For independent hotels in Italy · 30–150 rooms

Too many manual handoffs. That's where hotels lose time, confirmations, and control.

We automate the steps your team now handles across PMS, email, WhatsApp, internal tasks, and suppliers — without forcing a new software platform or changing daily operations.

Pre-arrival requests · PMS notes · Guest follow-ups · Supplier confirmations · Shift handoffs.

Calculate recoverable revenue Tell us about a flow — we’ll reply within 48h

We start from one specific flow: direct after-hours requests. The same method also applies to pre-arrival, guest follow-up, PMS notes, suppliers, and shift handovers.

WHERE THE VALUE IS

The real work isn't the reply. It's everything that has to happen behind it for that reply to go out.

A request that looks simple often triggers notes, tasks, checks, confirmations, and handoffs across people and systems. That is where time gets lost, errors build up, and operational bottlenecks appear. We build automations and AI agents to coordinate those handoffs — with approvals and fallback where needed.

Standard software makes the hotel adapt to the software. We do the opposite.

Koordinato — Pre-arrival request orchestration

Before

Guest email: transfer + restaurant + quiet room + flowers

Booking checked in the PMS by hand

Calls or messages sent to transfer and restaurant contacts

Notes copied across PMS, handover sheet, and internal tasks

Final guest reply sent only after chasing confirmations

One request creates several manual steps. If one point stalls, the whole reply stalls.

After

Request is read and split by action type

Transfer routed to supplier or manual fallback task if needed

Restaurant suggestion or booking attempt prepared with hotel rules

Room preference and amenity logged in PMS and internal tasks

Final reply prepared with confirmed, pending, and next-step items

AI agents and automations handle the coordination. Your team stays in control: approvals and manual fallback stay in place wherever needed.

Typical scenario reconstructed from similar engagements.

If this sounds familiar, it's because it happens every day.

The transfer request comes in at 10:03. Someone writes it in the PMS. Someone else pings the porter on WhatsApp. Someone was supposed to confirm back to the guest. Nobody knows if it happened.

End of shift. You brief your colleague on what's still open. They take notes. Tomorrow something falls through.

The VIP guest asked for flowers in the room. They're arriving. No one remembered to confirm with the supplier.

Monday morning: you reconcile channel manager, PMS, and a spreadsheet by hand. A booking came in last night. You missed it.

Housekeeping finished room 204. Reception finds out 40 minutes later. The couple waiting is already at the bar.

The same guest reply, you rewrite it every time. Slightly different. Sometimes you forget something.

No PMS replacement required

Scope defined before we start

Testing and approval before go-live

Founders reply directly

No PMS replacement required

Scope defined before we start

Testing and approval before go-live

Founders reply directly

Founders

9 years in reception and concierge. We know what we're asking you to change.

We worked with Protel every day, with OTAs, with VIP guests, with night shifts, with last-minute requests.

When we talk about where time gets lost, we're talking about things we did ourselves.

About us

Who it is for

Independent Italian hotels, 30–150 rooms

Who this is for

Italian independent hotels, 30 to 150 rooms, where a single guest message moves three people and four systems.

It's not for teams looking to:

· Replace the PMS · Run an open-ended project with no scope · Sit through a demo without a concrete flow to analyze

Where manual work builds up

The first flows we take off your team's plate

One guest request that activates half the house

Transfer, restaurant, room setup, amenities, PMS notes, department confirmations. All manual, all in the head of whoever's on shift. If one person misses, two people do damage control.

The same reply, rewritten from scratch every time

Recurring requests — early check-in, late check-out, quiet room, allergies — treated as new every time. Time lost, inconsistent tone, details forgotten.

Every morning: reconcile by hand what should sync itself

PMS, channel manager, email, spreadsheets. No single source of truth. Every morning someone re-checks to see what broke overnight.

See more typical flows

From first contact to go-live

How we work

First call

We understand your systems and identify the one process worth improving now.

Written proposal

We define what's included, what's not, the timeline, testing plan and fallback — before work starts.

Integration and testing

We work on your existing systems, test in controlled conditions and get sign-off from your team.

Step-by-step go-live

We release gradually, monitor closely, and adjust small things without disrupting daily operations.