Hotel Desk

Subscription app sold to many hotels. Each hotel (restaurant, rooms and/or banquet hall) gets: daily counter (sales by cash / UPI / card / bank / Zomato / Swiggy / credit), category-wise expenses, cash drawer close, employee advances, attendance, payroll, dues and partner reports.

Stack: Next.js 16 (App Router, server actions) + Drizzle ORM + Postgres. Locally the database is embedded Postgres (PGlite, in .data/), so nothing needs installing. In the cloud it is any Postgres (Railway or Supabase).

How hotels come on board

1. Sign up at /signup: hotel name, city, sections (restaurant / rooms / banquet), owner name, mobile number (the login) and password. The hotel is created on a 14-day free trial (Growth plan limits) with default expense categories and Zomato / Swiggy parties, and the owner is logged in. The platform owner can also onboard a hotel from the Platform console.
2. Get ready checklist on the owner's dashboard: add employees, create logins for managers and partners, set opening cash and first sale, close the first day.
3. Pay: the hotel pays by UPI / bank (instructions on /billing, set with PLATFORM_PAYMENT_NOTE). The platform owner records the payment on the hotel's page; that sets the plan and extends "paid until". Paying during the trial keeps the remaining trial days.
4. Renewal: 7 days before the end a banner warns the hotel. After the end there are 3 grace days with entries still allowed, then the hotel becomes view-only (data is never deleted). A suspended hotel sees only Billing.

Plans (editable in Platform > Plans): Starter ₹999/mo (25 employees, 5 logins), Growth ₹1,999/mo (100 employees, 15 logins), Pro ₹3,499/mo (unlimited). Limits are enforced when adding employees and logins. These prices are placeholders.

Every hotel's data is separated by hotel_id on every table; every query and server action filters on the logged-in user's hotel.

Run locally

npm install
npm run seed -- --demo   # platform owner + two demo hotels; logins in .data/logins.txt
npm run dev              # http://localhost:3420

Demo: platform is the platform owner; admin owns "Shree Palace" (paying, 45 days of data, plus manager / cashier / partner / viewer / employee logins); sagar owns "Sagar Residency" (on trial). npm run seed without --demo creates only the plans and the platform owner login. To start over locally: stop the server and delete .data/pglite. Always stop the dev server normally; a hard kill can leave the local database unreadable.

Salaries, profit and partners

• Pay salary from Payroll: per employee ("Pay") or "Pay all balances" for the month. The payment leaves today's counter (cash drawer or bank) and is counted against the month it is for, so October salary paid on 5 November settles October. Payroll balance = earned - advances - daily wages paid - salary paid. Each employee has a printable payslip (/payslip/[id]), also linked from My Salary.
• Profit after salaries (dashboard and Partners page) = income - expenses
  • salaries earned by all staff in the month. Daily wages paid from the counter are counted once, as salary.
• Partner shares: owner sets each partner's % in Settings (total up to 100%). The Partners page shows each partner's share of the month's profit and of the financial year (April-March) so far. A partner's own row is highlighted when their login is linked.

Suppliers, money summary and other money flows

• Suppliers: purchases taken on credit are expenses with "Paid by: On credit" and a supplier. They count as expense the day the goods arrive and stay owed until "Pay supplier" (from the supplier's page) records a payment, which comes out of that day's drawer or bank. Each supplier has a date-wise account with a running balance.
• Zomato / Swiggy commission: when recording their payout, enter what reached you and the commission they kept; the commission settles their dues and counts as an expense.
• Loans to staff: an advance can be a loan recovered at a fixed amount per month (starting the month it is given) instead of all from that month's salary. Payroll, payslips and the summary show what is left.
• Salary history: changing a salary asks from which date it applies; earlier months keep the old rate. Employee page lists the history.
• Bonus, allowance, deduction: the owner adds any of these to one employee's pay for a month (from Payroll "+ Adjust" or the employee page), with a reason that prints on the payslip. Bonus and allowance add to pay and to staff cost; deductions take off. They change what is owed, not cash: the money moves when salary is paid.
• Partner withdrawals: money a partner takes out is recorded on the Partners page (cash / bank from today's counter, not an expense). The page shows each partner's year share, what they took, and what is still theirs.
• Cash <-> bank during the day (deposit or withdraw) from the counter's cash drawer card; the day close also has an optional note-by-note count.
• Money summary (owner and partners): month profit, cash in drawer, what others owe (dues, staff loans) and what the hotel owes (suppliers, unpaid salary, booking advances held, partners' share not yet taken).
• My account: everyone can change their own password. Owner can change a login's role or linked employee in Settings, and download all data as one Excel file (/export).
• Dashboard and counter remind about attendance not marked today and yesterday's counter not closed.

