The daily dashboard is a great tool: you make sure you complete all your tasks at the end of the day and it gives you the assurance that no one is waiting on you. Compliance and time savings are the key benefits!
Digitising finance at Hilton
automate, process, approve
Bringing Hilton information into a single location to optimise invoice processing, accounts payable/receivable, general ledger, auditing and other processes.
Digitise your daily income audit reporting
Night audits require repetitive and often manual tasks to pull out and reconcile data from various sources, then get it approved by highly paid managers. With DocMX, optimise this daily audit process bringing immediate benefits to any property.
All daily transaction data in one place
No need to log into different systems or print reports. Transaction reports are pulled into one place, scanned in or automatically ingested from 3rd party systems like PMS and POS. Data is captured and indexed, with additional supporting documentation linked.
Streamlined approvals
Once the reports are complete, the approval workflow is triggered: from night manager, to department heads, to director of finance, everyone has access to all the data to make informed decisions.
Full control & visibility
The control centre provides a visual and user-friendly overview of the daily audit and overall business performance. Any discrepancies or lack of compliance can be immediately spotted and acted upon, by employees and managers.
Key features
Integrated
Developed in line with your OnQ or Opera PMS system, integrated with your Navision, Sun or SAP accounting software, and other property management systems, POS, Sales & Marketing and even Payroll report distribution.
A customised control centre
Dashboard technology to track performance metrics around invoice processing, audit compliance and time to completion for various aspects of finance.
Dozens of reports
Daily Revenue Packs, Allowance Packs, Cash Packs, Credit Card Packs, Food & Beverage, Entertainment reports and even F&B dockets can be processed within the DocMX Hilton technology.
Accelerate your Accounts Payable
Tracking supplier invoices in varying formats can be onerous work: paperwork, emails & purchase orders need to be matched, approved by the right people, and processed into your finance system. With DocMX, simplify this process:
- Save time
- Reduce errors
- Easily retrieve information
- Make payments more timely
70%+ AP automated, no more manual input
Paper or email invoices scanned/uploaded into DocMX, data is automatically captured, checked and reconciled with purchase orders or delivery notes, then routed to the relevant employees for approval, with all related documentation accessible on a click.
Automated approvals - no more paper shuffling
Intelligent rules determine validation and exception handling: if within Hilton validation criteria, invoices are written to your finance system without needing to waste management time.
Retrieve anytime
On workflow completion, the invoice data is exported to your financial system. All data is safely stored on DocMX and instantly accessible anytime.
Gain visibility
Approval pathways are auditable and transparent. Status can be tracked on the Control Centre dashboard for performance improvement and financial reporting is readily available to designated personnel.
Gain full control and compliance
Save time & money
Do more with less. Reap very concrete financial benefits. Eliminate printing of reports, cancel printer/copier leases, save management time, share resources across several properties where possible.
Full audit trail
The processes are fully auditable: each invoice, approval and payment is traceable, to ensure compliance with internal policy, tax and regulatory requirements.
Security
Bring in the best practices of information security into your financial approval processes: DocMX is ISO-certified to comply with the highest security standards in the cloud.
Limited access
Access is strictly managed: only authorised personnel see sensitive financial information. Grant external users limited access, minimising the need for staff to pull files for status updates.
Minimise your wholesale AR turnaround times
With a majority of hotel revenues coming from wholesalers, it is of prime importance to accelerate Accounts Receivable processing.
DocMX helps bring together information dispersed across various departments and formats to:
- Minimise turnaround time
- Collect all necessary billing data
- Free up your AR team for other operations
Simplify bill validation
Direct bills are loaded into the system, data is automatically captured and classified. Automated workflows validate for duplicates and backup proof, with exceptions raised to the appropriate teams for remediation.
Automate 70% of AR transactions
Automated emailing processes send emails with the bills attached to the debtors; the Control Centre shows aging and exception history for easy chase-ups.
Streamline queries
Bill and ledger queries conducted through electronic forms: collect all relevant data, remove confusing email communication and trigger appropriate workflows to resolve in a timely manner.
Gain visibility
Approval pathways are auditable and transparent. Status can be tracked on the Control Centre dashboard for performance improvement and financial reporting is readily available to designated personnel.
Shared Services Centres
Cluster processes like finance or HR into a structure shared across several properties, and reap the benefits of cloud-enabled collaboration:
- Group-wide standards in line with group policy
- Shared knowledge base across dispersed locations
- Shared efficiencies across groups of properties
- Shared skills and increased service quality
- Security of information aligned to centralised management
Collaboration, beyond the finance department
MAny Hilton properties leverage DocMX to optimise operations and improve collaboration across different departments:
- Front-desk and back-office communication
- Sales & Events
- Tracking HACCP standards
- Lost & Found
- Covid-19 contact tracing
- Incident management
- …and more
Get in touch
You will hear back from one of our senior experts who has worked with Hilton group for many years.
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