58 THINGS, ONE SYSTEM

One System Instead of Fiveand a Spreadsheet

Most growing operators end up running a PMS, an accounting package, a housekeeping app, a folder of owner spreadsheets and an inbox full of owner questions. Stay Orbis is all of it in one place, with the ledger underneath.

What It Replaces

Not a comparison against another product — a comparison against the way the work gets done today.

Owner statements
UsuallyBuilt in a spreadsheet, emailed as a PDF
Generated from the ledger, in the owner’s own portal
Owner questions
UsuallyYour inbox, every month end
They log in and look
The books
UsuallyExported to QuickBooks and reconciled later
Double-entry ledger inside the PMS, posted as it happens
Closing a month
UsuallyNothing stops a back-dated entry
Period lock; reopening needs a reason and leaves a trail
Paying owners
UsuallyBank transfers keyed in by hand
One batch file your own bank executes
Housekeeping
UsuallyA separate app, or a group chat
Same system as the calendar, with its own field app
Maintenance costs
UsuallyArgued about at month end
Work orders carry who pays before they reach a statement
Year-end tax
UsuallyYour accountant rebuilds it from exports
Schedule E and 1099/1096 out of the same ledger

Everything Included

Every line below is a screen you can open. Availability varies by plan — see pricing for what sits where.

Bookings & Calendar

The part every PMS has — table stakes, done properly.

  • Multi-property calendar
  • Reservations with per-night rate resolution
  • Guest profiles and history
  • Direct booking widget for your own site
  • Branded guest portal
  • Dynamic pricing rules
  • Enquiry capture with auto-reply

Channels

Airbnb, Vrbo, Booking.com and Expedia calendars, synced hourly.

  • Unlimited iCal feeds per property
  • Hourly sync on every connected calendar
  • Conflict detection before a double booking lands
  • Your own outbound feed for anyone else
  • Channel commission rates per source
  • OTA revenue recovered from the bank, which iCal cannot carry

Owner Portal

The reason managers switch. Rare in this market.

  • Every owner gets their own login
  • Statements, expenses and documents
  • Performance view — what they take home
  • Owner stays and family-and-friends access
  • Owners set where their money goes
  • A changed payout account is held before use
  • Fractional ownership with per-owner shares

Accounting

A real general ledger, not an export.

  • Double-entry journal and chart of accounts
  • Trial balance, balance sheet, profit & loss
  • P&L by property and property performance
  • Cash flow and cash substantiation
  • AR and AP aging
  • Bank feeds and reconciliation
  • Opening balances and a cutover date that is enforced
  • Loans, with the liability actually opened
  • Period close that refuses a back-dated posting
  • Trust accounting with owner funds held separately
  • Schedule E, 1099-MISC, 1099-NEC and 1096
  • Budget vs actuals

Housekeeping

A full operations system, not a task list.

  • Dispatch by building, zone or crew
  • Crew rotas and a crew-week board
  • Per-property checklists
  • Phone-first field app for cleaners
  • Linen par levels and van pick lists
  • Supply requests from the field
  • Recurring deep cleans and inspections
  • Cleaner payroll and billing rates
  • Damage reported from a clean becomes a work order

Maintenance

Costed, assigned, and billed to whoever owes it.

  • Work orders with a service catalogue
  • Preventive maintenance schedules
  • Vendor directory with duplicate detection
  • Estimate and actual cost per job
  • Billed to the owner or absorbed, decided up front
  • Supplies and parts tracking

Guest Experience

Before, during and after the stay.

  • Automated messaging on booking, check-in and check-out
  • Unified inbox across channels
  • Smart lock codes issued per reservation
  • Guest portal for payments and property details
  • Receipts and documents

Control & Compliance

The part nobody asks about until it matters.

  • Access granted per area, assigned by an admin
  • A typed URL is refused, not just hidden from the menu
  • Row-level isolation — owners see only their own
  • Login history with source IP
  • Audit trail on money movements
  • Historical data import from your previous system

What We Don’t Do

Channel connections are calendar feeds, synced hourly — not certified API integrations with Airbnb or Booking.com. That means unlimited channels with nothing to apply for, and it means rates and listing content are managed on the channel rather than pushed from here.

If you need certified two-way connectivity, say so early and we will tell you straight whether we are the right fit yet.

See It Against Your Own Portfolio

Start a 14-day trial, import your history, and put a real statement in front of a real owner.

Start Free Trial