Counter, edits and activity log

• The counter shows one form at a time (Sale / Expense / Advance / Received) with tap buttons for payment mode, one-tap "most used" expense categories, and a big amount box that keeps focus for the next entry.
• Tap any entry in the day's list to edit or delete it (own entries, or any for the owner, only while the day is open; booking entries are changed from the booking).
• Activity log (owner and partners): every add, change (with before -> after), delete, day close / reopen, by whom and when, per day.
• Install as an app: open the site on a phone and use "Add to Home screen"; it opens full screen with the Hotel Desk icon.

Bookings (banquet, rooms, tables)

A booking is made for a future date with customer name and mobile, occasion, date and time slot (or check-in / check-out for rooms), hall or room numbers, guests / plates, rate and total. Each booking gets a number (BK-0001, per hotel) and its own customer account, so money flows through the normal books:

• Advance taken while booking (or later) is a payment received today. It shows in today's counter as cash / UPI / bank. It is not income yet.
• Confirmation slip (/bookings/[id]/slip): print / save as PDF, or send on WhatsApp (opens WhatsApp with the details filled in, to the customer's number).
• Clash check: the same hall (same date and time slot, or full day) or the same room numbers (overlapping nights) cannot be booked twice.
• Complete (on or after the date): the final bill becomes today's sale on the customer's account; advances are adjusted and the balance shows in Dues.
• Cancel: refund part or all of the advance; whatever is kept is today's income as a cancellation charge.
• Calendar view, upcoming list, past-date bookings still open, and the next 7 days on the dashboard.

Managers and cashiers can create bookings and take payments; completing or cancelling needs a manager or the owner.

Roles

Role	Can do
superadmin	Platform owner (you). Sees all hotels, records subscription payments, extends trials, suspends hotels, edits plan prices. Cannot see inside a hotel's counter.
admin	Everything. Only role that adds or edits employees, logins, categories, parties, and reopens closed days.
manager	Counter entries, close the day, attendance for workers assigned to them. No salary figures.
cashier	Counter entries only.
partner	Read everything (dashboard, counter, payroll, partner shares, activity log, reports). Cannot add or change anything.
viewer	Read dashboard, counter and reports. No payroll.
employee	Own attendance calendar, salary calculation and advances.

Staff can enter only for today and yesterday, and only while the day is open. Once a day is closed it is locked until admin reopens it. Every create, delete, close and reopen is written to audit_log.

How the numbers work

• Money is stored as integer paise.
• Cash drawer: opening cash (yesterday's counted cash) + cash sales + cash payments received - cash expenses - cash advances - cash deposited to bank = what the drawer should have. The difference from the counted cash is the day's short / excess.
• Dues: Zomato, Swiggy and credit sales are billed to a party; payments received reduce the balance.
• Payroll: monthly staff earn salary / days-in-month per paid day (present, leave, week off; half day = 0.5). Daily staff earn wage per day worked. Overtime = one day's pay / 8 per hour. Advances and daily wages already paid from the counter (Labour Wages category, linked to the worker) are deducted.

