Internal ERPlive

Easy Host ERP

Hostaway gets you 90% of the way. This is the 10 percent — and beyond.

A purpose-built operations system for a roughly sixty-listing short-term rental business across nine Finnish cities. Closes the gap Hostaway leaves on the table, then expands into capabilities the off-the-shelf PMS doesn't offer: listing studio, owner monthly reports, contractor task flow, custom booking site, AI replies with confidence ranking.

What it does

End-to-end owner monthly reports — reservations, cleanings, fees, VAT, written summary
Listing studio that turns three hours of work into fifteen minutes
Multilingual cleaner app, photo-evidenced jobs, automatic contractor task flow
AI replies in the operator's voice, with confidence ranking and language guardrails
Booking site fully under the operator's control — UI, copy, and SEO

Overhead shot of hands on a laptop with notebooks and coffee, representative of the operator workflow Easy Host ERP supports.

Easy Host runs around sixty short-term rental listings across nine Finnish cities. Hostaway got them about ninety percent of the way: channels, calendar, the unified guest inbox, all of it done well. The last ten percent was where their actual operational hours were burning: cleaning rotation, contractor coordination, owner statements, and the work items that kept falling out of emails and bookings without ever making it into the PMS. They tried tracking it in spreadsheets and a shared inbox. It almost worked. They came to us to close the gap, and we built the ERP that sits on top of Hostaway and goes beyond it into operator-side ground Hostaway does not cover at all.

Why it was developed

The operator runs short-term rentals the way a serious operator runs them: nine cities, dozens of owners, cleaning teams across three or four languages, payroll on a Finnish calendar, accounting through NetVisor, guest conversations across Airbnb, Booking.com, and direct channels. Hostaway sits underneath all of that — channel sync, calendar, unified inbox, the things a PMS should do. For roughly ninety percent of the workflow it does the job, and the team could live with it for years.

The remaining ten percent is where the back-office time burned, and where the operator value actually lives. A clear example: Hostaway's financial reports pull reservation details, prices, and guest counts for any month. Useful — but they stop short. Cleanings have to be added to each booking by hand. Cleaning-fee deductions live in a hacked spreadsheet. VAT is calculated manually. There's no way to ship a polished monthly statement automatically, written in the operator's voice, summarising the month for each apartment owner. Multiply that one example by sixty listings and a dozen owners and you have a hard ceiling on how the team can scale.

To automate that ten percent end-to-end, the ERP had to know what Hostaway knew — so most of Hostaway's data model now lives mirrored inside it. With that mirror in place we could also go past the ten percent into capabilities Hostaway doesn't offer at all: a listing studio that drops new units from three hours to fifteen minutes, cleaner-flagged issues that flow straight to contractors with pricing attached, a booking site fully under the operator's control, an AI reply layer with confidence ranking and language guardrails. The ninety percent stays Hostaway. The rest — and quite a bit more — is the ERP.

What it solves

Concrete operator pains, roughly in the order the day actually unfolds — from listing a new unit to closing the books on the month. Hostaway covers the bookings, the calendar, and the unified inbox; the ERP mirrors what it needs from that and automates the loops Hostaway can't close — and adds the ones it doesn't try to.

