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Heroes PMS paid plans are priced mainly by number of rooms: each plan includes a set number of rooms in its base price, and above that a per-room fee applies that decreases with volume. You do not pay per user, and the mobile app is included for your team.

On the pricing page, you choose your room band, one of eleven bands from 1–2 to 201+ rooms, and the cards show the monthly price of each plan for your size. Because the per-room fee decreases as the room count rises, a 10-room property pays less per room than a 3-room one, which keeps the software affordable as you grow.

Properties also play a role, but as a plan limit rather than a separate fee:

• Business covers up to 10 properties
• Premium covers unlimited properties

This structure suits owners who run several small properties: three guesthouses of five rooms each are priced on their combined room count, not as three separate subscriptions with three minimums. Every band up to 200 rooms has a published price; for more than 200 rooms or many properties, book a demo and the sales team prepares a tailored offer.

The other variables are your billing period and currency. You can pay monthly, every six months with a 10% discount, or annually with a 20% discount, and prices can be displayed in US dollars, euros or pounds. The selector at the top of the pricing page updates every price as you change these options.

Business adds connectivity and automation to the core PMS, while Premium adds artificial intelligence and room to scale. Business suits a property that wants its OTAs connected and its team organised; Premium suits one that wants the AI answering guests, adjusting prices and running campaigns.

Business includes up to 10 properties, the channel manager with one OTA connection, automated guest messages based on templates, tasks, quests and Kanban boards, cash drop and recurring expenses, full invoicing, team management and priority support.

Premium includes everything in Business, plus:

• Unlimited properties and five OTA connections
• AI guest replies around the clock on OTA messages, email and WhatsApp
• The AI manager, AI yield and AI marketing
• Multiple rate plans and custom AI agents
• Advanced playbooks
• A dedicated account manager and white-glove onboarding
• 1,000 AI credits per month

A simple way to decide is to count your channels and your messages. If you sell on one main OTA and your guest messages are manageable with templates, Business is the efficient choice. If you sell on several OTAs, receive many messages in many languages or want help with pricing, Premium usually saves more time than it costs. Both are billed monthly with no commitment, so you can try Premium first and step down to Business if the AI is not essential for you.

AI credits are the allowance that powers the AI features of Heroes PMS, such as replying to guests, drafting campaigns or proposing rates. Premium includes 1,000 AI credits per month, Ultimate is planned with 3,000, and if you need more you can buy extra packs at any time: 500 credits for $19 or 2,000 credits for $59.

Each time an AI engine does work for you, for example drafting a reply to a guest or analysing your rates, it uses credits. Credits are weighted by model: work done by the most capable model, available in Ultimate's super smart mode, counts for more than work done by the standard model, which is why Ultimate comes with a larger allowance.

Usage tends to follow your season. A quiet month may use only part of the allowance, while a peak month with many guest messages in many languages may use more. Extra packs exist precisely so the AI does not stop in the middle of high season: you top up and it keeps working.

You also control how much the AI does. Every AI engine is off by default and is enabled individually from the AI setup wizard: customer service, staff management, yield and marketing. If you only want AI replies to guests, you can leave the others off. And because draft mode lets your team review replies before sending, you choose whether the AI does the whole job or just prepares it.

Ultimate is marked as coming soon and is priced on request: you can contact the team to join first. It is the tier focused on the smartest AI, and it adds features on top of everything in Premium.

Ultimate includes:

• Super smart mode, where the most capable AI model takes over complex requests such as cancellations, negotiations and multi-step cases
• 3,000 AI credits per month instead of 1,000
• Unlimited OTA connections, plus Vrbo
• The full REST API and signed webhooks, to connect your own tools to every PMS resource
• Priority support

The AI focus section describes what this tier aims to cover: answering guests on OTA messages, email, WhatsApp and Telegram in their language; managing sales with upsells, AI yield and guest campaigns; handling cancellations and complaints within the refund limits you set; and answering the phone with an AI voice line that greets callers, checks availability and routes them to the right person.

Until Ultimate opens to you, Premium is the most complete plan you can subscribe to directly, with AI guest replies, AI yield, AI marketing, five OTA connections and unlimited properties. If the REST API, Vrbo or unlimited OTAs are essential to your project, mention it when you contact the team so they can tell you more about access to Ultimate.

No. Paid plans have no trial period, but the Free plan (one property, up to 10 rooms, one user) never expires and needs no credit card, and the live demo shows every feature without a sign-up. Paid plans are billed monthly, every six months or yearly, with no long-term commitment.

