Invoice follow-up for hotels and restaurants
In hospitality, unpaid money hides in group and seminar invoices, billable no-shows and corporate debtors — which nobody chases during the season. The agent tracks every invoice to its due date and follows up with the complete file: signed quote, cancellation terms, consumption details.
In your day-to-day
- 01
Follow-up of seminar and group invoices with the contract and the breakdown of services attached.
- 02
Invoicing and follow-up of no-shows and late cancellations according to your terms of sale.
- 03
Reconciliation of OTA payouts with reservations and flagging of commission discrepancies.
A typical scenario
A 90-room four-star hotel lives off its seminar business: dozens of corporate accounts on credit, whose invoices slide while the team runs the season.
- 01
The agent rebuilds the ageing schedule of corporate and agency accounts, invoice by invoice — the overview nobody has had for two years.
- 02
Follow-up escalates gradually: a courteous duplicate at D+5, a documented reminder at D+20, escalation to the sales director for accounts slipping from one event to the next.
- 03
Before high season, it clears the winter’s backlog of small receivables — the ones nobody will chase once service picks up again.
What changes
Cash flow stops yo-yoing between season and off-season, and the manager no longer plays accountant on Sunday nights.
Order of magnitude
Working assumptions
- →€40,000 of permanent corporate receivables
- →paid at 55 days on average instead of the contractual 30
Bringing the delay back toward contract frees in the order of €40,000 × 25/55 — about €18,000 of needlessly tied-up cash, made permanently available.
Indicative estimate built on average sector assumptions — it gets recalibrated on your actual volumes during scoping.
What eats your days
- →
Booking requests arrive during service — by the time you reply, the guest booked elsewhere, often through an OTA that takes its commission.
- →
Guest reviews pile up unanswered, and an ignored negative review works against you for months.
- →
No-shows and unpaid group invoices get handled “when there is time” — which in season means never.
How it works
- 1
Plugged into your invoicing
The agent reads your existing tool — invoicing, accounting, ERP — with no migration and no double entry. It knows every invoice, its due date and its history.
- 2
Written reminders, not templates
Each reminder is written for that client: friendly for a good payer one week late, firm and documented by the third notice. You approve the policy once; the agent applies it.
- 3
Escalation and audit trail
Sensitive account, dispute, large amount: the agent hands over to a human with full context. Every action is logged, every euro recovered is attributed.
Typical results
-30%
average collection delay, typical order of magnitude
100%
of overdue invoices chased, no exceptions, no oversights
0 h
of human time on first-level reminders
Orders of magnitude observed in production; your diagnostic sets your own baseline and targets.
Frequently asked questions
Can you chase a regular corporate client without annoying them?+
Yes: tone is calibrated per account — courteous for a regular debtor slightly late, firmer when the delay repeats — and you approve the policy before go-live. Strategic accounts can be excluded from automatic follow-up.
Can the agent handle deposits and cancellation terms?+
It applies your terms of sale: unpaid deposits chased before arrival, no-shows invoiced according to the published policy. Every borderline case goes to human validation rather than automatic follow-up.
Is this the problem eating your team’s time?
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