Listing creation — three hours to fifteen minutes
Before
Adding a new apartment to a PMS means hand-writing the description, uploading and ordering photos, filling out a long form of amenities, then adjusting copy for each channel. Roughly three focused hours per listing. With a growing portfolio, that's a real drag on the team's calendar.
After
A one-stop listing studio inside the ERP. Photos get processed and ordered automatically. The AI drafts the description, amenities, and house rules in the operator's voice, with channel-specific variants on top. The team reviews, edits, and publishes — onward to Hostaway, which fans it out to the channels. Total time per listing: about fifteen minutes.
A booking site worth ranking on Google
Before
Hostaway ships a basic booking site that technically works but isn't built for SEO. The premium version (around €30/month per property) gives you what Hostaway decided to build — the UI, the copy, and the search posture aren't yours.
After
Full control over the booking site — UI, UX, copy, schema markup, the lot. The business can stay on Hostaway's site where it's enough, or publish a custom site that ranks for the exact searches it cares about and converts the way the operator wants. Bookings flow back to Hostaway from there, so nothing on the PMS side changes.
Reservation safety as belt-and-suspenders
Before
Hostaway's channel sync handles the heavy lifting, but any sync layer can race ahead of a state change in an edge case. Catching that fell on the operator.
After
A second tripwire on every Hostaway sync. Anything that would land an overlap is rejected with the reason visible to the operator. Hostaway stays the source of truth; the ERP just refuses to let a known failure mode through.
Reply quality at scale
Before
Hostaway's unified inbox kept all guest messaging in one place, which is exactly what an operator needs. The built-in AI drafts were good — but they couldn't be tuned tightly enough to sound like the operator, occasionally drifted into the wrong language, and the noise (auto-confirmations, low-signal updates) still had to be eyeballed.
After
A filtering layer over the same inbox surfaces what actually needs a human. A custom AI drafts replies in the operator's voice with project-specific guardrails: no quoting policy that doesn't exist, no committing to refunds, no inventing amenities, no replying in a language the guest didn't ask for. Each draft carries a confidence score — operators can skim the certain ones and read the uncertain ones carefully. Over time the model is trained on the operator's own corrections, so it gets sharper at this specific business. Reply latency stays well under ten minutes around the clock.
Language-barrier cleaning teams
Before
Cleaners working in their second or third language got instructions in Finnish or English and missed details. No off-the-shelf cleaner app fits this team.
After
A multilingual cleaner app: every job, note, and prompt renders in the cleaner's preferred language. Photo evidence is required, not optional. A cleaner can take a shift the day they're hired with no training material.
Cleaner-flagged issues becoming contractor work
Before
A cleaner spots a broken blind, a stained sofa, a faulty lock. In a generic tool, that's a WhatsApp message somebody has to remember to act on. The next contractor finds out by chance, prices it by chance, and the cost lands in a spreadsheet at month end.
After
Cleaner-flagged issues become structured tasks instantly, with trade, agreed price, and location attached. The right contractor sees the job on their own page with the price already on it. The operator has full control over what triggers a task, how it's routed, and how the cost rolls up. No off-the-shelf PMS gives that workflow control.
Lost-and-found — the long tail
Before
Hostaway's guest AI can answer the easy questions, but the lost-and-found loop has a longer tail: item flagged at changeover, logged against the right reservation, photo captured, guest contacted, return arranged. That whole tail lived in WhatsApp.
After
A structured workflow runs the full loop. Items get logged against the reservation with photos. Outbound guest messages are auto-drafted at the right step, more comprehensively than the generic AI can do because they're written for this exact scenario. The case nudges itself forward until it's closed.
Manual back-office accounting
Before
Cleaner hours collected by hand at month end. Owner, cleaning, and contractor invoices each with their own quirks. Numbers slipped at reconciliation. Outside any single tool's scope, so it lived across spreadsheets.
After
Hours flow out of completed jobs into a Finnish payroll export, ready for the accountant. NetVisor integration writes the invoices from the same data the rest of the business runs on. One source of truth, one set of numbers.
Owner monthly reporting
Before
Hostaway's financial reports pull reservation details, prices, and guest counts — and then stop. Cleanings get added to each booking by hand. Cleaning-fee deductions live in a hacked spreadsheet. VAT is calculated manually. There is no way to ship a polished, written monthly statement to each owner on a schedule.
After
End-to-end owner reporting. The ERP joins reservations, cleanings, fee deductions, and VAT in one model, drafts a written summary of the month in the operator's voice, and emails each owner their statement on a schedule. Branded, automatic, and tuned to how the business actually accounts for the month.

What the goals were

The measurable objectives the operator set with Papu Studio at kick-off. We track these on an internal dashboard; they're the bar the build is held to.

Every cleaning logged with photo evidence
No job marked complete without photos. Disputes drop to near zero.
No manual data entry into accounting or owner reports
Invoices originate in the ERP and post to NetVisor automatically. Owner monthly statements join reservations, cleanings, fees, and VAT in one model and ship on a schedule with a written summary.
Guest reply within ten minutes, any time of day
Custom AI drafts in the operator's voice with project-specific guardrails. Operator reviews and sends. Clock starts on draft, not on reply.
One system the team actually opens to do the day
Reservations, listings, owners, cleanings, payroll, invoicing, reports, and the AI layer in one schema. Hostaway stays the source at the edge; everything joins inside the ERP.
Cleaners onboarded in under an hour
Multilingual UI, no training material required, a cleaner can take a shift the day they're hired.
Belt-and-suspenders reservation safety
A tripwire on every Hostaway sync that refuses to let known failure modes — overlapping holds, sync races — reach the calendar.

