The Challenge
- No real-time spend visibility: Finance and Procurement lacked timely insight into accommodation costs across projects and regions.
- Heavy manual reporting: Thousands of monthly room nights were tracked using fragmented Excel reports, leading to errors and outdated information.
- Delayed insights: Early check-outs, vacant rooms, rate leakage, and project-wise spend couldn’t be identified until weeks later.
- Inaccurate forecasting: Slow, error-prone reports resulted in delayed accruals and unreliable budget predictions.
- Hidden optimisation opportunities: Growing volume made the spreadsheet workflow a bottleneck, preventing cost savings and limiting improvements to traveler comfort.
The WWStay Solution — Customisable Reporting, Automated Intelligence
WWStay replaced manual spreadsheets with a fully automated reporting engine that delivered real-time visibility into every room night and every dollar spent.
How It Worked
- Custom-built fields: Reporting was tailored with client-specific filters like region, cost center, traveler type, job code, and stay duration—no manual re-entry required.
- Automated report generation: Reports were produced in the client’s exact format and shared automatically on a daily, weekly, or monthly schedule, removing template and data-entry errors.
- Seamless internal system integration: A direct data bridge ensured reports were automatically uploaded and validated, keeping Finance and Procurement consistently up to date.
- BI-ready data: Clean, structured data fed directly into the client’s BI dashboards for real-time tracking of spend, occupancy, and project performance.
- Comprehensive reporting suite: From AP, accrual, reconciliation, and night-by-night occupancy to booking and spend reports, all insights were centralized.
- Weekly AI recommendations: WWStay’s AI identified opportunities for savings through rate renegotiation, long-stay conversions, optimized allocations, and property upgrades—without increasing spend.
The Outcome — Real-Time Visibility and Smarter Decisions
WWStay replaced manual spreadsheets with automated, insight-driven reporting, giving Finance and Procurement real-time visibility across all room nights, projects, and cost centers.
- Reporting time was cut by 85%, from 20+ analyst hours per week to under 3 hours.
- Accruals updated instantly, supporting accurate monthly closings.
- Data accuracy improved 95%, eliminating mistakes including job code errors, human errors, etc.
- Reducing waste spend by 60%, early check-outs and vacant inventory tracked live.
- Dynamic dashboards and AI insights, highlight trends, optimize hotel allocations, and uncover savings opportunities.
- Room-night optimization improved 22%, more travelers in long-stay or shared options.
- Procurement rate leakage reduced by 40%, via real-time contract tracking.
- Forecast accuracy improved by 35%, enabling proactive budget adjustments mid-month.
