Case study · Livin Stays Algarve
One app for the whole team, from reception to housekeeping.
Bookings, rooms, tasks, people and invoices in one system. Management sees the day on one screen, reception closes the day with a checklist, housekeepers open their phones and see their own rooms first — and the guest paperwork, from online check-in to SIBA and the invoice, runs on its own.
The screenshots use invented data — no real guest, staff member, booking or amount; only the units and task templates are the real ones.
- Client
- Livin Stays Algarve: Quinta da Capelinha, apartments and villas in Tavira
- Used by
- Management, reception, housekeeping, maintenance and owners
- In production
- Since early 2026, every day
- Stack
- React · TypeScript · Supabase · PWA
-
22
units in 9 properties
-
1 700
bookings in 2026
-
34 mil
housekeeping tasks recorded
-
5 400
invoicing documents
-
1 500+
automated tests
The operation’s real figures in October 2026.
Context
Where it started
Livin Stays Algarve runs Quinta da Capelinha — an agritourism estate with rooms, studios, houses and breakfast — plus apartments and villas with pools in Tavira. Bookings arrive from Booking.com, Airbnb, Expedia and the company’s own website, and the team spans reception, housekeeping, maintenance and the kitchen.
Every area kept its own list: the day’s cleanings, temperature logs, rotas, SIBA reports, invoices. Information repeated in several places and decisions made without the full picture.
We built the app with the team using it from the first module. Each person sees what is theirs to see — reception does not see salaries, housekeeping does not see guest contacts — and every house rule is written once.
Management
The whole day on one screen.
“Today” brings together arrivals, departures and stays in house, what needs attention — missing forms, SIBA to file, stays to invoice, urgent repairs, leave requests — and who is on duty. The board shows every room and booking, by channel, by day.
- Menu counters that open the right list
- Booking board per unit with channel, guests and value
- Booking sheet with guests, SIBA, requests, billing, communications and history
- Booking search with ⌘K on every screen
- Live updates when another station changes something
Front office
Reception closes the day with a checklist.
The Front Office daily sheet shows every room with its guest, check-in status, requests and invoice. Counter sales go on an open tab and close with one simplified invoice; the end-of-day closing checks cash and card terminal.
- Guest requests, lost and found, late check-in and late check-out
- Sales: availability, a quote by e-mail or WhatsApp, a deposit by Stripe or IBAN and the booking created in the channel manager
- Releasing a room to housekeeping, in real time
- Invoices and receipts issued from the room’s own row
Housekeeping and maintenance
Housekeepers know what to do the moment they open their phones.
Each room’s tasks are generated from its status — check-out, same-day turnover, occupied — using templates per unit type. Each person sees their own sector and rooms first; reception flags when a room is free.
- Sectors and teams per day, shift notes with read confirmation
- Repairs with a photo, priority, assignee and PDF export
- Housekeeping index: demand (check-outs, stays, common areas) against the rota, 30 days ahead, with shortfall or slack alerts
- Works on the phone, installable as an app
Guests and compliance
The guest paperwork runs on its own.
Every booking gets the online check-in invite and reminders before arrival. Arrival instructions only go out once the form is done, SIBA is filed on arrival day and filed again if the details change, and the invoice and the feedback request go out at the end.
- Forms and e-mails in Portuguese, English, Spanish, German and French
- SIBA board with the arrival-day rule, hourly retries and alerts
- Monthly INE survey computed and sent by the app
- HACCP: temperatures with non-conformities and corrective actions, cleaning, goods receipts and restroom checks
- Freezer lots: each box label is read by the barcode scanner and every bag gets its own code
Team
Rotas, hours and leave in one place.
The monthly rota is built on a grid with the house’s shift codes and can be drafted by AI from the bookings; once published it feeds “who is on duty” and the housekeeping index. Attendance, hour bank and leave close the month.
- AI-drafted rota from the bookings, reviewed and published by management
- Attendance map with public holidays, hour bank and leave chart
- Leave and day-off requests with approval
- Payslips uploaded as one PDF: the app reads it and gives each person their own page
Invoicing and revenue
From the stay to the invoice, and from the invoice to the decision.
Invoices, receipts and deposits are issued in CloudInvoice for both companies, with a list of stays still to invoice. Revenue recommendations look at occupancy and booking pace and propose flash promos that are approved and published on the website in one click.
- Stays to invoice, reconciliation and PDF recovery
- Owner statements and an owner portal with occupancy and statements
- Operating costs and reports
- Website content — stays, experiences, blog, promotions and vouchers — edited in the app
Integrations
Connected to the channels, the books and the authorities.
-
Avaibook
Channel manager: Booking.com, Airbnb and Expedia bookings synced every hour, with a failure watchdog.
-
CloudInvoice
Certified invoicing for two companies: invoices, simplified invoices, receipts and deposits.
-
SIBA
Guest registration reports sent through the web service, with retries and alerts.
-
INE
Monthly guest-stay survey computed and delivered by the app.
-
Stripe
Deposits on sales quotes and website payments.
-
E-mail transacional
Invites, reminders, instructions, invoices and feedback in five languages.
-
Anthropic Claude
The month’s rota draft and reading the labels on freezer boxes.
-
WhatsApp e Telegram
Camila, the team’s AI agent, with her own limited, audited access to the data.
Engineering
How it is built
- 01
React and TypeScript, installable as an app (PWA); 65 screens come from a single navigation definition, with access per role and per module
- 02
Postgres with 152 tables and 362 row-level security policies: housekeeping and maintenance read a bookings view without contacts, documents or amounts
- 03
Live updates for rooms, bookings, repairs, requests and releases
- 04
224 versioned migrations, 34 server functions and 26 scheduled jobs
- 05
More than 1,500 automated tests plus security and quality audits
- 06
AI agents come in through their own gateway: a token, usage limits and a log of every call
Outcome
All 1,700 bookings of 2026 went through the app: from the check-in form to SIBA, from cleaning the room to the invoice.
Next step
Is your team still working from paper lists and scattered messages?
A 30-minute conversation is enough for us to say what to automate first, what it costs and when it is ready.