Case study · Services

Kilhof rental, Krnov: running 24/7 without the owner on site

From a paper diary to a booking system that issues the contract and invoice, matches the payment and sends the key-box access code on its own.

120bookings in the first 3 months
≈ 0cancellations – customers book and pay
24/7booking and handover without the owner
2months from brief to launch

Starting point

Bookings were written in a paper diary.
Invoices were issued by hand for every booking and payments were checked manually.
Customers had to call to check availability; contracts were written on paper.
Key-box access codes were handed over in person or by text message.
The owner spent evenings and weekends on admin, and double bookings were a risk.

Key decision

We built the system from scratch rather than using an off-the-shelf booking product. Every rule – deleting an unpaid booking, sending a code, matching a payment – is unambiguous and traceable. That is the foundation for running without human supervision.

What we did

Online booking

A real-time availability calendar for desktop, tablet and phone.

Contracts and documents

A PDF contract and a proforma invoice with QR payment immediately after booking.

Payments

Moneta Money Bank integration: the payment is matched automatically, the final invoice is issued via Fakturoid and the booking is confirmed.

Handover without staff

When the rental starts, the customer receives the access code for the box with keys and documents.

Housekeeping

Unpaid bookings are cancelled automatically after a set period.

Further development

Later we added monthly consolidated invoicing for regular customers, booking extensions and an accounting overview.

View:

Technical details, technologies and architecture

Technical view

Custom PHP web application, REST API and own data layer
Moneta Money Bank API – real-time payment matching
Fakturoid API – automated invoicing
PDF contracts and invoices, automated emails
Scheduled and event-driven jobs (cron)
Hosting on PETER HOLDING infrastructure, GA4, Search Console

Results after three months

Customers book in the evening, at night and at weekends without calling.
Contracts, invoices and payment matching all run automatically.
The system replaces work that would otherwise need a part-time administrator.

Investment

Total investment: CZK 74,400 excl. VAT (approx. €3,000)
Includes: analysis, design, development, bank and Fakturoid integration, automation, graphics, hosting, SEO and security
Delivery time: 2 months
Payback: within the first quarter of operation

Further extensions are ordered and invoiced separately as needed.

“I had several recommendations for a website, but it never worked out because most of my ideas were said to be impossible. At my first meeting with Mr Peter I found out that all of it was realistic. Once the system went live, I was pleasantly surprised how well we can serve customers in the evening, at night or at weekends. I spend much less time on admin and can focus on other things.”
Josef Kilhof, owner of Kilhof rental, Krnov (translated from Czech)