How to choose the best hotel technology in 2025.
- Elena Mateos
- Sep 11, 2025
- 6 min read
If there's one thing I've learned after years in the hotel industry, it's that technology can be our greatest ally or our worst headache. Choosing the right software for a hotel isn't just a matter of features and price, but also strategy, integrations, and, above all, ease of use. Today I want to share with you the key aspects every hotelier should consider before making a decision.
Table of contents.
Think about your hotel before you think about technology. What does your hotel need?
System integrations. The big secret to a seamless system.
Startup, scaleup or unicorn?
The learning curve.
Return on investment versus price.
Real references and opinions
Try before you decide. POC
The importance of technical support.
Think about your hotel before thinking about technology
Before you jump into comparing PMSs, booking engines, or revenue management solutions, ask yourself: What are my real needs? Not all technologies are suitable for all hotels. A 30-room boutique hotel doesn't have the same priorities as an all-inclusive resort. Do you think a beach hotel has the same needs as a meeting hotel or a ski hotel?
At HotelSAAS, we help hoteliers find the technology that best fits their business model, without empty promises. It's not about "the best tool on the market," but the best one for your hotel.
Technological integrations in hotels: the secret to a seamless system
You've probably heard these scenarios before: a PMS that doesn't communicate with the channel manager, a booking engine that doesn't sync rates properly, or a CRM that operates as an independent island.
Before choosing a provider, make sure their solutions can integrate with the tools you already use or plan to use in the future.
Additionally, integration costs must be taken into account. Some vendors charge additional fees to connect their tools to third-party systems, which can increase the total cost of the solution. Always ask about hidden costs and whether there is an open API that allows unrestricted connection. (Keep an eye on this topic as well...we'll cover it in another post.)
At HotelSAAS, we've created a technology search engine based on the integrations already in place with your system. In less than a second, we'll tell you all the providers that integrate with your property's systems.
Startup, Scaleup, or Unicorn? Pros and cons depending on the type of technology provider.
When choosing the best hotel software in 2025, it's not just the product that matters, but also the person behind it. There are three types of tech companies with distinct approaches and characteristics: startups, scaleups, and unicorns . Each has advantages and disadvantages, and understanding them will help you make a better decision.
1. Startups: Innovation and flexibility, but with less experience
Startups are young companies with innovative solutions and high growth potential. They tend to be agile, adaptable, and willing to offer more personalized service. Often, their technology is more modern and designed to solve problems that industry giants have yet to address.
2. Scaleups: Growing companies with more stability
When a startup moves beyond its initial phase and achieves sustained growth, it becomes a scaleup. These companies have validated their business model, have more customers, and are expanding rapidly. They have a more mature product and more structured processes, but it's true that prices can start to rise.
The advantages include greater financial stability and more developed products, while the disadvantages include the loss of some of the agility and innovation of their beginnings.
3. Unicorns: Giant companies, but less flexible
Unicorns are technology companies valued at over $1 billion. They are industry leaders, with customers around the world and highly proven solutions. At the same time, they can be more rigid and less customizable.
Advantages? Market-consolidated solutions. Disadvantages? Less flexibility to adapt to specific needs, more impersonal customer service, and much higher costs due to the brand and infrastructure.
Don't underestimate the learning curve
It doesn't matter how advanced a software is if your team doesn't use it. Ease of use is key. Ask about onboarding sessions, training, and technical support. Some of our HotelSAAS providers offer personalized training and 24/7 support, which makes all the difference when unforeseen issues arise.
Remember that adopting a new technology can create resistance among employees . The key is to involve them from the beginning, explain the benefits, and ensure they have the support they need to adapt without frustration.
Price vs. ROI. Don't be fooled by the initial cost alone.
There are two phrases that I have always loved to use when dealing with this topic:
"Cheap always comes out expensive" or "I'm not rich enough to buy cheap."
It's tempting to choose the cheapest option when looking for technology for your hotel, but the true value of a solution lies not only in its price, but in the return on investment (ROI) it generates. Good software should help you optimize processes, reduce operating costs, and, above all, increase revenue.
For example, a good revenue management system can increase your RevPAR, an efficient CRM can improve the conversion of direct bookings, and a well-integrated PMS can reduce errors in operational management.
At HotelSAAS, we always recommend analyzing the total cost of ownership (licensing, integrations, training, support) and comparing it with the benefits it can bring in terms of efficiency and profitability.
Before you decide, run the numbers: How much time and money will this tool save your team? How much can your revenue increase through better rate optimization or a more seamless customer experience? If the investment translates into clear improvements, price becomes an opportunity instead of a problem.
Ask for real references and opinions.
Nothing beats the experience of other hoteliers to validate a tool. But be careful with this issue. You should always ask for references from hoteliers with similar properties to yours . As we mentioned before, what a business hotel needs isn't the same as what a luxury resort needs. The same goes for reviews. What I like and what works well for me may not meet your needs.
At HotelSAAS, we're working on a review system where users can rate providers and share their experiences.
Social media, specialized forums, and industry events are also good sources of information. Don't rely solely on the vendor's version; seek independent opinions.
Try before you decide. Don't buy blindly.
Investing in hotel technology without testing it first is like buying a car without driving it. Many providers offer free demos or trial periods, and it's key to make the most of them. It's not just about watching a sales presentation, but about experiencing how the tool works in your hotel's day-to-day operations.
This is where Proof of Concept (POC) comes in. A POC is a test in a real-world environment with real data, where you can evaluate whether the solution truly adds value to your operations. While a demo shows you the features, a POC lets you test whether the software fits into your workflow, whether the integrations work correctly, and whether your team finds it intuitive.
During the trial period, we recommend evaluating aspects such as system speed, ease of navigation, customization, and technical support. Also, involve your team in the testing to ensure everyone finds it useful and easy to use.
Don't just rely on theory. Test, measure, and decide with real data.
The importance of the support department.
Imagine if your PMS goes down in the middle of peak season and you can't reach technical support. It's a scenario no hotelier wants to experience.
Before choosing a solution, check support response times, available communication channels (phone, chat, email), and whether they offer support in your language (very important, especially considering we're dealing with a technological language that not many people speak).
Security and regulatory compliance
With increasing digitalization, data security is more important than ever. Make sure your software complies with data protection regulations, such as the GDPR in Europe.
Ask about the security measures they implement, including data encryption and automatic backups. Failure to do so can result in financial penalties and damage your hotel's reputation.
Are you interested in hotel technology?
With HotelSAAS, you can discover the best solutions for every area of your property: compare products, learn about suppliers, and find the ideal tool for your hotel.
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