Best Hotel Sales and Catering Software of 2025

Use the comparison tool below to compare the top Hotel Sales and Catering software on the market. You can filter results by user reviews, pricing, features, platform, region, support options, integrations, and more.

Overview of Hotel Sales and Catering Software

Hotel sales and catering software gives hotel teams a clear, organized way to handle group business and events without juggling spreadsheets or chasing down details across departments. It keeps everything in one place, so staff can easily track inquiries, build quotes, and outline event requirements without losing time to back-and-forth emails. Teams can quickly see what spaces are available, what menus fit each group, and what the client has already approved. This kind of visibility helps everyone stay aligned and prevents last-minute surprises that could disrupt service.

Another major benefit is how it supports smoother communication between sales, catering, and operations. When menus, room blocks, timelines, and setup notes are all updated in real time, each department knows exactly what needs to happen and when. Managers also get clearer insights into business trends, which helps with planning and revenue strategy. Overall, the software replaces guesswork with reliable information, making it easier for hotels to deliver well-coordinated events and keep clients coming back.

Features Offered by Hotel Sales and Catering Software

1. Group Room Block Coordination: This capability helps hotels stay organized when large parties need rooms for conferences, weddings, or other events. It lets staff create blocks, track how many rooms have been picked up, and adjust the allotment as guest counts change. By keeping this information in one place, reservations stay consistent, and guests avoid the frustration of overbooked room blocks
2. Menu Planning and Culinary Management: This feature supports chefs and catering teams by organizing menus, dietary requests, portion sizes, and pricing. It gives staff a clear picture of what needs to be prepared for every function, which reduces confusion in the kitchen and helps ensure food quality stays consistent. The ability to customize menus for specific clients or themes also adds flexibility for unique or premium events
3. Space Scheduling and Venue Mapping: Hotels use this tool to control who is using each meeting room, ballroom, or outdoor area at any given time. The system typically includes visual diagrams so staff can map out how each space will be arranged, whether it’s a classroom-style training, banquet dinner, or trade show layout. This prevents accidental double-booking and keeps event setups aligned with client expectations
4. Lead Capture and Opportunity Tracking: Instead of managing inquiries in scattered spreadsheets or emails, the software funnels new leads into one system. Sales managers can see who submitted the request, what kind of event they’re planning, and when follow-ups are due. This organized approach gives the sales team a better chance at converting inquiries quickly before competitors get involved
5. Communication and Messaging Tools: This function helps hotel teams stay on the same page with clients and coworkers. Staff can send updates, receive replies, and keep a record of all conversations tied to a specific event. Having a clean communication trail reduces misunderstandings, especially during complex functions with multiple moving parts or last-minute changes.
6. Proposal, Quote, and Agreement Builder: Instead of manually formatting documents in Word or PDFs, staff can generate polished event proposals and price quotes directly from the platform. Templates help standardize the information, and pricing pulls directly from the system so everything stays accurate. When the client approves, staff can move straight into contracting without repeating work.
7. Task Assignment and Operations Coordination: This feature gives the hotel a way to assign duties to team members and monitor progress as event dates approach. Whether someone needs to prepare linens, set up audiovisual equipment, or finalize menu adjustments, tasks are clearly organized so no detail gets overlooked. This helps ensure events run smoothly even when the hotel is juggling multiple functions at once.
8. Billing, Payments, and Charge Tracking: The software can calculate charges based on room rentals, catering selections, equipment needs, and service add-ons. It keeps all financial details tied to the event and allows staff to generate accurate invoices without digging through multiple documents. It streamlines deposit requests, payment reminders, and final billing so clients understand exactly what they’re being charged for.
9. Full Reporting and Business Insights: With reporting tools, managers can study patterns in bookings, catering revenue, event types, and sales activity. The system helps leadership understand which market segments are profitable, whether pricing needs review, and how event business is trending overall. This kind of insight supports better strategic planning throughout the year.
10. Online Inquiry Portals and Self-Service Tools: Many platforms provide a public-facing portal where clients can check space availability, explore event packages, or submit detailed inquiries on their own. This gives the hotel a constant stream of potential leads without relying only on phone calls or emails. It also frees up staff by reducing the time spent collecting basic event details.
11. Document Storage and Event File Organization: Rather than hunting through shared drives or email attachments, staff can store floor plans, signed contracts, BEOs, diagrams, and client notes directly in the event record. This keeps everything structured and easy to retrieve, especially during last-minute prep or when a staff member needs to reference older event history.
12. Real-Time Mobile Access for Staff on the Move: When managers or sales reps are walking the property or working offsite, mobile access helps them check schedules, update event notes, or review client details wherever they are. It keeps the workflow moving without requiring someone to be at a desk, which is a major advantage during busy event days.

