How to Choose the Right Booking Engine: Beds24 vs FreeToBook vs Cloudbeds (Or Skip It Entirely)

Choosing a booking engine is a significant decision. Beds24 is best for tech-savvy owners who want flexibility. FreeToBook suits independents wanting simplicity. Cloudbeds works for growing properties needing an all-in-one system. But there's a fourth option many overlook: skip the booking engine entirely and use direct communication channels (WhatsApp, email, phone) with tools like HoteliaOS to nurture guest relationships. This guide breaks down each option so you can choose what fits your property.

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Why This Decision Matters

Choosing a booking engine is like choosing a POS system—get it wrong and you'll regret it for years.

The stakes:

• You'll pay monthly fees regardless of performance
• Migration is painful (your booking history, integrations, workflows)
• Staff will need retraining
• Guests will be confused during transitions

I've seen properties waste 6-12 months on the wrong system before switching. Let's make sure you choose right the first time.

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The Criteria That Actually Matter

Before comparing specific platforms, understand what you should evaluate:

1. True Cost (Not Just Sticker Price)

• Monthly subscription fee
• Per-booking commission (some charge both!)
• Payment processing fees
• Setup/onboarding costs
• Add-on feature costs

2. Integration Ecosystem

• Does it connect to your existing PMS?
• Channel manager included or extra?
• Payment gateway compatibility
• Accounting software sync

3. Ease of Use

• Can your current staff manage it?
• How steep is the learning curve?
• What does daily operation look like?

4. Mobile Experience

• How does the booking flow look on mobile?
• 70% of resort searches happen on phones
• Clunky mobile = abandoned bookings

5. Support Quality

• Response time when things break
• Phone support vs. just email/chat?
• Time zone considerations (are they available during your business hours?)

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Option 1: Beds24

Overview

Beds24 is a property management and booking system known for flexibility and extensive integrations. It's popular with tech-savvy property owners who want control over customization.

Strengths

✅ Low cost - One of the most affordable options on the market (~$24/month starting)

✅ Highly flexible - Extensive customization options for those willing to learn

✅ Strong integrations - Connects with 60+ channels, payment processors, and tools

✅ Channel manager included - No separate fee for OTA connections

✅ Multi-property support - Good for owners managing multiple small properties

Potential Gaps

❌ Steep learning curve - Interface is powerful but not intuitive

❌ DIY setup - Limited hand-holding during onboarding

❌ Support response times - Can be slow during peak periods

❌ Dated interface - Functional but not modern-looking

Best For

• Tech-savvy property owners who enjoy configuring systems
• Multi-property operators managing several small hotels/hostels
• Budget-conscious independents who prioritize cost over polish
• Properties with complex pricing rules that need granular control

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Option 2: FreeToBook

Overview

FreeToBook is designed specifically for independent hotels, B&Bs, and guesthouses. It prioritizes simplicity and ease of use over advanced features.

Strengths

✅ User-friendly interface - Clean design, intuitive navigation

✅ Built for independents - Features designed for small properties, not enterprise

✅ Good customer support - Responsive, helpful team

✅ No commission model - Flat monthly fee, no per-booking charges

✅ Quick setup - Can be operational within days

Potential Gaps

❌ Limited advanced features - Not for properties with complex needs

❌ Fewer integrations - Smaller ecosystem than competitors

❌ Basic reporting - Analytics could be more robust

❌ Channel manager costs extra - Additional fee for OTA connections

Best For

• Boutique hotels and B&Bs wanting a clean, simple solution
• Non-technical owners who need something that "just works"
• Properties under 30 rooms without complex rate structures
• First-time booking engine users learning the ropes

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Option 3: Cloudbeds

Overview

Cloudbeds is an all-in-one hospitality management platform combining PMS, booking engine, channel manager, and revenue management tools. It's the most comprehensive solution of the three.

Strengths

✅ All-in-one platform - PMS + booking engine + channel manager unified

✅ Modern interface - Clean, contemporary design

✅ Scalable - Grows with your property from 10 to 500+ rooms

✅ Revenue management tools - Built-in pricing optimization

✅ Strong mobile app - Manage on the go effectively

✅ Marketplace integrations - 300+ technology partners

Potential Gaps

❌ Higher cost - Premium pricing reflects premium features

❌ Overkill for small properties - Lots of features you might not use

❌ Contract commitments - Annual contracts standard

❌ Steeper learning curve than FreeToBook - More features = more to learn

Best For

• Growing properties planning to scale from 20 to 50+ rooms
• Hotels wanting one vendor for all systems
• Properties with complex operations (restaurant, spa, activities)
• Owners prioritizing modern UX willing to pay premium

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Side-by-Side Comparison

| Feature | Beds24 | FreeToBook | Cloudbeds | |---------|--------|------------|-----------| | Starting Price | ~$24/mo | ~$30/mo | ~$100/mo | | Per-Booking Fee | No | No | No | | Channel Manager | Included | Extra | Included | | PMS Included | Yes | Basic | Yes (robust) | | Ease of Use | ⭐⭐ | ⭐⭐⭐⭐ | ⭐⭐⭐ | | Customization | ⭐⭐⭐⭐⭐ | ⭐⭐ | ⭐⭐⭐ | | Support Quality | ⭐⭐⭐ | ⭐⭐⭐⭐ | ⭐⭐⭐⭐ | | Best For | Tech-savvy, budget | Simple, independent | Growing, all-in-one | | Setup Time | 2-4 weeks | 3-7 days | 1-2 weeks |

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Option 4: Skip the Booking Engine Entirely

Here's what nobody in the software industry wants to tell you:

You might not need a booking engine at all.

The Alternative: Direct Communication

What if instead of competing with OTAs on their turf (online booking interfaces), you competed where you have the advantage?

Your advantages over OTAs:

• Personal service
• Local knowledge
• Flexibility on requests
• Relationship building
• Human touch

How It Works

Instead of a full booking engine, your website offers:

1. Clear room descriptions and rates
2. Prominent contact options: WhatsApp, Phone, Email
3. "Book Direct" messaging: explaining the benefits
4. Simple inquiry form: captures dates and contact info

Tools That Support This Approach

HoteliaOS is designed for exactly this model:

• Guest communication automation - Pre-stay emails, review requests, return guest campaigns
• Review management - Respond to reviews across platforms
• Analytics - Understand what guests love about your property
• No booking engine required - Works with direct communication model

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The Bottom Line

There's no universally "best" booking engine—only the best choice for your specific situation.

Quick Recommendations:

• Tech-savvy, budget-conscious: Beds24
• Non-technical, want simplicity: FreeToBook
• Growing, want all-in-one: Cloudbeds
• Boutique, service-focused: Direct communication + HoteliaOS

Remember: the goal isn't to have the fanciest booking engine. The goal is to capture more direct bookings while building guest relationships.

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