Choosing free homestay management software: what to check first
HostBooking · · 6 min read
"Free" means very different things from one homestay system to the next: a cap on rooms, a cap on bookings, or no fee but a percentage of every booking. Before you enter all your rooms and bookings, check these eight points. At the end is how HostBooking’s Free plan answers each.
1. Limits on properties and rooms
A free plan limited to one property or a few rooms makes you pay the day you open a second place. Ask whether the limit counts properties, room types or single rooms.
2. Bookings per month
Count your bookings in a peak month. If you are near the cap, ask what happens above it: new bookings blocked, or just a reminder to upgrade.
3. A cut of each booking
Some services are free to use but take a few percent of every booking made through them. On 200 million VND a year, 5% is 10 million.
4. Whose account the money reaches
Best is deposits straight into your own bank account, by a transfer QR with the amount and booking code filled in. If money passes through a middle account, ask how long it takes to reach you and at what cost.
5. Calendar sync with Booking, Airbnb, Agoda
If you sell on OTAs, you need two-way calendar sync (iCal) to avoid double bookings. Check how often it syncs and whether it warns you when two bookings share a night.
6. Paperwork: stay notices and tax
From 2026 household businesses file their own tax and must still notify each overnight stay. Does the software scan ID cards, export the stay list and keep the revenue book? See also homestay tax 2026.
7. Getting your data out
Guest and booking data are yours. Make sure you can download all of it (Excel, CSV) at any time, and delete the account when you stop.
8. Staff and permissions
How many staff accounts does the free plan allow? Can you set permissions, so housekeeping sees only cleaning and the front desk cannot see money reports?
How HostBooking’s Free plan answers the eight
| Check | HostBooking Free plan |
|---|---|
| Properties, rooms | Unlimited |
| Bookings a month | 50; no cap from the Basic plan |
| Cut of each booking | None |
| Guest payments | Straight to your account by transfer QR |
| OTA sync | Your calendar link for the OTAs; pulling OTA calendars in (every 5 minutes, warns on clashing nights) from Basic or an add-on |
| Paperwork | ID card scan and stay list export; books and S1a/S2a tax book |
| Data out | Full export as a zip file; delete the brand when needed |
| Staff | 3 accounts, your own roles and permissions, two-step sign-in |
The Free plan also has point of sale, housekeeping and group bookings. Paid plans add your own domain, wallet and card payments, the AI assistant and a home page you design: see pricing.
Frequently asked questions
Does the Free plan expire?
No. It is free for good; when you sign up you also get the full plan for 14 days, no card needed.
How do I move from Excel or another system?
Import bookings from an Excel file, Google Sheets or an .ics calendar; preview each row and undo the whole batch if something is wrong.