your pace. We only turn on the parts you use, and you pick the go-live date. Front desk staff are usually fully trained in two to four hours.

Yes. Our onboarding guide walks through the whole journey, step by step. In short:

• Getting to know you: we learn how you run today, confirm QuillStay covers it, and flag any special integrations early.
• Setting up your property: we load your rooms, photos and branding, then set up your rates and stay rules, fees, taxes and policies, payments, and automatic guest emails and booking site.
• Optional tracks: only what your property already uses, such as group blocks, owners and co-op reporting, or door locks and key cards (an add-on).
• Your reservations: we bring your future and past reservations over from your previous system, and we check every count before you switch.
• Going live: we link your OTA channels, test sample bookings, reports and emails, and go live. We train your team on daily workflows and support you after launch.

Your part is small: answer a few questions, review what we build, and tell us when you're ready to switch. The timeline fits your property, and we only turn on the tracks you need.

The booking engine matches your brand. Guests can browse rooms with photos, descriptions and real prices (taxes shown up front), open a room's detail page, or pick dates off a month-view availability calendar. Then they book in a couple of clicks. Promo and group codes are built in. We'll set up a test version with your own rooms so you can click through it before you decide.

Usually not. The only thing that changes is where your "Book Now" buttons and links point, so they go to your QuillStay booking engine, and we can make that change for you. Your website itself stays as is. Embeddable booking widgets are coming, and Google Analytics / ad-pixel tracking on the booking engine is coming by January 2027.

Yes. For each property you choose how the booking engine handles cards: take a deposit (for example, the first night), or take a card on file with a $0 deposit.

It's coming in January 2027. You'll get an AI chatbot for your website, plus a chatbot inside the booking engine, to answer guest questions and help them book.

QuillStay has a built-in channel manager with two-way sync to Booking.com, Expedia, Airbnb, Vrbo and Google Hotels, all live today. Reservations flow in, and your rates and availability update across every channel automatically, so there's no re-typing and no double bookings.

No. You control how many rooms go to each OTA.

QuillStay labels OTA virtual cards on the reservation. If the property collects payment, you charge the virtual card from the reservation. If the channel collects, you just record the OTA commission. Guest emails are suppressed for OTA bookings so guests don't get duplicates.

Typically Host Merchant Services, using the Fluid Pay gateway. We set it up and test it end to end before you go live, and Host guarantees a better rate than your current processor. You can see how it fits together on our payments page.

Yes. Cards are stored as secure tokens in a PCI DSS Level 1 certified third-party card vault, so your PMS holds tokens instead of raw card numbers. The vault is certified as a PCI DSS Level 1 Service Provider (PCI DSS v4.0.1), the highest level of payment card security certification, and an independent Qualified Security Assessor audits it every year.

Deposit and cancellation rules are set per property. Front desk staff take payments, process refunds, add credits and discounts, and place or remove authorization holds right from the reservation. Incidental holds can be required at check-in, or you can set the system to warn staff if one wasn't taken. A hold drops off automatically after 7 days, or you can release it at checkout.

Yes. Once your payment gateway is linked up, you can enter cards right in the system. A physical card reader integration is coming in early 2027 (January/February).

Everything happens from the reservation itself. You can extend, shorten or shift a stay, and QuillStay charges only the difference. You can also change the room type, rate plan or occupancy, move a guest to another room, or split a reservation. When you cancel or mark a no-show, you choose to apply your policy fee, enter a custom amount, or charge nothing. If someone makes a mistake, you can undo a check-in, reopen a checkout, reinstate a cancellation or undo a no-show.

Yes. QuillStay can email your team about every new reservation the desk didn't make, whether it came from your booking engine or an OTA.

Confirmation, pre-arrival reminder, post-stay and cancellation emails go out automatically, and staff can resend any of them from the reservation. Post-stay emails can link guests to your Google Business page (or wherever you want reviews), and we can add a QR code too.

Yes. Each reservation has a license plate field, and the Vehicle List report shows every plate in the lot based on who's in-house.

That's up to you. Owner reservations lock automatically, and since there's usually nothing to charge, a card on file is optional.

