In today’s fast-paced hospitality industry, time is of the essence. With numerous daily transactions and a constant flow of guests, it’s crucial for hotels to have an efficient and reliable invoice processing system. However, manual invoice processing is not only time-consuming but also prone to errors and fraud. The good news is that automation can help hotels reduce these risks and streamline their invoicing processes. In this blog, we’ll discuss how automation can help hotels reduce the risk of fraud and errors in invoice processing. Let’s dive in!
Risks of frauds and errors in invoice processing
Despite the best efforts of hotels to maintain accurate records, manual invoice processing is not without its risks. Invoices can be lost or delayed, causing vendors to be paid late. Additionally, human error can lead to incorrect data entry, overpayments, or underpayments. The most alarming risk of all is fraud. Fraudulent invoices can be introduced into the system, resulting in unauthorized payments or the diversion of funds.
Several instances in the past have shown how hotels are particularly vulnerable to invoice fraud. In 2018, it was reported that a former employee of a popular luxury hotel in California had been charged with embezzling over $100,000 by submitting false invoices. Similarly, a former employee of a well-known New York City hotel was found guilty of stealing $13.8M by creating false invoices for non-existent events.
In addition to fraud, simple errors can also be costly for hotels. For instance, a hotel may mistakenly overpay a vendor for services rendered, resulting in a financial loss for the hotel. Alternatively, a hotel may underpay a vendor, leading to damaged relationships and even legal disputes.
How Automation Can Help Hospitality Enterprises
Automation can provide a solution to the challenges faced by hotels in manual invoice processing. Automation in invoicing involves the use of technology to streamline the creation, approval, and processing of invoices, eliminating the need for manual intervention.
One of the key benefits of automation is increased accuracy. Automated systems can help reduce errors and eliminate the potential for fraud by using controls such as automatic checks for duplicate invoices, mismatched purchase orders, and pricing discrepancies. By reducing errors and fraud, hotels can save time and money and avoid reputational damage.
Another benefit of automation is increased efficiency. Automated systems can handle invoice processing much faster than manual methods, reducing the time required for invoice processing and improving cash flow. Automated invoice processes can also provide real-time visibility into the status of invoices, eliminating the need for manual follow-up and increasing transparency.
Hotels can implement automation in the invoicing process incorporating OCR technology is used to capture data from invoices automatically, which can then be used to create an electronic invoice that can be processed by an automated system. Invoice capture solutions automatically extract data from invoices, reducing the need for manual data entry. Automated workflows can be used to route invoices to the appropriate department for review and approval, reducing the need for manual intervention.
Manual invoice processing can be a costly and time-consuming process for hotels, and it’s prone to errors and fraud. However, automation can provide a solution to these challenges, improving accuracy, efficiency, and transparency in the invoicing process. Using tools such as OCR technology, invoice capture, and automated workflows, hotels can streamline their invoicing processes and reduce the risk of fraud and errors.
At RAP, we understand the challenges faced by hotels in the hospitality industry, and we have designed AI powered Intelligent Process Automation solutions that are specifically tailored to meet the unique needs of the industry. Our solutions allow hotels to completely automate their invoicing processes, saving time, reducing costs, and improving accuracy.
Automation can provide a competitive advantage for hotels in the hospitality industry by enabling them to reduce risks, increase efficiency, and improve their financial performance. If you’re interested in learning more about RAP’s IPA solutions for hospitality enterprises get in touch with us now .