Now built in
Statutory Fixed
Asset Register
Live straight-line depreciation, export-compliant with the ledgers the industry runs on — SAP, Sage, Xero, QuickBooks & SunSystems.
Statutory Fixed
Asset Register
Live straight-line depreciation, export-compliant with the ledgers the industry runs on — SAP, Sage, Xero, QuickBooks & SunSystems.
Asset additions and every month’s depreciation leave the register as balanced, tax-exclusive journals, formatted to import cleanly into your finance platform the first time.
It leaks in the gaps: a verbal yes nobody recorded, an invoice committed before sign-off, a budget line quietly overspent, a year-end no one can reconstruct. One system routes every request, enforces the budget, captures the sign-off, and keeps the record behind every cent.
Every spend starts as a structured request, with motivation and proof of cost, on one clean screen. Never a verbal yes.
Routing, budget guardrails and digital sign-off build the approval chain automatically from category and value.
A permanent, timestamped record behind every decision, with board-ready reporting a click away when the bank or auditor asks.
Every cent controlled, signed and visible.
Anyone raises a CapEx request in under a minute on one clean screen, with proof of cost attached.
Every request checked against its budget line, with overspend blocked automatically.
Chains build automatically from category and value; bigger spend pulls in more senior approvers.
Signed, dated and stored. No paper forms, no verbal approvals, nothing left to memory.
A permanent, timestamped record behind every approval, recallable in seconds.
A full asset register with a three to five year replacement and lifecycle forecast.
Budget versus actual and year-end CapEx reporting, consolidated, in one click.
Runs on your own server, branded as your own, from a single property to a whole portfolio.
You run one property, you know every cent spent. The HIS CapEx system gives you a permanent digital record of every capital decision, no more spreadsheets, no more lost invoices. Requests flow from HOD to GM to you. Every approval is signed, dated and stored. When your bank, auditor or insurer asks, you pull up the exact record in seconds.
Your brand operator manages the day-to-day, but the capital is yours. Every FF&E replacement, every renovation spend, every equipment purchase draws down your investment. The HIS CapEx system sits between the operator and your wallet. The GM can request; only you approve above threshold. You stay informed without being in the building.
Each hotel in your portfolio sees only its own requests. Group finance, procurement and the CEO see everything, filtered by property, by category, by spend level. Approval chains auto-scale: a low-value request stays at property level; a high-value spend escalates through group finance to the MD automatically. No manual routing. No chasing.
Every request follows the same disciplined path. The system builds the approval chain automatically from the category and the value, bigger spend pulls in more senior approvers. The chain below shows a group structure; for a single property it simply stops at GM / Owner.
An approval is a commitment, not a purchase. Prices change at invoice, items arrive in phases, some are never bought at all — so the register is captured from the supplier invoice, the document your auditor trusts, and stands beside the approval workflow rather than inside it. A reference on every asset ties it back to the request that authorised it.
Every capitalised item on the books in under a minute — actual cost, actual date, from the supplier invoice. Already keeping a register in Excel? Bring it across in one morning with the take-on import.
Straight-line depreciation calculated the moment you open the register — cost, accumulated depreciation and net book value, always to date. Hotel asset classes come preloaded with book lives and SARS wear-and-tear periods, all editable to your policy.
No re-typing into the accounting system. The register exports balanced, import-ready journals for asset additions and monthly depreciation, plus the statutory register itself for the auditor and the insurer.
The register is a complete accounting record of every fixed asset your property owns — what it is, where it is, who is responsible for it, what it cost, and what it is worth today. From the day the invoice lands to the day the asset leaves the building, here is the full lifecycle.
When a purchase is delivered and invoiced, your Financial Controller records it against the invoice itself — the actual cost, the actual date, the serial number. Each asset is numbered automatically by property and category (for example CPT-FFE-0042), tagged with its location and custodian, and can carry a reference back to the CapEx request that authorised it. Already keeping a register in Excel? The take-on import brings it across in a single pass, validating every row on a preview screen before one is written.
Every asset sits in an asset class — FF&E, kitchen and F&B equipment, plant and machinery, IT, vehicles, soft furnishings — each preloaded with a book life and a SARS wear-and-tear write-off period you edit to your own policy. From the cost, the residual value and the life, the system runs straight-line depreciation live: cost, accumulated depreciation and net book value, always current, with no month-end depreciation run to remember or reconcile.
View the whole register by property, by category or by status, with running totals for cost, accumulated depreciation and net book value. The branded register PDF gives the auditor and the insurer a clean summary by category plus the full asset listing; the CSV gives finance the working file. Because each asset can reference its originating request, you can reconcile what was approved against what was actually capitalised.
When an asset is sold, scrapped or replaced, it is disposed or written off in a click — the system shows the profit or loss on disposal against net book value there and then. Nothing is deleted: the asset stays on the register as a permanent record, so the history behind every line is intact for the audit trail.
Nothing is re-typed into the accounting system. The register produces balanced, tax-exclusive journals — asset additions for a date range, and each month’s depreciation summarised by category — ready to import into Sage, Xero, QuickBooks, SAP, Infor SunSystems or any package that reads a journal, alongside a native Xero fixed-asset file. Set your GL account codes once and every journal comes out already mapped.
