Hostel chain Stayokay builds a future-proof financial foundation with SAP ERP

In search of innovation

Behind the scenes, Stayokay faced a challenge. Its previous financial system no longer met the organisation’s needs: it was outdated, failed to support future growth, and required a significant amount of manual work from staff. The hostel chain therefore began searching for a modern ERP solution—one that was not only future-proof but would also integrate seamlessly with the existing IT landscape. A key requirement was connectivity with a sector-specific application for hostels, used among other things to manage bed occupancy efficiently.

Through an RFP process, Stayokay came into contact with SAP and Aiden. After a thorough analysis of its financial operations, the organisation ultimately chose the ERP solution SAP Business ByDesign—a system that met all functional and financial requirements while enabling the necessary integrations.

From manual tasks to a stable foundation

By implementing SAP Business ByDesign, Stayokay has taken an important step in professionalising its financial processes. The ERP solution provides deeper insights into financial postings, reduces manual tasks, and improves control over financial operations. Where many tasks were once performed manually, transactions are now largely processed automatically by SAP Business ByDesign. This represents a clear improvement over the previous system and delivers significant time savings for the organisation. As a result, employees can focus more on tasks that truly add value for both the organisation and its guests.

Moreover, SAP Business ByDesign helps Stayokay remain compliant with legislation and regulations, while providing a secure, scalable, and future-ready foundation for continued growth.

Denise van Dam, Director of Operations at Stayokay, says: ‘Our collaboration with Aiden was smooth and focused from the very start. Thanks to the implementation of SAP Business ByDesign, we now have a robust financial system that not only automates our processes but is also ready to support further growth. It gives us the control and scalability we need to continue evolving as an organisation.’

Martijn Geelen, Business Unit Director Project Management at Aiden, adds: ‘Stayokay was looking for a solution that could support its growth ambitions while integrating seamlessly with its hostel software. Together, we automated the financial administration and built a strong IT foundation, enabling Stayokay to continue building, not just today but well into the future.’