Deploy (Supabase + Vercel)

1. Supabase: create a project in region South Asia (Mumbai). From Connect copy the Transaction pooler connection string (port 6543) and put your database password in it.
2. Vercel: Add New > Project, import this GitHub repository, and add the environment variables
   • DATABASE_URL = the pooler string above
   • PLATFORM_PAYMENT_NOTE = your UPI ID / bank / WhatsApp for renewals. Deploy. npm run build applies database migrations before building, so the first deploy creates all tables and each later deploy updates them once. vercel.json runs the server functions in Mumbai (bom1), next to the database.
3. First login: from this machine, DATABASE_URL="postgres://..." npm run seed adds the plans and the platform login. The password is written to .data/logins.txt; log in once and change it from My account.
4. Open the site on a phone and "Add to Home screen" to install it.

AWS Lightsail (Mumbai), an always-on server instead of serverless:

1. Lightsail > Create instance > Mumbai (ap-south-1) > Linux/Ubuntu 24.04, the 2 GB plan. Attach a static IP, and in Networking open port 443 (HTTPS) next to 22 and 80.
2. Connect with the browser SSH button and run curl -fsSL https://raw.githubusercontent.com/neelsanjaypatel/hotel-managment/main/deploy/aws/setup.sh -o setup.sh && bash setup.sh yourdomain.in. It asks for DATABASE_URL, DATA_KEY, the Google keys and the payment note, installs Node 22 and Caddy (automatic HTTPS), builds, and runs the app as the hotel-desk systemd service.
3. Once it says the app is running, point the domain's @ and www A records at the static IP. Caddy then gets the certificates; the bare domain redirects to www.
4. Later updates: push to GitHub, then on the server sudo hotel-desk-update. Logs: journalctl -u hotel-desk -f.

Railway works too: railway.json builds with npm run build and starts with npm start (which migrates first); set DATABASE_URL to ${{Postgres.DATABASE_URL}}.

The app refuses to run in production without DATABASE_URL: a container's disk is wiped on each deploy, so the local PGlite database cannot be used there.

Schema changes: edit src/db/schema.ts, run npm run db:generate. Locally the dev server applies migrations to PGlite on start; in production npm start (or npm run db:migrate) applies them to DATABASE_URL before the server starts. Any Postgres works the same way (Supabase: use the Transaction pooler string, port 6543).

Not built yet (next phases)

• Online payment (Razorpay) so hotels renew themselves; today the platform owner records each payment by hand.
• Sign-up protection (OTP on the mobile number, rate limit).
• WhatsApp daily summary to partners at day close, plus alerts (cash short, expense spikes).
• WhatsApp agent: partners ask "today's sale?" and get answers from the data (read-only).
• Petpooja sales import, so restaurant sales do not need manual entry.
• Bill photo upload on expenses, Gujarati UI, PDF salary slips.

Google login for owners

Owners can log in with Google. Without these variables the button is hidden and passwords keep working.

1. In Google Cloud Console, create a project, set up the consent screen, and create an OAuth client of type Web application.
2. Add the authorized redirect URI https://<your-domain>/auth/google/callback.
3. Set GOOGLE_CLIENT_ID, GOOGLE_CLIENT_SECRET and APP_URL (for example https://www.desk24.in) in the server environment.

An owner connects Google from My account; after that their password stops working. If they lose the Google account, the platform owner resets the login on the hotel's Platform page.

Aadhaar and photos

Aadhaar numbers are encrypted with DATA_KEY, 32 random bytes in base64, set in the server's environment:

openssl rand -base64 32

Keep a safe copy. Without this key stored numbers cannot be read; the rest of the app keeps working. Staff and bill photos are shrunk in the browser and stored in the attachments table, served only through /files/[id].

Email recovery

Set SMTP_USER (a Gmail address) and SMTP_PASS (its Google App Password) in the server environment. People add and confirm an email in My account or at signup; a confirmed email can log in and receive a reset link. Without these variables the app keeps working and the forgot page says email reset is off.