MDO CASE STUDY:
AP Automation and Paperless Night Audit

  • Hospitality (Hotels)

Company Profile:

Hospitality Group servicing 450+ beds across 3 full service hotels serving West Virginia, U.S.A

Problem

Operating three full service hotels comes with its complexities. Based on the type of expense, invoices had to be routed to the correct department and general managers for approvals (sometimes in different locations); reports had to be distributed to the different teams; and providing information to the right people expediently, took time and coordination. With the number of systems at each property, staff efforts were multiplied because the platforms required to run the business effectively didn’t “talk” to each other.

The process to pay invoices was difficult for the Accounting Department to manage. Invoices were being received at each property and couriered to the corporate office for department manager approvals. Once reviewed, they were delivered to the AP team for two purposes – processing in the accounting system and filing in Laserfiche for records storage. Managers were spending upwards of 2 hours/week going to the head office to approve (or dispute) invoices, and the AP team was being forced to scan and enter data twice, because of the software integration limitations.

The night audit report is a paper intensive beast! Specific reports are printed for the different departments or managers for review, while the master is printed and stored for retention. It takes a lot of time to dig through if a customer calls in asking for details from a prior stay. Because of the amount of space it The night audit report is a paper intensive beast! Specific reports are printed for the different departments or managers for review, while the master is printed and stored for retention. It takes a lot of time to dig through if a customer calls in asking for details from a prior stay. Because of the amount of space it

AP Automation Solution

Using OCR capture and workflow, invoice details are now being delivered to Accounting, and captured once at the onset. The DMS then distributes the invoices automatically to the department managers, notifying them about the pending approvals. Invoice review can now be done securely from a browser and sent back to AP for processing, without printing a single page or coming onsite. Based on business rules and automation, invoices are now entered into accounting system without hand-keying, ensuring accuracy and timeliness of payments; and simultaneously being filed into Laserfiche for easy records retrieval.

Efficiency is doing things right. Effectiveness is doing the right things.

Albert Einstein

Paperless Night Audit Solution

Once the nightly reports are exported from the PMS into the DMS, workflow will control the distribution of the reports to the various teams without any manual intervention. The automation also eliminates the need to print, scan, email, or courier the reports – while increasing the security and limiting the accessibility of these details only to those authorized. Taking the Night Audit paperless justifies a business case on its own. The ability to automatically split and distribute the report then creates the multiplicity in ROI savings for each property and report package that has to be created.