How we reached the goals

We work in short iteration cycles — at peak, multiple production deploys a day. The customer is in the loop on every batch through a running changelog: what shipped, what changed in the data, what to test, what's next. There are no quarterly releases and no surprise migrations. If a workflow needs to look different in the morning, it can.

This is only possible because of how we use AI. Claude is the apprentice sitting next to the engineer all day. It writes a lot of the code, drafts a lot of the copy, catches the bugs we'd otherwise ship. What used to be quarters of work — a working multilingual cleaner app, a NetVisor integration, a guardrailed AI reply layer in the operator's voice on top of Hostaway's inbox — compresses into weeks. The operator at the wheel still makes the calls: what to build, what to skip, what's right for the business. The AI just removes the friction between decision and shipped feature.

That working model is Papu Studio's signature. Short loops, customer in the room, AI doing the typing, an experienced operator doing the thinking.

Tech we used

Named so any SME owner can search and verify. Same stack we use on every build, swapped where the project needs it.

Next.js + React
Frontend
One framework for the cleaner mobile view, the operator desktop view, and the owner portal. Mature, well-documented, fast to ship in.
PostgreSQL + Drizzle ORM
Data layer
A real relational database with a type-safe query layer. Cheap to run, easy to reason about, no surprises at scale.
Railway
Hosting
Push to GitHub, app deploys. Database, workers, and the app live next to each other. Costs and ops are predictable for an SME budget.
Cloudflare R2
Photo and document storage
Egress is free. Cleaning photos and lost-and-found images can be stored generously without the storage bill ballooning.
Resend
Transactional email
Owner statements, guest receipts, internal alerts. Clean Finnish-domain deliverability without enterprise pricing.
Anthropic Claude
AI features
Drafts guest replies in the operator's voice, classifies inbox messages, summarises owner threads. State of the art and Finnish-capable.
Hostaway, NetVisor, Slack, Stripe
External integrations
Hostaway is the channels-and-bookings layer — it pulls reservations from Airbnb, Booking.com, and direct channels and does that job well. The ERP mirrors what it needs from Hostaway and extends past the points where the off-the-shelf product stops. NetVisor for accounting, Slack for team alerts, Stripe where money needs to move.

The process

What working with Papu Studio looks like, from first message to the day you own the code.

Discovery
We sit with the operator and map the actual workflow. Not the org chart, not the PMS schema — the real, messy, daily loop. We come back with a written scope: what we build first, what we explicitly do not build first, the tier, the price, and a target ship date.
Scoped MVP
We build the smallest version of the system that closes the most painful loop end to end. For Easy Host that was the cleaner workflow. You see it running on your domain within days, not months, and you start using it before the second half of the invoice lands.
Continuous delivery
From there, short iteration cycles with multiple deploys per day at peak. A running changelog keeps the operator in the loop on every batch. Features show up because the business needs them next, not because they were on a Gantt chart in March.
Ownership transfer
The code lives in your GitHub from day one. The infrastructure runs on your accounts. The integrations point at your tokens. If Papu Studio vanishes tomorrow, the system keeps running and any competent engineer can take the next ticket. No lock-in to us, no lock-in to a vendor, no per-seat pricing for the team you're trying to grow.

Run short-term rentals? You can buy this same system.

Easy Host ERP is live, in production, and used by a real ops team every day. If you operate short-term rentals — fifty units or five hundred, on Hostaway or another PMS — the same system can be yours. We swap the API keys, migrate your historical data, brand the surfaces in your name, and tune the guardrails to how your business actually runs. Weeks to live, not quarters.

Most of what you've just read — owner monthly reports, the listing studio, the multilingual cleaner app, the contractor task flow, the booking site, the AI reply layer with confidence ranking — is shipped code, not a roadmap. The off-the-shelf PMS gets you to ninety percent. This is the ten, and the beyond.

Tier reference

Complex

€10,000+

A back-office or commercial product big enough that the integrations and edge cases are the hard part.

What this tier includes →

Want one like this for your operation?

The hard part of building this was figuring out the right shape: what data lives where, which workflows have to be live, what breaks at scale. That part is solved. A similar ERP for another short-term rental operator runs at roughly half the standard Complex tier price, because the architecture, the data flows, and the operator-side gotchas are already in our heads.

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