Who they are
West Plaza Hotel is a 3-star hotel in Bucharest, with 27 rooms and the Trattoria Vivaldi restaurant. It is the kind of urban hotel that serves both tourists and business travelers, while the restaurant also operates independently, with its own clientele and deliveries through delivery platforms.
Before Pynbooking, the hotel ran traditional software installed on a local server. Data was entered manually, there was no integration between hotel and restaurant, and access to information was limited to the front desk computers.
The challenge
Software on a local server means total dependence on that server. If it breaks, operations stop. If you're outside the hotel, you have no access to data. You can't check a reservation from your phone, can't view a report from home and can't manage the restaurant from the same interface.
There was also the problem of redundancy. The same data was entered in multiple places: in the software, in Excel, in the accounting system. Every manual step meant lost time and error risk. And the Trattoria Vivaldi restaurant functioned practically as a separate entity from an IT systems perspective.
The solution
The migration to Pynbooking simultaneously addressed multiple needs:
Cloud PMS — All hotel operations moved to the cloud. Front desk, management, accounting — everyone accesses the same data, from any device, in real time. No more local server to maintain or depend on.
New website with Booking Engine — West Plaza received a modern website with an integrated booking engine that allows guests to book and pay directly, without going through external platforms.
Invoice export to SAGA — The integration with the SAGA accounting system eliminates manual invoice entry. Data is exported automatically, which reduces errors and saves time.
We went from local server software to a cloud system where I can see everything from my phone. We're never going back.
Smart locks — Rooms were equipped with smart locks connected to the PMS, which simplifies access management and eliminates the classic problems with keys or magnetic cards.
Restaurant POS with digital ordering — Trattoria Vivaldi received a complete POS system, with ordering from phone and tablet. Waiters take orders on mobile devices, and the kitchen receives them instantly. Moreover, the restaurant was integrated with Uber Eats and Glovo platforms for deliveries, and the digital menu allows online ordering.
The results
The impact was felt immediately in daily operations. Repetitive tasks — manual data entry, reconciliation between systems, report generation — were eliminated or automated. The team spends less time on administration and more time with guests.
The restaurant and hotel now function as a single organism. Orders come from phones, tablets, Uber, Glovo — all in one place.
Real-time access from any device fundamentally changed how management interacts with the business. Reports are available anywhere, data is always up to date, and decisions are made based on system information, not estimates.
The restaurant integration with digital ordering and delivery platforms opened a revenue channel that didn't exist before or was managed chaotically. The digital menu with online ordering simplified the experience for both in-restaurant customers and those ordering from home.
What's next
West Plaza Hotel made the transition from fragmented operations dependent on a physical server to a unified digital ecosystem. With the hotel and restaurant integrated in the same platform, smart locks and automatic accounting export, the foundation is set to efficiently scale any direction of the business.
