Introduction

At the end of every month, your finance team spends hours manually transferring reports from the hotel PMS to the accounting software. The process is time-consuming, especially when it has to be done one by one. 

In this blog, we’ll explore how integrating your hotel PMS with accounting software can streamline this process and save your team valuable time.

How to Integrate Hotel PMS with SQL Accounting 

Integrating your Hotel PMS with SQL accounting helps hotel owners and accountants save time, reduce manual entry, and improve accuracy. In this guide, we’ll walk you through how to integrate your Hotel PMS with SQL, step-by-step.

Step 1: Check PMS Compatibility 
Ensure your hotel PMS supports integration with SQL Accounting

Step 2: Ensure SQL XLS n MDB is Installed
Ensure that you have the import tools in your desktop. Please contact your reseller to install it.

Step 3: Connect the PMS to SQL Accounting 
Use XLSX file format export to transfer accounting records from the PMS to SQL Accounting

Step 4: Map Accounts & Taxes
In your PMS settings, map:

1. Revenue accounts (room, F&B, etc.)
2. Payment methods (cash, card, e-wallet)
3. Tax codes (SST, etc.)

Step 5: Export the Transaction Journal in XLSX format from your PMS.
This file contains the revenue and payment data.

Step 6 : Log in to SQL Financial Accounting.
Access your SQL account.

Step 7 : Open SQL XLS n MDB
Access your SQL Excel import tools and start importing.

Step 8: Select the type of data you want to import
Go to GL on the navigation bar, then choose Journal Entry and click Get File to choose the file that you want to import.

Step 9 : Click on Verify and import the XLSX file and check for any errors.
If the document number matches, it will set to OK; if not, an error mark will appear in the data.

Step 10 : Click Post A/c to send the data to SQL Financial Accounting

Step 11: Review the list of imported data in SQL Financial Accounting
Check the data you imported based on the type of data you choose. Ensure all data has been correctly imported.

Benefits for your hotel

Auto-generated Excel journals ✅
Instead of manually keying in your data to the accounting software, hotel PMS and SQL integration helps to generate the data in one click.

Faster monthly closing ✅
The structured export helps streamline the entire reporting process, allowing your team to focus on analysis rather than data cleaning.

Save time ✅
Your finance team no longer needs to manually key in the same data into SQL, which saves time.

Real-time financial visibility for your accountant ✅
This ensures that your daily revenue reports are always up to date, consistent, and free from manual errors.

SST-compliant invoicing and accounting ✅
Your hotel stays compliant with government tax requirements and avoids potential penalties or audit issues.

Frequently Ask Questions (FAQs) 

1. What is SQL accounting integration with Hotel PMS?
   

   SQL integration with Hotel PMS connects your PMS to SQL, allowing automatic transfer of financial data. It saves time, reduces manual work, and speeds up report closing.

2. Do I need an SQL accounting license to integrate?
   

   No. If you're using file import methods (like XLSX or MDB) through SQL Accounting’s built-in import tools, no additional license is required. It’s a simple integration that doesn’t involve API or direct database access.

3. Is the exported file ready for import into SQL accounting?
   

   Yes. Most PMS systems export data in SQL-friendly formats such as CSV, XML, or Excel. If your PMS export data in Excel (.xlsx) format, it can be imported into SQL using tools like "SQL XLS and MDB Import" or similar data import tools. These tools allow you to map Excel columns to SQL table fields, making it easy to transfer data accurately.

4. Can I choose which transactions to include in the journal?
   

   Yes. Most PMS systems allow you to filter or select specific transaction types (e.g., revenue only, or exclude deposit transfers) before exporting the journal, depending on your reporting needs.

5. What PMS is compatible with SQL accounting?
   Softinn PMS works smoothly with SQL for streamlined accounting.

Summary

The integration of hotel PMS and SQL accounting helps to streamline your finances. The process involves ensuring PMS compatibility, setting up the SQL accounting software , mapping accounts and tax codes, exporting data in Excel format, and importing it into SQL accounting. 

By exporting a structured transaction journal from the PMS and importing it into SQL accounting, your finance team can save time, reduce errors, and speed up monthly reporting.

Let automation handle your journals. Get a trial now.