1Hotel AP and Vendor Invoices
What we handle
- Collect and log vendor invoices from email, mail scans, and your GMs.
- Code invoices to the right property and GL account.
- Match invoices to POs, receipts, and contracts where you have them.
- Chase missing invoices, credits, and W-9s.
- Prepare payment batches for your approval. You approve and release every payment.
What you get each week
- Status report: invoices received, coded, pending approval, and paid, by property.
- Exceptions flagged: duplicates, price changes, missing approvals, past-due vendors.
Typical starting scope
AP for one or two properties, using your current accounting system and approval rules.
2Franchise Fee and Brand Invoice Reconciliation
What we handle
- Review monthly brand invoices: royalty, marketing, reservation, loyalty, and technology fees.
- Tie fees back to reported room revenue and the terms you give us.
- Track brand-mandated program charges and one-time fees.
- Prepare questions and disputes for you to send to the brand.
What you get each week
- Status report: invoices reviewed and reconciled by property.
- Exceptions flagged: fees that do not tie out, new charges, credits owed.
Typical starting scope
The last 3 months of brand invoices for one property, then ongoing monthly review.
3Night Audit and Daily Report Review
What we handle
- Review the night audit package and daily reports each morning.
- Check for open folios, unposted charges, rate overrides, comps, and unusual adjustments.
- Compare cash, credit card, and direct-bill totals against what was reported.
- Send a short daily note to you and your GM on anything that needs action.
What you get each week
- Status report: daily reviews completed, items found, items resolved.
- Exceptions flagged: repeat issues by shift or property, items still open.
Typical starting scope
Daily report review for one or two properties, Monday through Sunday.
4Guest Billing and Direct-Bill (City Ledger) Collections
What we handle
- Send invoices and statements to direct-bill and group accounts.
- Follow up on a set schedule by email and phone.
- Handle guest billing questions and folio copy requests.
- Log every contact and promise to pay.
- Escalate disputes to you or your GM with the full history.
What you get each week
- Status report: aging by property and account, collected this week, next steps.
- Exceptions flagged: accounts over your aging limit, disputes, accounts to put on hold.
Typical starting scope
City ledger follow-up for one property's current open balance.
5Purchasing Coordination
What we handle
- Turn GM requests into purchase orders that follow your approval rules.
- Get quotes from your approved vendors.
- Track orders, deliveries, and backorders.
- Keep a simple par and reorder list for common supplies.
What you get each week
- Status report: open orders, delivered, pending approval, by property.
- Exceptions flagged: late deliveries, price changes, orders outside budget.
Typical starting scope
Housekeeping, breakfast, and maintenance supply orders for one or two properties.
6Payroll Prep Support
What we handle
- Collect and check time records from each property before payroll runs.
- Flag missed punches, overtime, and rate questions to the GM.
- Prepare payroll inputs for your payroll provider or your team to submit.
- Track new hire and termination paperwork tied to payroll.
What you get each week
- Status report: payroll prep completed, by property and pay period.
- Exceptions flagged: overtime spikes, missing approvals, unusual changes.
Typical starting scope
Payroll prep for one property's regular pay cycle. You or your payroll provider still submit payroll.
7Insurance and Document Paperwork
What we handle
- Track policy renewals, certificates of insurance, and vendor COIs.
- Organize claim paperwork and follow up with your broker or carrier.
- Track licenses, permits, inspections, and brand audit documents.
- Keep a clean, shared folder by property.
What you get each week
- Status report: documents received, filed, and pending.
- Exceptions flagged: upcoming expirations, missing COIs, open claims.
Typical starting scope
A document and renewal calendar for all your properties, then ongoing upkeep.
8Month-End Close Support for Your CPA
What we handle
- Bank and credit card statement reconciliations.
- Accruals, prepaid tracking, and recurring entries you approve.
- Clean up open items before close.
- Prepare the close package your CPA asks for.
What you get each week
- Status report: close checklist progress by property.
- Exceptions flagged: unreconciled items, missing statements, questions for your CPA.
Typical starting scope
Close support for one property, working to your CPA's checklist. Your CPA stays your CPA.
Night Audit