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Domain 04

Automating invoicing and back office work

The back office is everything that has to add up behind the scenes: the invoicing, the inbox, the HR administration. We let that run on quietly, without paperwork stacking up and without a backlog, so your people can stay on the floor.

It is the pile nobody misses while it stays small. Invoices still to be coded, emails somebody still has to pass on, timesheets to be made to add up before payroll. We take over that preparation. The signing off stays with your administration.

What we take over

The work that returns on the same Friday every month.

Invoicing
Incoming and outgoing invoices are recognised, matched and queued for checking. Your administration team signs off instead of retyping.
Inbox management
Emails are sorted, answered where that is possible and passed on where that is needed. The inbox stays empty without you clearing it yourself.
HR administration
Timesheets, contracts and leave are kept up to date and queued for processing.

The last Friday of the month

The last Friday of the month meant, last time, an afternoon of matching invoices and an inbox that would not empty.

Now
That afternoon looks like this: invoices laid out next to the orders, a supplier ringing about an amount that was paid a fortnight ago, and a mailbox where last week's answer is buried somewhere. It gets done, but it gets done on Friday evening.
Once it runs
The invoices are ready for checking, matched against the delivery and coded the way your bookkeeper wants them. The supplier emails have been sorted and answered where that was possible, and the timesheets already add up. You sign off and go home.

What it plugs into

The back office touches most systems at once.

That is exactly where the retyping sits. We let the figures travel between those systems instead of through your administration.

Accounting
Invoices arrive coded in the package you already use, in the form your bookkeeper wants to receive them.
PMS
Room and stay revenue, so an invoice to a company or a travel agent matches what was actually stayed.
Till
The daily revenue of restaurant and bar, broken down the way your ledger expects it.
Email
The inbox where invoices, questions and reminders arrive mixed together, sorted by what needs an answer.

Measurable

What a month without stacks delivers.

43

invoices queued for checking automatically each week

2 hours

less inbox work each day

0

stacks on the desk at the end of the month

Indicative figures, different for every house

What stays manual

Releasing is your administration's call.

An invoice is read, matched and queued, and there it stops: nobody but your administration releases it for payment. Anything that deviates from the order or the delivery is shown separately, with the reason beside it, rather than travelling along in the pile of approved documents. Emails to suppliers pass your administration before they go out, and an amount the system is unsure of stays put until somebody has looked at it.

The first four weeks

Until the first pile disappears.

An indication. A month full of exceptions runs differently from a quiet one.

  1. Week 1

    We look back over a month: which invoices return every time, which emails cost the most time, and where it gets stuck.

  2. Week 2

    The regular suppliers are recognised and the first invoices are queued. Your administration corrects whatever the system misreads.

  3. Week 3

    The exceptions are added. This is usually where it becomes clear which supplier sends an invoice no person and no system can read.

  4. Week 4

    Your administration works in the new rhythm and keeps the old route in reserve for a month. Only then does it go.

The limit

What we do not solve here.

A back office that gets stuck on agreements written down nowhere will not improve by itself. If there are three ways to approve a purchase invoice, your house picks one first. We can hold that conversation, but we cannot skip it. And an accounting package that allows no connection stays a package without one: then the gain sits in the preparation and not in the processing.

A person signs off on what matters and your administration is never used to train a model.

How we handle your data

The other domains

A conversation

Curious what this would deliver for your house?

We go through your operation and work out what each process costs you today. Your PMS, OTA portals and accounting stay in place, we replace nothing without a reason. A first call puts you under no obligation.

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