One click writes a board-grade Fixed Asset & Capital Reserve report to PDF: a cost roll-forward the auditor expects, the base by category, an aging and remaining-life profile, and a replacement forecast that groups every asset by the year its useful life runs out — so next year’s boiler is in this year’s budget conversation. Enter your revenue and it benchmarks your FF&E reserve against the USALI 3–5% standard, and tells you whether the capital base is funded. Capital planned on evidence, not on surprise failures.
Company law requires a fixed asset register as part of your accounting records, and your bank, auditor and insurer will each ask to see one. Most hotels keep it in a spreadsheet that drifts out of date the moment it is saved. Building it into the CapEx system means the same discipline that controls the spend also keeps the register — captured from the invoice, depreciated automatically, and always ready for the year-end.
Motivation plus a scan of the original request attached to every submission. Nothing approved on memory or verbal instruction.
No line can overspend its approved budget. Exceeding a budget forces a separate higher-tier special approval, it will never slip through unnoticed.
Every approve or decline is signed and time-stamped into a permanent, auditable record. No paper. No "I thought you approved that."
Approvers act straight from an email notification, no app to install, no separate login, no friction. Click approve or decline, add a comment, done.
Submitters see exactly where their request sits at any moment. If it stalls on a desk beyond your configured time-limit, an automatic reminder fires.
A rejected request automatically emails the submitter the reason. They refine it and resubmit. Nothing disappears into silence and nothing is re-submitted without improvement.
Totals, what's in flight, what's approved, what's waiting on whom, at a glance, in real time. Owner or group leadership sees consolidated view; property sees its own.
Every asset is tracked with age, condition and projected replacement date. The system shows you, today, what capital expenditure is coming in years 1, 2 and 3. No more surprise replacements.
Multiple vendor quotes attach to a single request. Approvers see all options side by side before signing. No approvals without competitive pricing on record.
Year-end, quarterly or on-demand: export a complete CapEx summary, approved, declined, pending, total committed vs. budget, formatted for board or ownership review.
Runs on your own hardware, on-property or group server. No third party holds your capital records. No cloud subscription. Branded entirely as your own portal.
Walk into any brand audit, owner audit or external review with a single source of truth and a complete signed history. Every decision is defensible. Every cent is traceable.
Every approval, every decline, every cent committed sits in one place and exports board-ready in a single click. No scramble the night before the meeting, no spreadsheet nobody can vouch for. Just the record, signed and dated.
Every property is different, ownership structure, approval tiers, number of assets, group or standalone. We configure the system to fit your exact setup and provide a tailored investment proposal.
Capital control is not a software fashion. It is the asset-management discipline taught to hotel general managers and owners at the industry’s leading schools, and codified in the standards their banks and auditors work to.
The Uniform System of Accounts for the Lodging Industry tracks capital apart from the operating P&L, with reserves planned years ahead — commonly three to five percent of revenue. The system’s budgets, forecast and audit trail report the way USALI-literate owners expect.
Hotel-school finance teaching is blunt: at a six percent capitalisation rate, every hundred thousand of net operating income moves asset value by roughly one and two-thirds million. Capital discipline protects NOI.
The taught order of capital priority: life-safety first, then brand compliance, then revenue-generating and cost-saving projects with defensible payback. Category-and-value routing encodes that hierarchy into every approval chain.
Professional hotel finance requires separation between the person who asks and the person who approves, and a permanent record of both. Digital sign-off, timestamps and the immutable audit trail are that control, built in.
Designed by a Certified Hotel Administrator. Every HIS system is designed by founder Joel Papenfus, CHA — Certified Hotel Administrator (AHLEI), hotel General Manager and Divisional Operations Manager, with more than 25 years in four- and five-star hotels, resorts, safari lodges and cruise ships. The systems grew out of that career: operational knowledge refined into software.
The questions owners and financial controllers ask us most often. For the discipline behind the system, read our complete guide to the hotel CapEx approval workflow.
It runs a controlled capital expenditure workflow from the first request through to owner sign-off, with a full audit trail. Every capital decision is requested, motivated, approved and recorded in one place instead of across email and spreadsheets.
Yes. From version 1.4 the statutory fixed asset register is built in. Assets are captured from the supplier invoice and depreciated automatically on a straight-line basis, so cost, accumulated depreciation and net book value are always current.
Asset additions and monthly depreciation leave the register as balanced, tax-exclusive journals formatted for Sage, Xero, QuickBooks, SAP and Infor SunSystems.
No. Approvers act straight from an email notification — approve or decline, add a comment, done. There is no app to install and no separate login to remember, which is what keeps approval times short.
No. It is a once-off licence rather than a monthly subscription, installed and branded on your own server. No third party holds your capital records.
Yes. The system runs from a single property up to a whole portfolio, configured to your approval structure, and group pricing is available for multiple properties.
Budget versus actual and year-end CapEx reporting consolidate in one click, alongside a board-grade capital-reserve report with an asset roll-forward, replacement forecast and FF&E reserve benchmark.
The system is configured to your approval structure, your asset register and lifecycle forecast are set up, your staff are trained and the system goes live — with 12 months of free updates and support included.
Whether you're looking to implement one system or several, we'd love to understand your property and show you how HIS can help.