SHERPACE Rental Space Booking System
From facility management to reservations and billing. Centralized management for all your space operations.
SHERPACE Features
📅 Booking Calendar
Visual display of booking status by month and day. Automatic prevention of double booking.
Supports both hourly and daily bookings
📄 Auto Invoice
Automatic invoice generation upon booking completion. Automatic tax calculation and invoice numbering.
QR code & PDF output supported
🏢 Hierarchical Management
3-tier structure supports complex facility layouts.
Centralized management of multiple facilities
What is “SHERPACE”?
“SHERPACE” is a cloud-based booking management system designed to streamline operations for rental spaces, meeting rooms, and event venues.
From centralized facility management to real-time booking reception, automatic invoice generation, customer management, and payment tracking—all essential business operations are integrated in one platform.
Being web-based, no special software installation is required. Access from PC, smartphone, or tablet anytime, anywhere with an internet connection.
Main Features
🏢 Hierarchical Facility Management
Facility → Space → Section 3-tier structure for flexible management. For example, register multiple spaces like “Meeting Room A,” “Meeting Room B,” and “Seminar Room” within a “Tokyo Head Office Building” facility, then subdivide the Seminar Room into “Front Area” and “Back Area” sections for rental. Each facility and space can store detailed information including location, business hours, capacity, hourly rates, amenities, and multiple images.
📅 Booking Calendar Function
Visual display of booking status for facilities, spaces, and sections by month and day. Automatic duplicate checking prevents double booking. Easily set “unavailable dates” for maintenance or holidays. Supports both hourly and daily bookings, with flexible settings for start/end times and dates. Hourly rate calculations are automated.
👥 Customer Management
Centralized management of customer information including name, email, phone, company, and address. Booking history is automatically linked to each customer for smooth repeat customer service. Individual notification preferences for LINE and email can be managed per customer. The “invoice integration flag” feature allows multiple bookings for the same customer to be consolidated into a single invoice at month-end.
📄 Auto Invoice & Quote Generation
Invoices are automatically generated upon booking completion. Invoice numbers are auto-assigned in “INV-202501-0001” format. Subtotal is calculated as hours × hourly rate, with consumption tax (10%) automatically added to display the total amount. Invoices include auto-generated QR codes for smooth smartphone payment and confirmation. Quotes can be issued in the same format. PDF output is supported.
🔔 Automatic Notification Function
Create and manage notification templates for events like “Booking Confirmation,” “Booking Reminder,” “Booking Cancellation,” “Payment Confirmation,” and “Customer Registration Complete.” Templates support variables like {{customer_name}}, {{facility_name}}, {{booking_date}}, and {{total_amount}}, which are automatically replaced with actual information when sent. Supports both email and LINE notifications to automate customer communication.
💳 Payment Management
Manage payment status per booking with “Unpaid,” “Partially Paid,” and “Paid” statuses. Record payment date, amount, and method, supporting multiple installment payments. Automatically calculates and displays remaining balance based on booking amount and paid amount. Automatically sends “Payment Confirmation” notifications when payment is confirmed. View unpaid bookings at a glance and use sales reports for period-based revenue aggregation.
🖼️ Image Management System
Upload multiple photos per facility and space. Uploaded images are managed in a dedicated gallery where you can copy each image URL with one click. Preview function lets you organize main visuals, interior photos, and equipment images. Images are securely stored and automatically displayed on the customer-facing site. Attractive visuals help boost booking rates.
📊 Data Export & Analysis
Export booking, customer, and sales data in CSV format. Supports period-specific data extraction for convenient monthly and annual analysis. Sales report function automatically aggregates revenue by facility, space, and period. Data can be further processed in Excel for graphing and free analysis. Data is regularly backed up and securely stored.
📱 PWA (Progressive Web App) Support
Add to smartphone or tablet home screen to use like a native app. No need to download from app stores—install directly from web browser. Offline support allows use of some features in unstable network conditions, with automatic data sync when back online. Compatible with both iOS and Android.
🎨 Responsive Design
Automatically optimized for all device screen sizes including PC, tablet, and smartphone. Both admin panel and customer site are comfortable to use on any device. Smartphone display features touch-optimized UI for smooth booking confirmation and management tasks on the go. Sophisticated design powered by TailwindCSS creates a premium appearance.
📈 Sales Reports & Analytics
Automatically aggregate and visualize sales by day, month, facility, and space. Check sales trends for specified periods with past 12-month trend display. Analyze popular spaces and regional trends with booking ranking and prefecture-based ranking features. Paid/unpaid breakdown is automatically calculated to support cash flow management. Detailed analysis available via CSV export.
✉️ Bulk Message Distribution
Send mass messages to registered customers. Automatically extract recipients by segment: “All Customers,” “Active Customers (last 3 months),” “Inactive Customers (3+ months),” or “New Customers.” Supports both email and LINE for efficient campaign announcements and updates. Sending history is recorded and past distributions can be reviewed. Use for customer retention and repeat customer acquisition strategies.
📋 Quote Function
Like invoices, quotes can be automatically generated. Issue formal quotes during pre-booking inquiry stage to support customer decision-making. Smooth transition from quote to booking streamlines sales activities. Quote numbers are also automatically assigned for easy management.
🔒 Secure User Management
Equipped with admin account permission management. Assign appropriate permissions to each staff member when multiple people use the system. Login authentication is securely encrypted to prevent unauthorized access. Operation logs are recorded to track who did what and when.
🔄 Invoice Integration Function
“Invoice Integration Flag” feature consolidates multiple bookings for the same customer into a single invoice at month-end. Ideal for corporate customers and other cases requiring monthly consolidated billing. Integrated invoices automatically list multiple booking details, significantly streamlining billing operations.
Implementation Benefits
Reduce Booking Reception Workload by 80%
Eliminate traditional phone and email booking reception. Customers can check availability and book themselves via website, dramatically reducing reception staff response time.
24/7/365 Unmanned Booking Reception
Accept online bookings outside business hours and on holidays. Capture late-night and early-morning booking demand to prevent opportunity loss. Build a system where revenue grows even when staff is absent.
Complete Prevention of Double Booking
System automatically checks for booking overlaps, technically preventing double bookings. No worry about duplicate bookings even when multiple staff handle bookings simultaneously. Free yourself from trouble response hassles and stress.
Dramatically Smoother Repeat Customer Service
Customer information and booking history are automatically linked, enabling greetings like “You used us last time” and “Thank you as always.” Contributes to improved customer satisfaction and increased repeat rates.
Zero Invoice Creation Time
Invoices are automatically generated upon booking completion, completely eliminating the need to create invoices one by one in Excel or Word. Also prevents errors in invoice number management and tax calculations.
Intuitive UI for Instant Use by New Staff
Calendar-based visual operation requires no manual—intuitively usable. Shortens staff training time and reduces training costs. Reliable usability that anyone can confidently use.
Low-Cost Implementation & Operation
PWA support eliminates need for dedicated app development, significantly reducing implementation costs. Cloud system requires no expensive server equipment investment. Monthly subscription only, with automatic updates and maintenance.
Recommended For These Facilities
Meeting Rooms
Event Spaces
Photo Studios
Sports Facilities
Halls & Theaters
Party Venues
Workshops
Streaming Studios
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