Why Is Hotel Sales and Catering Software Important?

Hotel sales and catering software matters because it helps teams stay organized and focused in an environment where details change constantly. Without a reliable system to track group requests, event plans, and communication between departments, it’s easy for important information to fall through the cracks. This kind of software gives sales, catering, and banquet staff a shared space where everything from room blocks to menu notes can be updated in real time, which cuts down on confusion and keeps everyone on the same page. With fewer manual tasks to juggle, employees can put more energy into building strong relationships with planners and guests.

It also plays a major role in keeping revenue steady and predictable. Hotels handle a mix of meetings, celebrations, conferences, and corporate groups, all of which require precise scheduling and accurate forecasting. A well-built platform helps teams weigh potential business, understand what dates are most valuable, and respond faster to opportunities. When staff can see clear data about demand, pricing, and historical performance, they’re able to make smarter decisions that boost profitability without sacrificing service. In short, it supports both the guest experience and the hotel’s bottom line by giving teams the tools they need to work smarter, not harder.

What Are Some Reasons To Use Hotel Sales and Catering Software?

1. It keeps everyone on the same page: When you’re juggling events, room blocks, meeting setups, and catering details, it doesn’t take long for things to get messy. A dedicated platform gives your entire team one place to check the plan, see updates, and avoid the “Who changed this?” conversations that eat up time. It becomes the go-to source for what’s happening and when.
2. Your sales team can work faster without cutting corners: Instead of piecing together proposals or digging through old folders to find the latest pricing, the software does the heavy lifting. Templates, automated reminders, and stored client info help your team follow up quicker, answer questions confidently, and spend more time actually selling instead of pushing paperwork around.
3. Clients get clearer communication and fewer surprises: From event planners to corporate organizers, people appreciate accuracy and quick answers. Because everything stays updated in the system, your team can share information that’s consistent and reliable. That builds trust and makes hosting groups feel smoother for everyone involved.
4. You can see open dates, rooms, and resources instantly: Guesswork isn’t great for business. With real-time visibility into meeting rooms, banquet space, AV equipment, and guestroom blocks, you can confirm availability immediately. This helps prevent double-booking and avoids awkward phone calls where you have to backtrack on promised space.
5. Teams can work together without stepping on each other’s toes: Sales, catering, operations, and the front desk all need different details from the same event. Instead of relying on email threads or outdated spreadsheets, the software makes it easy for each department to view and update what they need. Everyone’s moving in the same direction instead of trying to decode separate documents.
6. Banquet event details stay organized instead of scattered: BEOs are the backbone of executing events well. When they live in a proper system, they don’t get lost, forgotten, or mixed up. The software updates the details as changes come in, so the teams working the event always have the most current instructions.
7. You can predict demand more confidently: Looking at past group activity and upcoming leads helps you plan staffing, pricing, and promotions without guesswork. Because the system tracks trends and patterns, it becomes easier to see when the busy stretch is coming or when to expect slower weeks.
8. Menus and packages become easier to adjust as your offerings evolve: Whether you rotate seasonal dishes or introduce new catering options, having everything in one place prevents inconsistencies. Updating an item once updates it everywhere, which means fewer mistakes and faster turnaround when creating proposals.
9. Billing becomes straightforward instead of stressful: When charges are tracked automatically—food, beverage, setups, equipment, overnight rooms—it removes the last-minute scramble to verify what should appear on the invoice. That means fewer disputes, fewer manual calculations, and a smoother experience for the client.
10. Reports help you understand what’s working and what’s not: The software can show which types of events are most profitable, how quickly leads convert, and where your team might be losing opportunities. These insights help you make decisions based on real data rather than hunches, which is especially helpful when planning budgets or evaluating performance.
11. It supports modern event expectations, not just traditional ones: Today’s groups often need blended in-person and virtual setups, complex tech requirements, and very specific schedules. A good system helps you track everything from livestream setups to equipment requests, making it easier to deliver events that feel polished and well-coordinated.

