Epic PMS.
A modular property management system for short-term rental agencies. Nine integrated modules, one system, configured to your processes — not the other way around.
Why it exists
We didn't design Epic PMS in a workshop. We spent years running booking platforms for rental agencies across the Adriatic — and kept rebuilding the same machinery: calendars that must never double-book, owners who want statements instead of phone calls, invoices the tax office actually accepts. Epic PMS is that machinery, productized. You bring your processes, we configure the system around them — and it's yours to run.
Nine modules, configured to fit
Property management
Property and unit catalogue, seasonal pricing, master calendar, housekeeping and maintenance — the operational core.
The operational core: every property, unit, price and task in one place. Unlimited properties under one account, split into units, organized by region and category — with media, amenities and house rules that publish everywhere at once.
- —Multi-property catalogue — unlimited objects, unit splits, location hierarchy, categories and custom tags
- —Amenities with icons and translations, including luxury extras — concierge, private chef, helipad
- —Media done properly — drag-and-drop galleries auto-converted to WebP/AVIF, video, Matterport virtual tours, floor plans
- —Seasonal pricing with weekend rates, last-minute, early-bird and long-stay discounts, extra fees and per-date overrides
- —Master calendar — every unit and date color-coded, drag-to-block, Gantt-style multi-unit view
- —Housekeeping on autopilot — cleaning tasks generated at checkout, team assignment, quality checklists, maintenance ticketing, supplies inventory
- —House rules, cancellation policies, self check-in with smart-lock codes
Booking system
Search, live pricing, multi-step checkout with 3D Secure, overbooking protection and automatic refund handling.
A direct-booking engine built to close: map search, live availability, real-time price calculation and a checkout that collects everything — including the passport data eVisitor will ask for later. Payment models to fit your policy, and refunds that process themselves.
- —Search and map view with advanced filters, wishlists and saved searches
- —Listing pages with live calendars, real-time pricing and alternatives for unavailable dates
- —Multi-step checkout — dates, guests, extras, details, payment, confirmation
- —Add-on sales in the flow: transfers, breakfast, boat trips, romantic packages
- —Full amount, deposit-plus-balance, or pay-on-arrival — 3D Secure mandatory, pre-authorized security deposits, multi-currency
- —Confirmations with PDF voucher and calendar file; pre-arrival and post-stay emails automatic
- —Date changes and cancellations calculated against policy; no-show handling and automatic refunds through the gateway
- —Overbooking protection — 15-minute date locks during checkout, configurable cleaning buffers, conflict warnings on manual bookings
Owner portal
Owners see their bookings, occupancy, ADR and monthly statements — and stop calling to ask.
Every question an owner rings you with, answered by a dashboard: occupancy, revenue, ADR, RevPAR, upcoming arrivals, year-over-year charts. Statements arrive monthly, commissions are transparent per booking, and the chat reaches their account manager without a phone call.
- —Portfolio dashboard — occupancy, monthly revenue, ADR, RevPAR, YoY comparison
- —All bookings by property, list and calendar view; owner-stay blocking built in
- —Monthly owner statements with income, commissions and costs itemized
- —Payout history and per-booking commission transparency
- —Built-in chat with the account manager, push and email notifications
- —Document repository — contracts, invoices, annual reports
- —Multiple users per owner: co-owner, accountant
Guest portal
Vouchers, check-in instructions, house manual, in-app chat and upsells — one link for the whole stay.
One link carries the guest from booking to checkout: voucher, directions, door codes, the house manual, local recommendations and a chat with your team. Balance payments happen online, passports upload straight into eVisitor's pipeline, and the review request sends itself.
- —Bookings overview — active, past and cancelled, with PDF vouchers and change requests
- —Pre-arrival pack: navigation, parking, check-in instructions, digital house manual
- —Local recommendations — restaurants, beaches, trips
- —In-app chat with history per booking, attachments, multiple languages, push and email notifications
- —Online balance payment and QR-coded PDF invoices
- —Passport upload for eVisitor, with GDPR consent captured
- —Add-on ordering during the stay — transfer, chef, massage — with profile-based upsells
- —Post-stay reviews, public or private
CRM
Guest 360 profiles, segments, drip campaigns, lead inbox and a loyalty program that runs itself.
Guests who came back last year shouldn't be strangers this year. Every stay, preference and euro spent lands in one encrypted profile; segments build themselves; and campaigns go out on schedule — with the numbers to prove whether they earned anything.
- —Guest 360 — stay history, spend, preferences, allergies, encrypted personal data
- —Lifetime value and automatic tiers: new, returning, VIP, lapsed
- —Static and dynamic segments, free-form tags
- —Newsletter editor with templates, post-booking and post-stay drip sequences, A/B testing
- —Open rate, CTR and conversion tracking, GDPR-compliant unsubscribe
- —Lead inbox for enquiries from web, email and WhatsApp — statuses, agent assignment, quote builder with a confirm link
- —Tasks and reminders tied to guests and bookings; loyalty points, repeat-guest discounts, referral codes
API integrations
Stripe, PayPal, Monri, eVisitor, fiscalization, iCal channel sync, email and SMS gateways — plus an open REST API.
The plumbing that makes a PMS real. Payments through Stripe, PayPal and Monri — including the domestic cards Croatian banks issue. Guests registered with eVisitor automatically, invoices fiscalized with JIR, ZKI and QR code, calendars synced with the OTAs. And when you need something we didn't predict: an open REST API.
