What is a Sales Management System (SMS)

View of the Opportunities Listing page within hotel saas Matrix Sales Management System (CRM)

Ditch the outdated spreadsheets. For hotel sales teams managing B2B and group business, a Sales Management System (SMS) is the modern solution to streamline processes, improve collaboration, and deliver real results. But what exactly is an SMS, and why should hotels consider it over traditional tools or CRMs?

A Sales Management System (SMS) is a cloud-based platform designed specifically for hotel sales teams. It organizes leads, tracks opportunities, and streamlines rate renewals—all within a single, easy-to-use system. Unlike traditional Hotel CRMs (Customer Relationship Management tools), an SMS like Matrix is purpose-built for hotel B2B and group sales processes.

Traditional hotel CRMs often fall short because they are built for B2C businesses. An SMS bridges the gap and provides hotel owners, operators, and sales teams with the tools they need to succeed in today’s competitive market.

What Makes an SMS Different for Hotels?

Purpose-Built for Hotels: Matrix caters to hotel-specific needs such as tracking LNRs (Local Negotiated Rates), managing group bookings, and overseeing RFP pipelines with precision.
Sales Pipeline Visualization: Break free from messy spreadsheets and gain full visibility of your sales pipeline with Kanban Boards built for Group, LNR, and RFP opportunities.
Data Ownership: Matrix ensures that your data stays yours. Unlike some franchisor-provided tools, Matrix empowers hotels by giving them full control over their valuable sales information.

“Matrix simplifies every step of the sales process, from leads to renewals—giving hotel sales teams the tools they need to win more business, faster.”

If you’re still relying on spreadsheets or CRMs built for other industries, it’s time to rethink your sales approach. A Sales Management System like Matrix is designed to meet the evolving needs of hotel sales teams, setting the foundation for smarter, faster, and more organized success. In the next section, we’ll explore the pain points of existing systems—and how Matrix solves them.

The Hidden Costs of Spreadsheets and Outdated Tools

For many hotel sales teams, spreadsheets, notebooks, or disconnected systems are still the status quo. But relying on outdated tools comes at a significant cost—lost opportunities, wasted payroll hours, and revenue left on the table.

The True Price of Disorganization:

When sales data isn’t centralized, the impact ripples across your entire operation:

Missed Opportunities: Without a system to organize leads, track renewals, or follow up on RFPs, valuable opportunities slip through the cracks.
Data Loss = Revenue Loss: Whether it’s due to outdated spreadsheets, turnover on your sales team, or simple human error, lost data doesn’t just disappear—it costs you real revenue. Matrix ensures your rates, leads, and opportunities are always accessible, updated, and actionable.
Payroll Inefficiencies: Sales teams spend countless hours re-gathering lost information or manually tracking opportunities. Time that could be spent closing deals is wasted on tasks that Matrix automates.

Example: A mid-sized hotel chain relying on spreadsheets found that they missed over 15% of negotiated rate renewals due to incomplete data. For every expired rate, rooms were sold at less favorable terms, leading to thousands in revenue loss per property.

Why This Matters More Than Ever

In today’s competitive market, sales teams must be agile, collaborative, and efficient. Matrix eliminates the chaos of scattered data by centralizing leads, accounts, and opportunities into a cloud-based platform that everyone can access—anywhere, anytime.

Turnover? No problem. With Matrix, the sales history and renewal timelines are always documented and visible to the entire team.
Multiple properties? Even better. Matrix makes collaboration across hotels seamless, ensuring no lead is forgotten and no account expires unnoticed.

Lost data, missed opportunities, and wasted payroll costs no longer have to be the norm. With Matrix, your team gains control, visibility, and the tools required to maximize efficiency and revenue. In the next section, we’ll explore why data ownership is the key to driving growth across your entire portfolio.

Take Control: Why Data Ownership Matters for Hotel Sales Teams

In the hotel business, your data is one of your most valuable assets—your leads, accounts, opportunities, and performance metrics fuel growth. With Matrix, you don’t just use the system; you own the data that drives your business forward.