Types of Users That Can Benefit From Hotel Sales and Catering Software

• Banquet and Event Operations Staff: These are the folks who turn plans into reality. They benefit from having all the event details in one spot, so they don’t have to chase down last-minute updates or wonder what the room setup should look like. Clear instructions, headcounts, timelines, and service notes all flow to their teams without extra back-and-forth, helping them stay prepared and avoid surprises.
• Corporate Meeting Planners Working Inside the Hotel: When a hotel has internal planners who coordinate meetings and small conferences, they gain a lot from software that keeps schedules, room layouts, and vendor needs easy to track. Instead of juggling separate documents from different departments, they can see everything in one place and keep events moving smoothly from start to finish.
• Revenue and Business Strategy Leaders: Anyone responsible for deciding which groups to accept and how to price them gets sharper insights from the system. They can quickly see which bookings bring the strongest return, how group business affects regular transient demand, and what trends are developing. With that kind of visibility, it’s much easier to make confident calls about rates and availability.
• Front Desk and Reservations Personnel: These team members feel the impact when group details are scattered or unclear, so having accurate information directly from the sales and catering platform makes their jobs simpler. They can update rooming lists, confirm changes, and keep travelers informed without digging through emails or outdated spreadsheets.
• Marketing and Audience Development Teams: Professionals who handle promotional efforts and partnerships benefit from seeing what types of groups and events the hotel attracts most often. With better data about client behavior, seasonality, and event types, they can craft more targeted campaigns and focus their energy on audiences that tend to convert.
• Hotel Owners and Investment Partners: From a high-level perspective, ownership group appreciate having clear reporting on how group sales and catering revenue contribute to the bigger financial picture. The software gives them a reliable way to review performance trends without having to request multiple reports from different managers.
• Catering Sales Professionals: Whether they book weddings, galas, fundraisers, or milestone celebrations, these team members benefit from organized tools that keep menus, tastings, floor plans, and service notes aligned. With everything structured and easy to reference, they can spend more time building relationships and less time sorting through scattered details.

How Much Does Hotel Sales and Catering Software Cost?

Pricing for hotel sales and catering software depends heavily on what the property is trying to accomplish. A small hotel that only needs help organizing events and keeping track of group leads may get by with a relatively modest monthly subscription. These lighter setups often fall into the lower price range because they focus on core functions rather than deep customization. As soon as a hotel needs more detailed workflows, richer reporting, or tools to manage multiple venues, the price starts to rise to match the added complexity.

For hotels with large meeting spaces, frequent banquets, or several departments relying on the same system, the investment becomes noticeably higher. Annual costs can climb once you factor in setup, staff training, and any specialized integrations needed to keep operations running smoothly. Some properties end up spending a significant amount each year because they depend on the system to handle everything from initial inquiries to final billing. The wide spread in pricing is why many hotels ask for tailored estimates to understand what the full package will actually cost them.

Types of Software That Hotel Sales and Catering Software Integrates With

Hotel sales and catering platforms can link up with many of the systems a hotel already relies on every day, creating a smoother workflow for teams that juggle events, guest stays, and revenue goals. These platforms often tie into reservation and front-desk software so room availability and group bookings stay consistent no matter who enters the information. They can also connect with tools that help manage guest relationships, giving sales teams quick access to past event notes, communication history, and pipeline activity without jumping between screens.

They also work well alongside software used behind the scenes, like accounting tools that handle billing or tools kitchens use to manage menus and ingredients. When these systems communicate, it becomes much easier for staff to prepare accurate proposals, finalize event details, and understand the financial impact of every booking. Some hotels even plug in marketing platforms or reporting tools to turn their sales and event data into stronger outreach efforts and clearer performance insights, making the entire operation feel more coordinated from start to finish.