- —Stripe — cards, Apple Pay, Google Pay, SEPA, 3DS2, refunds, pre-authorizations
- —PayPal checkout and refunds; Monri for domestic Croatian cards
- —eVisitor — automatic guest check-in/out, field validation, tourist tax calculated per municipality
- —Fiscalization — JIR, ZKI, QR-coded invoices, periodic accounting reports
- —iCal sync with Booking.com, Airbnb, VRBO and Expedia — export and import, 15–30 minute cycles, conflict detection
- —Transactional email and SMS with bounce, open and click tracking in the CRM
- —Open REST API — OAuth 2.0, rate limiting, webhooks, Postman documentation
Financial management
Fiscalized invoices, expense tracking, SEPA owner payouts, commission models and accounting exports.
Money in, money out, and paperwork the tax office and your accountant both accept. Invoices generate and fiscalize themselves on payment; owner payouts batch into SEPA XML files; commissions calculate by your model, not a spreadsheet; and the year-end export takes minutes, not a weekend.
- —Auto-generated, fiscalized invoices with legally compliant numbering; proformas, credit notes, multi-currency, your brand on the PDF
- —Expense tracking per property — utilities, cleaning, repairs — with scanned-receipt upload and optional OCR
- —Owner payouts — monthly or quarterly statements, SEPA XML batch orders, approval statuses, multiple bank accounts per owner
- —Commission models — percentage of gross or net, fixed fees, different rates per channel or season
- —Croatian VAT handled: 25% / 13% for accommodation, tourist tax, reverse charge for foreign clients
- —Receivables with due dates, obligations to owners and suppliers, revenue forecasting from confirmed bookings
- —Annual accounting exports (Excel/XML)
Reporting & analytics
KPI dashboards, ADR and RevPAR, channel mix, conversion funnels and a drag-and-drop report builder.
Numbers you can audit — the habit, built into the product. One dashboard for the KPIs, one for today's operations, and standard reports for everything an agency actually asks: channel mix, cancellations, lead time, repeat-guest rate. When the standard reports aren't enough, build your own and schedule it.
- —KPI dashboard — revenue, occupancy, ADR, RevPAR; operations dashboard — today's arrivals and departures, open tasks, pending payments
- —Booking, revenue and occupancy reports per property, channel and agent
- —Channel mix, cancellation and lead-time analysis
- —Conversion funnel from visit to booking, promo code performance, email campaign results
- —Repeat-guest rate, NPS/CSAT, guest demographics
- —Google Analytics and Search Console integration
- —Drag-and-drop report builder, scheduled email reports, CSV/XLSX/PDF, API export to Power BI, Looker or Tableau
AI layer
Automatic translation into six languages, listing and SEO content generation, and suggested replies for guest chat — privacy-first.
AI where it pays, with a human holding the approve button. Listings translate into six languages in your brand voice; descriptions, meta tags and alt text generate from your own data; and guest chat gets suggested replies your agent approves — or automatic answers for the questions that repeat every day. Sensitive guest data never leaves the system unmasked.
- —Automatic translation — HR, EN, DE, IT, FR, ES — for listings, reviews, amenities, house rules and marketing content
- —LLM translation with DeepL fallback, cached, with optional human review before publishing
- —Content generation — listing descriptions from structured data and photos, per-language SEO meta tags, image alt text, blog and newsletter drafts
- —Website chatbot answering routine questions 24/7, in the guest's language
- —AI-suggested replies in guest chat — the agent approves; automatic replies for Wi-Fi codes, parking and check-in times
- —Escalation to a human for complex or sensitive topics; sentiment analysis and language auto-detection
- —One inbox across WhatsApp, email and web chat, with an audit log of every AI answer
- —Privacy-first — personal identifiers are redacted and pseudonymized before any external model sees them; clear AI-vs-human disclosure
eVisitor, fiscalization and GDPR are configuration, not custom work. When you operate in Croatia, the legal plumbing is the product — not a change request.
Guests register with the tourist board automatically, the tourist tax calculates per municipality, invoices carry JIR, ZKI and a QR code, and a DPA comes with the contract.
Connected out of the box
How it works
Your data stays yours — properties, guests, transactions and brand voice belong to you, in writing.
Straight answers
How do we get it?
Ask for a demo. We walk you through the system on a portfolio shaped like yours, scope it to your processes, and send a written proposal — scope, timeline and terms, everything on request and in writing before you commit to anything.
Do we get all nine modules?
Yes — Epic PMS ships as one system, all nine modules, unlimited properties. Configuration decides how each module fits your operation; nothing is bolted on later as an extra.
Whose data is it?
Yours, contractually. Properties, guests, transactions, brand voice — everything you put into the system belongs to you, in writing. We own the software; you own everything in it.
We already run on spreadsheets and another system. Now what?
That's the normal case. During implementation we import your properties, owners and booking history from Excel/CSV, and you test everything against real data before go-live.
What happens after the 90 days?
Ongoing maintenance under an SLA with agreed response times, or support as you need it. Either way, the system keeps running — it's on your infrastructure, and your team knows how to drive it.
Is guest data safe with the AI features?
Sensitive personal data — passports, OIB — never reaches external AI services unmasked. Redaction and pseudonymization are built in, a DPA is part of the contract, and every AI answer is logged.