The hospitality industry thrives on accuracy, efficiency, and impeccable service. While front-end services benefit from the spotlight, back-end operations such as invoice processing play a pivotal role in ensuring smooth operations. That’s why organizations within the sector can’t afford to rely on manual accounts payable processes.
In this blog post, you’ll discover how Quadient AP helped revolutionize the payables process for one hospitality organization, providing intuitive capabilities and automation that transformed the cumbersome task of invoice management.
Challenge
Before adopting Quadient AP, the organization wasted countless hours processing stacks of invoices. The team faced challenges, such as accurately inputting vendor information, tracking down approvals, and ensuring that past invoices were easily accessible.
The process was also prone to errors, with simple data entry mistakes leading to time wasted. Once these errors were identified, they had to be corrected and re-validated. These processes were so inefficient that the AP team could not devote time and resources to strategic activities.
Solution
Quadient AP eliminates the need for manual data entry. As the customer noted, "It's nice to upload a stack of invoices into the queue and the system auto-captures the invoice data. It fills in the vendor information, invoice number, and any other important information we require.”
The system not only streamlines the data entry process, but also helps optimize approvals, eliminating the need to chase individuals. Once an invoice is received, it’s directed to the appropriate team member for review. Reminder emails are sent on a set cadence until the invoice receives approval.
The customer added, "You don't need to hunt down people to approve invoices as they can approve them through the system itself."
Result
The implementation of this intuitive system brought about remarkable improvements. One of the significant outcomes was the clarity it provided users: "You can see the invoice as you code and allocate it, so you know you're inputting the correct information."
Additionally, retrieving past invoices became effortless: "Looking through past invoices is a breeze and you can access any invoice you have ever saved, whether you deleted it or not."
The user also praised the system for its comprehensive features, noting, "There is plenty of room for notes and any other details you need to provide."
The platform’s intuitive interface and extensive training provided by Quadient AP were also appreciated: "The system is easy to navigate, and they have plenty of training available in their university."
In an industry where precision meets pace, tools that enhance efficiency without compromising on accuracy are gold. The new invoicing system stands as a testament to how technology can empower hospitality professionals, offering them not only the means to execute tasks efficiently, but also the flexibility to tailor the process to their unique needs.
For those who grapple with invoices regularly, this system is more than just a tool — it's a game-changer.