Hotel Sales and Catering Software Risks

• Data falling out of sync across systems: When an S&C platform doesn’t stay perfectly aligned with the PMS, POS, CRM, or inventory tools, teams can end up working off mismatched information. That can lead to incorrect room blocks, outdated menus, or conflicting event details that frustrate both staff and planners.
• Overreliance on automation without proper oversight: Hotels sometimes trust automated workflows a little too much. If lead scoring, proposal generation, or task assignments run on autopilot without human review, mistakes can slip through and affect client relationships or revenue opportunities.
• Security gaps that expose sensitive information: S&C systems store contracts, payment data, attendee info, and corporate account details. Weak credentials, poor access controls, or outdated security standards can open the door to breaches that damage trust and lead to costly remediation.
• Hidden costs from complex software ecosystems: Some systems look affordable at first glance but become expensive once you add integrations, advanced modules, onboarding fees, or additional user licenses. Hotels that don’t review the full cost structure can end up locked into a platform that strains their budget.
• Slow adoption among staff who aren’t comfortable with new workflows: Even good software stalls when teams aren’t given the training or time needed to fully understand it. When employees revert to manual habits—emailing tasks, editing PDFs, or keeping personal spreadsheets—the software doesn’t deliver the value it promised.
• Limited customization that blocks operational flexibility: Hotels often need unique menu structures, approval chains, room-setup templates, or sales processes. If the software forces everyone into rigid workflows, the operation may have to bend to the system rather than the other way around.
• Vendor dependency that complicates long-term planning: If the hotel relies heavily on a single provider for support, configuration, or updates, any lapse in that vendor’s reliability can create operational bottlenecks. Slow response times or discontinued features can directly affect day-to-day performance.
• Performance issues during peak demand times: High-volume periods, such as wedding season or large conference cycles, put more pressure on the system. If the platform can’t handle spikes in usage or data load, teams may experience lag, errors, or downtime right when accuracy matters most.
• Cluttered interfaces that cause user confusion: Some S&C platforms try to pack every possible feature into the dashboard. When screens are busy or difficult to navigate, small errors—like picking the wrong menu, mis-assigning a space, or overwriting a BEO—become more common.
• Inconsistent reporting that affects strategic decisions: Hotels depend on accurate analytics for pace, forecasting, revenue insights, and event profitability. If the software doesn’t calculate data consistently or lacks transparency on how metrics are built, teams can make decisions based on misleading results.

What Are Some Questions To Ask When Considering Hotel Sales and Catering Software?

1. How well does this system fit the way my team actually works. Before you get dazzled by demos, step back and ask whether the software mirrors the rhythm of your daily operation. Every hotel has its own way of tracking leads, holding space, drafting proposals, and passing details to operations. If the platform forces your staff to abandon a process that already works, you may end up fighting the tool instead of benefitting from it. This question helps you spot whether the software supports your workflow or makes you reinvent it.
2. Can it plug into the technology we already rely on. A sales and catering platform never lives on an island. It should talk smoothly with your PMS, POS, CRM, and anything else central to your business. When systems don’t exchange information cleanly, you get duplicate data entry, mismatched numbers, and frustrated employees. Asking this question pushes you to dig into real integration capabilities rather than accepting vague promises that everything “connects.”
3. Will our staff actually enjoy using this day after day. Software that looks impressive during a presentation can still be clunky once you’re the one clicking through it. Watch for the small things: how long it takes to build a BEO, how easy it is to modify a booking, how quickly a new salesperson can learn the basics. If the system feels heavy or confusing, adoption will drag, and you won’t get the productivity lift you paid for. This question makes you evaluate the hands-on experience, not just the feature list.
4. Does this platform have the capacity to scale with our goals. Even if you’re operating a modest property right now, you don’t want software that tops out when business grows. Maybe you’ll add more meeting space or expand your sales team. Maybe group business will pick up fast during certain seasons. By raising this question, you gauge whether the system can handle heavier demand, more complex bookings, or broader reporting requirements without buckling.
5. What kind of support will we receive once the contract is signed. The truth is that no matter how intuitive the tool feels, you will need help at some point. A good provider is there when timelines are tight or something goes sideways before an event. This question encourages you to look at the quality of onboarding, the responsiveness of their support team, and the resources you can access when you need quick answers. You’re essentially checking whether the vendor shows up for you after the sale.
6. How does this software help us strengthen revenue and planner relationships. At the end of the day, sales and catering technology should help you respond faster, communicate more clearly, and keep clients coming back. When you ask this question, you explore whether the software can improve follow-ups, refine forecasting, centralize planner communication, and make proposals more compelling. You’re looking for something that doesn’t just store data, but actively makes your hotel more competitive.
7. Is the platform built to improve collaboration across departments. A flawless event requires the sales team, catering staff, kitchen, and operations crew to work from the same information at the same time. Miscommunication leads to missed details, last-minute scrambles, and unhappy guests. By posing this question, you focus on whether the system keeps everyone aligned with real-time updates, accurate event orders, and a shared understanding of what needs to happen.
8. What long-term value do we get beyond basic features. Many platforms offer similar core functions, so you want to look deeper. Does it provide meaningful reporting that helps you make smarter decisions? Does it keep improving through regular updates? Does it simplify compliance, billing, or forecasting? This question pushes you to separate “nice to have” extras from capabilities that will genuinely elevate your sales and catering strategy over the years.