Bookkeeping · double entry · audit trail
Books that keep themselves while you run the guesthouse
Every tax invoice, payment and expense you record at the front desk is posted as double entry behind the scenes. At month-end there is nothing to capture: the journal, trial balance, debtors and cash-and-bank are already there — and your accountant can read them.
- No card
- Nothing to install
- Works on your phone
| Account | Debit | Credit |
|---|---|---|
| Bank | $18,420.00 | |
| Cash | $2,115.50 | |
| Debtors | $1,236.90 | |
| Accommodation income | $17,890.00 | |
| Bar and shop sales | $1,402.40 | |
| VAT output | $2,895.00 | |
| Expenses | $5,182.30 |
Posted as you work
No data capture at month-end. The front desk is the bookkeeping.
Accountant-ready
Journal, trial balance, debtors, cash and bank — in the form an accountant expects, exportable to Excel.
Every change traceable
An audit trail of who changed what and why, and corrections by reversal — never by deletion.
How it works
One stay, four names, zero retyping
Every guest is one record that changes its name as they go: asked for a price, said yes, stayed, paid. Each step is one press of a button.
- QuotationThey ask what it costs. Rooms, nights, guests and a deposit, priced in a minute.
- BookingThey say yes. One click, and the room is theirs on the calendar — nobody else can have it.
- InvoiceThey check out. The bill is raised from what was quoted, nothing typed twice.
- Tax invoiceThey pay. Part or all, by cash, card or transfer — the receipt is written and it is in the books.
Reports
The eight reports in WStation
| Report | What it answers |
|---|---|
| Transactions | Every rand, dollar or euro in and out, searchable |
| Income and expenditure | Did we make money this month? |
| Tax return | Tax charged, tax paid, and what's payable or refundable |
| Debtors | Who owes us, and since when? |
| Sales analysis | What earns the most — rooms, meals, bar, activities |
| Cash and bank | How much should be in the drawer and the account |
| Journal and trial balance | The books as double entry, and do they balance? |
| Audit trail | Every edit, correction and reversal, with the reason |
Everything in it
Built for guesthouses, lodges and B&Bs
No modules to buy and nothing to set up first. Turn off what you don't use.
- Occupancy calendar — every room down the side, every night across the top
- No double bookings — a taken room is refused before the quote or booking is saved
- Airbnb & Booking.com calendar sync — each room swaps calendars with its listings every 30 minutes
- Front desk — today's arrivals and departures, one-tap check-in and check-out, walk-ins without a quote
- Your own booking page — guests send their dates to your enquiries inbox — no commission
- Quotes guests accept online — send a quote as a link; they accept on their phone
- Automatic guest messages — a confirmation, check-in details before arrival and a review request after — by email or WhatsApp
- Deposits and part payments — ask for a percentage up front; the balance looks after itself
- Invoices and tax invoices — your logo, bank details and a QR code on every document; credit notes for corrections
- Housekeeping board — checking a guest out marks the room for cleaning
- VAT, GST or sales tax — including a separate rate for accommodation and tourism levies, or no tax at all
- A till with stock — for the bar, the shop or anything sold over the counter, with shifts and cash-up
- Books that keep themselves — income, expenses, debtors, journal, trial balance and audit trail
- Your team — admins, staff and tillers, invited by link; run more than one property from one login
- Phone, tablet or computer — installable on Windows, Mac, Android and iPhone — and it keeps working when the signal drops
Questions
Asked before signing up
Do I need to know accounting to use it?
No. You record stays, payments and expenses in plain words; WStation does the double entry.
Can I start mid-year with existing balances?
Yes. Bring your cash and bank balances forward as opening balances, so migrating your books doesn't create fake income.
Does it replace my accountant?
No — it gives your accountant clean records. Year-end statements and tax filings are still theirs to sign.
Can I export to Excel?
Yes. Every report downloads as a CSV for Excel or Google Sheets.
More of WStation
Also in the box
Books that keep themselves. Start free.
Open WStation, add your rooms, and quote your next guest — free, in your browser, no card.
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