OVERVIEW
In Premium Hotel chains having multiple properties spread across different locations, with a room inventory of over 4,000-80% of the revenue comes from B2B transactions (Bill - To - Company ). On an average, each hotel has a min. of 3,000 Guest city ledgers stays per day. This results in huge number of invoices for the front office staff to organise as per individual BTC instructions and manually reconcile with PMS/POS transactions to ensure everything is in order. The collated bunch of invoices is then routed to finance AR team to do posting in accounting software under a specific AR ID
CUSTOMER
Amongst the Top 3 Premium Hotel Chains in India
Ecobillz provided solution to automate the manual and time consuming process of making invoices, cover letters and other documents.
CHALLENGE
Accounts Receivables module helps reduce turn-around time by 90%
In Premium Hotel chains having multiple properties spread across different locations, with a room inventory of over 4,000-80% of the revenue comes from B2B transactions (Bill - To - Company ). On an average, each hotel has a min. of 3,000 Guest city ledgers stays per day. This results in huge number of invoices for the front office staff to organise as per individual BTC instructions and manually reconcile with PMS/POS transactions to ensure everything is in order. The collated bunch of invoices is then routed to finance AR team to do posting in accounting software under a specific AR ID
SOLUTION
Ecobillz Account Receivables module Eventually Lead To Great Results
Ecobillz Account Receivables module helps reduce the effort by automatically organising invoices and their supporting documents, generating customer cover letters - all in one place. Follow ups both internal and external are seamless and tracked digitally
AR MANAGER SAYS
“ Our team spends almost 25% of their work in ensuring all invoices with supporting documents are in order. It is a real pain and a time consuming activity to chase revenue centre staff for missing invoices especially when your hotel’s at average occupancy is over 90%. Their first priority being the Guest! Also, the generation of custom cover letter is very painful as every company has different format of accepting cover letter. The AR team spends significant time in preparing the cover letter as per companies’ requirements. Then the collection team struggles in payment follow up, extra information queries or issues typically requiring back-forth emailing and phone calls adding to unnecessary delays ”
Due to manual process, the organisation credit period was going more than 180 days. The team was spending minimum half a day in non - productive information processing. The credit reports always highlighted significant write -offs and commission losses. Ecobillz streamlined and centralized the AR process by capturing each invoice generated from different revenue centres and automatically collating these invoices based on corresponding AR IDs. Post Ecobillz implementation, the AR team’s work is now more focussed and is able to address all customer needs in almost real -time. The credit period was reduced to less than 25 days from 180 days earlier. Ecobillz platform highlights missing supporting documents as per Bill-To-Company instruction. All digital invoices are stored centrally and can be accessed by authorised users in real-time. The AR team need not struggle and chase different department for missing invoices and supporting documents.
Automated Cover Letter Generation
Ecobillz can be configured to generate multiple cover letter formats based on different customer requirements. The AR user can generate custom cover letter within seconds with exact charges for different services, even for long staying or for different city ledger guests who stayed in different time interval under one AR ID.
Credit Card/TDS/Commission Reconciliation
Ecobillz helps to reconcile all credit card transactions from PMS, POS, ERP and Bank reports. The module automatically highlights discrepancies along with particular invoice number. There is no need to perform manual reconciliation anymore using charge slip, bank statement, software reports, etc. The system compares data sourced from multiple systems to validate and reconcile the rental income, TA commissions, etc. It also highlights discrepancies in case any income or commission is not charged and/or paid as per contracted agreement.
About Ecobillz
Ecobillz, a private limited company, is being used in almost all premium luxury Hotel chains in India. Ecobillz helps Hotels to digitise documents, streamlines and automates back office functions such as work flow approvals, account receivables, reconciliation and revenue audits, etc.
Website: https://www.ecobillz.com
Email: contact@ecobillz.com
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Accounts Receivables module helps reduce turn-around time by 90%
Banter! Could “workplace banter” cause problems in your business? The short answer? Yes.
