How to Close a Hotel Month by USALI 12th in 2 Days Instead of 5-7

The Problem: 5-7 Days for Month Closure

Month-end closure is one of the most labor-intensive processes in hospitality. Financial directors of hotel chains often face a situation where data is scattered across multiple systems (PMS, POS, bank, Excel spreadsheets), verification and classification takes days, and the final report is ready only after a week.

This creates a chain of problems: owners receive reports late, financial decisions are made on outdated data, business visibility deteriorates. With 3-5 hotels in a network, the problem becomes critical.

But there is a way to reduce this time to 2 days. You need the right sequence of actions and the right tools to automate routine tasks.

Step 1. Collecting Data from PMS and POS

Everything starts with data. PMS (Property Management System) stores information about sold rooms, rates, cancellations, and payments. POS (Point of Sale) tracks revenue from restaurants, bars, laundry, and other services.

Traditional approach: export reports to Excel, download statements manually, copy to a common spreadsheet. This takes 2-3 hours and is error-prone.

• •PMS API integration (automatic import)
• •CSV import from POS with format validation and duplicate detection
• •Data automatically loads into a unified database

Time: instead of 2-3 hours manually → 15 minutes to press the import button.

Step 2. Revenue Classification by Schedule S1 and S2

USALI requires dividing revenues into categories:

• •Schedule S1 (Rooms) — all room revenue: room sales, ancillary services
• •Schedule S2 (Food & Beverage) — restaurants, bars, room service
• •Other Operations — spa, parking, conferences, etc.

Normally this is done manually: the CFO verifies each transaction. With 200+ payments per month, this takes hours of work and guarantees errors.

• •Classification rules based on GL accounts and PMS codes (set up once, works always)
• •System learns from examples (ML classification)
• •Flag questionable transactions for manual review (only 5-10%)

Time: instead of 4-6 hours → 30 minutes (including manual review of disputed transactions).

Step 3. Direct Costs Accrual

Direct costs are expenses directly related to generating revenues:

• •S1 Direct Costs: OTA commissions (Booking, Agoda, etc.), housekeeping salaries
• •S2 Direct Costs: product cost of goods, kitchen staff and restaurant personnel salaries

Complexity: commissions must be matched with revenue (payment arrives days later), cost of goods must be calculated by merchandise accounting or average margin.

• •Synchronization with OTA reports (Booking Partner Extranet, etc.)
• •Calculate F&B cost by average margin or merchandise accounting
• •Distribute salaries by Schedule S1/S2

Time: instead of 3-4 hours → 1 hour (with manual verification of margin percentages).

Ready to Close Your Month in 2 Days?

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