Hotel Night Audit Automation
Boutique Hotel Group, London
Context & Objective
Every night, the same ritual. The night manager would spend three hours reconciling the day's transactions - matching PMS records against payment terminal reports, identifying discrepancies, calculating occupancy metrics, and preparing the daily revenue summary for management. The process was entirely manual. Data copied from one system, pasted into spreadsheets, cross-referenced against another system. Three hours of tedious work completed at 2am when attention to detail is at its lowest. The hotel group was expanding. What worked for one property wouldn't scale to five. They needed the night audit to run itself.
Challenges Faced
Manual Reconciliation Burden
Night managers spent hours cross-referencing PMS data against payment terminals and bank feeds. Errors were common and often discovered days later.
No Real-Time Visibility
Occupancy, revenue, and performance metrics were only available after manual compilation. Management decisions were based on outdated information.
Inconsistent Reporting
Each property produced reports differently. Consolidation for the group required additional manual effort and introduced further error risk.
Approach & Solution
Automated Data Collection
Power Automate flows scheduled to pull data from the property management system, payment terminals, and booking channels at a consistent time each night.
Intelligent Reconciliation
Automated matching of room charges against payments with variance detection. Only genuine discrepancies flagged for human review.
Dynamic Report Generation
Pre-formatted reports generated automatically with occupancy rate, ADR, RevPAR, and revenue breakdowns. Variance highlighting against previous periods built in.
Multi-Channel Distribution
Reports delivered via email and Teams to relevant stakeholders. Morning team and management have data waiting when they arrive.
Results & Impact
- Night managers now focus on guest service and security, not spreadsheets
- Management receives consistent, accurate reporting every morning
- Scalable foundation established for multi-property expansion