You call us. Real people answer, and you can reach us by email at support@quillstay.com or by phone at 203-457-8550. The PMS, booking engine and channel manager are all one QuillStay system, so you never get bounced between vendors. We typically answer emails within 1–2 hours, and always within 24 hours. For card processing, Host Merchant Services supports the merchant account directly, and we'll coordinate with them for you.

Yes. Training is free, and front desk teams are usually fully trained in two to four hours. There's also a library of short how-to videos (each under 90 seconds), and a 3-minute overview video.

Everything you need to run your property, in one system, for the same flat $10 per room, per month:

• Calendar & reservations: a drag-and-drop calendar, color-coded by booking source, where you can move a stay to another room or date just by dragging it. Every booking from every channel lands in one searchable list you can filter by source, status, room type or dates. You can change, cancel, split or undo a reservation right from the reservation itself.
• Front desk: a dashboard showing today's arrivals, departures, in-house guests and rooms ready. Check guests in, take payments and refunds, place authorization holds, and print registration cards, all from the reservation.
• Rates & availability: a full-year rate chart with weekend and seasonal rules and minimum stays, plus specials and packages. Rate and availability changes go live on your booking engine and every connected channel right away.
• Booking engine & channel manager: a booking engine that matches your brand, with room and calendar views and promo and group codes, plus two-way sync with Booking.com, Expedia, Airbnb, Vrbo and Google Hotels.
• Groups: group blocks with pickup tracking.
• Housekeeping & maintenance: live clean, dirty and inspected room status, housekeeper assignments, printable daily worksheets and a maintenance list. Out-of-order rooms are blocked from booking automatically.
• Guests: a guest database with profiles, stay history, notes and duplicate matching, plus confirmation, pre-arrival, post-stay and cancellation emails that go out automatically.
• Reports & accounting: a full reporting suite (front desk, performance, accounting and owner reports), a guided night audit, and back-office accounting you can export to CSV.
• Condo-hotels & co-ops: owner portals, owner statements and optional per-room financials, and owner stays that lock automatically.
• Your team: a login and role for every user, with control over what each person can see and do, plus Time Clock for staff.
• Setup, training & support: free setup, data migration and staff training, and support is included.

Dynamic pricing and door lock integration are optional add-ons at $100 a month each.

A full set, and they're all included. Here's what's in QuillStay:

• Front Desk: Check In, Guest Listing, Shift, Cashier, Vehicle List (License Plates In-House), Group/Block, Advance Deposits, Housekeeping, Reservation History, Pickup and Extras.
• Performance: Daily Flash, Occupancy, Day/MTD/YTD, Net Sales, Room Forecast, Pace (this year vs. last year) and Rate Variance.
• Accounting: Daily Account Summary, Trial Balance, Month End, Folio Audit Trail, an improved Night Audit and the Night Audit Log, Transactions, Account Balances, Folio Balances, Ledger Balances, Tax and Discounts.
• Owner: the Owners Monthly Report, an All Rooms owner summary and owner statements, including room expenses and owner charges. You can choose how OTA fees are shown on owner reports, and owner reports can be emailed automatically.
• Custom: quick custom reports, built right from the dashboard.

Every report has a refreshed design, with Excel, CSV and PDF export and print.

Yes. Dynamic pricing is an optional add-on at $100 a month. Rules are built in, so rates move with occupancy and your floor rate is protected. You can manage the whole year on one rate chart, with weekend and seasonal rules.

Yes. Each user gets their own login and role, and actions follow the user's role. You can also set finer controls, like stopping front desk staff from editing rates and fees, and choosing which reports each user can see.

Yes, as an optional add-on at $100 a month. Saflok (Kaba) is supported, and an Assa Abloy integration is coming.

A gift card system is coming in January 2027. Guests buy a gift card and get a unique code, and you can redeem and track it in QuillStay.

Yes, QuillStay supports both specials and packages. Give us an idea of what your current specials and packages are, and we'll set them up in QuillStay for you. There's nothing for you to build. We configure them as part of your setup, matched to what you offer today, and you review everything before go-live.

Yes, it was designed around them. Owners get their own portal and statements, owner fees are built into owner reports, and owner stays lock automatically.