The best way to evaluate is to run a normal week on the Free plan or in the live demo. Set up your rooms and rates, import or enter your upcoming bookings and use the planning as you would every day. The live demo shows the guest inbox, the housekeeping reports and every paid feature, including channel connections.

You can import your existing reservations and guest records yourself from a CSV or Excel file so you are not starting from an empty calendar, and onboarding support is included for one month on Premium and Ultimate.

When you outgrow the Free plan, you move to a paid plan in the same account, or pick the tier that best matches your needs. Your data stays in your account in each case, so nothing you set up is lost.

Yes. You can upgrade, downgrade or adjust your room count at any time, and changes are prorated on the next invoice. You can also change plan any month, so your subscription can follow your season and your growth.

Common situations include moving from Business to Premium when the AI becomes worthwhile, adding rooms after an extension, or adding a property after an acquisition. In each case, you change the plan or room count, and the next invoice accounts for the difference. Your data, settings and team stay exactly as they were.

Plan limits are worth keeping in mind when you change:

• Business covers up to 10 properties and one OTA connection
• Premium covers unlimited properties and five OTA connections

If your property ends up operating more rooms than your plan covers, Heroes PMS shows a banner and pauses new changes until you adjust the plan or the room count. Your data remains visible during that time, and deactivating a room is always possible, so you are never locked out of your own information.

Changing billing period works the same way. Moving from monthly to six-monthly billing gives a 10% discount, and annual billing gives 20%, which is worth considering once you know the plan suits you.

The number of OTA connections depends on the plan: Business includes one OTA, Premium includes five, and Ultimate, coming soon, is planned with unlimited OTAs plus Vrbo.

An OTA connection means a live, two-way link with a platform such as Booking.com, Airbnb, Expedia, Agoda or Trip.com through the integrated channel manager. Availability and rates are pushed from Heroes PMS, and reservations, modifications and cancellations come back into your planning automatically. Each connection is requested from the Integrations section and activated by the Heroes team.

Choosing the right number is mostly a matter of where your bookings come from:

• One OTA is enough for a property that sells mainly through Booking.com or Airbnb and takes the rest direct
• Five OTAs cover most independent hotels that combine a few major platforms
• Unlimited connections suit properties with a wide distribution strategy

Two additional channels do not count as OTA connections in the same way: your own direct booking site, which reads availability from the planning and charges no commission, and the Heroes Hotels marketplace, a free extra sales channel you can opt into per property. Both work alongside your OTA connections. If you are unsure how many you need, look at last year's bookings by source; the reports in Heroes PMS will show you this breakdown once your history is in the system.

Your data remains yours. You can export every reservation, guest, invoice and expense to CSV at any time, and after a cancellation your data stays available for 90 days before it is permanently deleted, giving you time to retrieve what you need.

Exporting regularly is good practice even if you have no plans to leave, for example to give your accountant a period's figures or to keep your own archive. The exports cover the information you are most likely to need later: past and future reservations, guest profiles, invoices with their numbering, and expenses.

If you decide to move to another system, plan the switch as you would any migration. Export your upcoming reservations and guest list, set up your OTAs on the new system, and choose a date to transfer distribution so that no booking falls between the two. Keep your invoice exports for your accounting obligations.

You also have intermediate options before leaving altogether. If a paid plan no longer makes sense, you can move down to a lower tier or reduce your room count, with your history intact. That can be useful in a quiet season or while a property is closed for works. The values published by Heroes PMS include openness, described as your data being yours, with frictionless exports and no lock-in.

No. The iOS and Android mobile app is included in every plan, for unlimited team members from Business up (on Free, only the owner uses it). Support is included too, at a level that rises with the plan.

Not charging per user matters for hotels, where many people touch the system a little: housekeepers closing cleaning reports, maintenance staff picking up tasks, seasonal helpers covering the desk. With per-user pricing, owners tend to share logins to save money, which destroys accountability. In Heroes PMS, each person can have their own login and role at no extra cost, so you always know who did what.

Support by plan:

• Business: priority support
• Premium: a dedicated account manager and white-glove onboarding
• Ultimate: priority support

Onboarding support is included for one month on Premium and Ultimate: you import your data from a CSV or Excel file when you switch from another system or a spreadsheet, and the team can help. On the website, the chat lets you reach the team directly, and conversations can continue on WhatsApp or Telegram.

The items that are charged separately are clearly stated: extra AI credit packs if you exceed your monthly allowance, at 500 credits for $19 or 2,000 for $59, and tailored offers for hotel groups above 200 rooms, priced on request. Card processing fees, where applicable, are charged by Stripe on your own account.