Besides looking after guests, running accommodation or a restaurant today means a lot of repetitive paperwork: booking confirmations, arrival instructions, payments, invoices, the guest register, reporting foreign guests, local taxes, housekeeping schedules and bookkeeping. Most of it can be done by the system – the same way every day, at the right time and without forgetting.
When automation makes sense
- the owner or manager spends evenings on e-mails, invoices and spreadsheets,
- guest information is sent by hand and is slightly different each time,
- payments, invoices or reports to the authorities are sometimes late or forgotten,
- you sell through several channels (your own website, Booking.com…) and each works differently,
- you want to grow without hiring another person for administration.
What we automate
- Guest communication: confirmations, arrival instructions, reminders and thank-you messages at the right time and in the guest's language.
- Online check-in: guest register and reporting to the foreign police without retyping data.
- Invoices: issued and sent to the guest automatically, including company invoices.
- Local accommodation tax: reports for paying the municipalities according to their decrees.
- Operations: housekeeping and laundry reports, alerts for last-minute bookings.
- Connecting systems: channel manager, website booking engine, invoicing.
How we work together
- Introductory meeting: we go through your processes, what you do by hand today and where mistakes happen.
- Tailored offer: based on the complete brief, we prepare the scope, schedule and price.
- Order: once you approve the offer, you sign it electronically; after signing we issue a 50% advance invoice and get to work.
- All rules are written down in one overview – what is sent, when and to whom.
- Step-by-step setup on your existing systems; you approve every step.
- Testing in live operation on real bookings.
- Handover: an automation overview for you and your team, a handover protocol and the final invoice.
Case study: Zabookem.com
Several properties of different types and in different locations, sold through their own website and Booking.com. The goal: operations should run on their own, from booking to paying the local taxes.
What runs on its own today:
- the confirmation and all guest instructions in three languages, on the right day and at the right time, separately for each property,
- online check-in, the guest register and reporting of foreign guests without retyping data,
- an invoice for every guest on the day of departure,
- a local accommodation tax report for each municipality according to its decree,
- a Sunday outlook for housekeeping and a monthly housekeeping and laundry report.
The owners only deal with exceptions – and are told about each one by e-mail. Guests receive everything on time and consistently, nothing is forgotten and the same data is never retyped in several places.
Why us
We designed, set up and fine-tuned the Zabookem automation in live operation on real bookings, so we know what really saves time in practice and where mistakes can happen.