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Industry

Hotel expense management, by department

Linen, F&B, maintenance and agency staffing invoices are coded to property and department at capture, so the group closes on one timetable, not its slowest hotel.

A guest and a receptionist talking at a hotel front desk

Smartbills takes invoices straight from your distributors and codes each one to the property and department that received the goods.

Every invoice tagged with its property and department

F&B, rooms, maintenance and agency staffing invoices carry their department from the moment they're captured. The group P&L and a single hotel's P&L come from the same data, read at two levels.

  • Property and department carried on every invoice
  • Distributor invoices pulled directly, with nothing rekeyed from paper
  • Group and per-property views from the same coded records

Approvals happen before the order goes in

Each property orders against its own budget, with approvals routed by amount. The commitment is recorded when the order is placed, about three weeks before the invoice would have shown it.

  • Orders raised against the department's remaining budget
  • Approvals routed by amount, no forwarded emails
  • Committed spend visible before the invoice exists

Staff expenses go to the right property and department

A maintenance run to the hardware store, a sales manager's client dinner, a replacement printer for the front desk. Each receipt is matched to its charge and coded to the property and department that spent it.

Why teams switch

Head office learns what a property spent weeks too late.

Invoices go to the property, not to finance. Nobody at head office knows what a hotel has committed to.

Supplier invoices are pulled from the distributor and coded to the property that took the delivery. Finance sees the cost without waiting for an envelope.

A GM finds out where the department budget landed weeks after they could have done something about it.

Costs hit the department's budget as they're incurred, and a GM can read the position while the month is still open.

A multi-property group closes at the pace of whichever hotel is slowest with its paperwork.

Every property runs the same automated intake. The group close no longer waits on one receiving dock.

The products that do the work.

Each product works on its own, and when you run two, the same record carries from the receipt to the ledger entry.

FAQ

Frequently asked questions

What people ask us before they sign up.

Yes. Each property has its own budgets and costs, and the group reads across all of them. Because the single-property view and the group view come from the same coded records, the two can't disagree.

Yes, for distributors that issue recurring invoices. Bill Fetching pulls those from the supplier's portal on a schedule, which covers the large distributors most operators use. Anything else goes through the usual capture and coding path.

Smartbills works on the cost side: supplier invoices, purchasing, expenses and the posting to your ledger. It doesn't replace your property management system and doesn't need to see room revenue.

Like any other supplier invoice, coded to the property and department. Agency labour is the line most often discovered after the month it belongs to, which is why it's worth coding the day it arrives.

Yes. A card purchase or out-of-pocket expense carries the property and department of the person who made it, so it reports alongside the invoices for that hotel.

Get started

Read food cost while the month is still open.

Put one property on automated invoice intake and compare when the numbers show up.

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