Why Data Ownership is Essential

For hotel owners, operators, and management teams, controlling your own sales data is non-negotiable. With Matrix, your data remains entirely yours—accessible, exportable, and usable across your entire portfolio.

Multi-Brand Advantage: Unlike franchisor-provided systems that silo data within a single brand, Matrix works seamlessly across hotels in your portfolio, no matter the flag—Hilton, Marriott, Hyatt, Choice, and more.
Full Transparency: Your data stays centralized, giving owners and operators full visibility into the performance of sales teams, rate renewals, and opportunities—without interference.
No Lock-Ins: Matrix allows flexibility to export your data at any time. You’re never locked in, and there are no hidden barriers to accessing the information you’ve worked hard to gather.

Leveraging Data for Smarter Decisions

Owning your data is one thing; using it effectively is another. Matrix transforms raw sales data into actionable insights, helping you:

Identify high-value opportunities across your portfolio.
Track renewal performance and proactively manage rates.
Make informed decisions with visibility into leads, pipelines, and success metrics—across all properties and brands.

Data ownership isn’t just about control—it’s about unlocking the full potential of your business. With Matrix, hotel owners and operators have the tools, flexibility, and insights they need to turn sales data into strategic growth. In the next section, we’ll explore how Matrix delivers real results for hotel sales teams.

Driving Real Results with Matrix: A Smarter Sales Solution for Hotels

Owning your sales data is just the beginning. Matrix empowers hotel sales teams to convert their data into real, measurable results. By streamlining processes, capturing opportunities, and ensuring no lead or renewal slips through the cracks, Matrix sets your team up for success.

Tools Designed for Results:

Matrix is built with tools that simplify the sales process, improve collaboration, and help your team deliver results:

Kanban Boards for Every Workflow: Streamline your sales pipeline with Matrix’s dedicated boards for Group Sales, LNR, and RFP processes. Visualize opportunities at every stage, prioritize tasks, and ensure renewals and new leads are never missed.
Centralized Opportunity Tracking: No more scattered spreadsheets or lost emails. Matrix keeps your opportunities in one place—making it easy to manage follow-ups, track progress, and close deals faster.
Automated Reminders: Reduce the risk of missed deadlines and overlooked renewals with automatic task tracking and alerts. Keep your team focused on what matters most.

The Impact of Using Matrix:

When hotel sales teams embrace Matrix, the results are immediate and measurable:

Faster Rate Renewals: Move opportunities through the sales cycle quickly with tools that keep you organized and accountable.
Increased Productivity: Less time spent gathering scattered data means more time driving revenue and building relationships.
Fewer Missed Opportunities: Matrix ensures leads, renewals, and tasks are never forgotten, protecting both top-line revenue and client relationships.

Matrix is more than just another tool or hotel CRM. It is the smarter way to drive results, deliver value, and outperform the competition. In the final section, we’ll bring everything together and show why Matrix is the solution your hotel sales team can’t afford to miss.

Why Matrix is the Must-Have Solution for Your Hotel Sales Team

In today’s fast-paced and competitive hospitality industry, the tools your sales team uses can make or break your business. Matrix isn’t just a sales management system—it’s the comprehensive solution built specifically for hotels to streamline operations, retain ownership of your data, and drive real results.

Matrix empowers hotel owners, operators, and sales teams with the tools and insights they need to succeed:

Centralized Data Ownership: Ensure your sales data is fully under your control and accessible across your portfolio, regardless of franchise brand.
Purpose-Built Features: From Kanban Boards to opportunity tracking, Matrix simplifies your sales pipeline for Group, LNR, and RFP processes.
Real Results, Real Impact: Faster renewals, fewer missed opportunities, and increased productivity—Matrix ensures your sales team is always operating at peak performance.

Why Wait?

Every missed lead and disorganized sales process costs your hotel money. By adopting Matrix, you invest in the future success of your hotel’s sales team. Whether you’re managing a single property or a diverse portfolio, Matrix adapts to your needs and empowers your team to thrive.

Ready to see what Matrix can do for your hotel sales team? Schedule a demo today and discover how Matrix can transform your sales process, protect your data, and drive measurable results.