Managing the paper
Due to the nature of the hospitality industry, dealing with a high volume of customers, the number of business transactions creates a huge amount of paperwork. This is especially true in the hotel and accommodation sector. Managing large volumes of paper is very time consuming and adds little or no value to the business, but it is still an essential process when dealing with customers or booking agents.
At Datafinity we specialise in streamlining many of the document based processes that hotels and booking agents need to carry out. We have clients on both sides of the industry who use our invoice processing system to automate these transactions leading to faster response times, higher accuracy and reduced costs.
One of our clients, a long established London hotel group, needed to reduce the manual effort of printing and posting over 3000 sales invoices to booking agents and customers every day. Now they print to PDF directly from their property management system. Our data capture software automatically reads the relevant information from each invoice, associates it with the customer’s email address, and sends it directly to them. The invoice and the data captured is then automatically stored in their cloud document management system for future reference. The process is now so simplified it can be managed by one person for all the hotels. In addition, the storage of the invoices in a secure electronic format helps them comply with the new European GDPR (General Data Protection Regulation) that comes into force in May this year.
Another client of ours, a large travel booking company, also based in London, is using our invoice processing system to handle thousands of invoices a day received from hotels from all over the world. When invoices arrive they are scanned, if posted, or detached directly from emails. The data capture software checks the booking reference, allocates it to a specific account manager, and then automatically captures the account reference, invoice number and total amount. This data is then uploaded to their booking system and marked for payment. Previously this whole process was done manually, with each account manager handling a large pile of paper every day.
These are some examples of how automating document processes can help the hospitality industry to increase efficiency and reduce costs. If you want to find out how our document capture solution can help your business then please contact Datafinity for a demonstration.