Hotel Billing for Communication Expenses

Communication services are essential in keeping guests connected. Many business executives and travelers demand efficient facilities that can keep them in touch with home base and perform tasks remotely. From small inns to large hotel chains there is a recognized need to provide their guests with the latest communication technologies. It is imperative for a sophisticated communications management system (CMS) to account for telephone charges, internet usage, equipment fees, surcharges and new technologies added every day. Potential revenue walks out the door without a proper metering system. Virtually all communication servers and telephony platforms are equipped with a mechanism of delivering transaction logs (usually Call Detail Recording (CDR)). These logs are captured by the CMS application, translated into a database, assigned a cost and instantly delivered to a property management system. In some small B&B, inns and motels billed transactions are spooled to a printer. Larger environments require more sophisticated delivery of transactions to desktops, one or more property management systems and a central hub. CMS applications are usually tailored for the special needs of hospitality. These accounting systems generally facilitate real time billing directly into room folios, departments and GL accounts. A CMS reporting engine can provide concise up to the minute information for accounting comptrollers. Detailed and summary reports can be derived for guest rooms, meeting rooms, convention floors, administrative, employee and tenant extensions. Most hotel chains will have special billing policies across their properties. A robust CMS pricing engine can accommodate any carrier tariffs, custom hotel plan, markups, surcharges, price limits, discounts or taxation. These tariffs can apply to internet billing records, carrier services or IP/PBX records. Competition and alternate communications technologies over the years has reduced the cost of long distance. Many general managers have complained about the loss of long distance revenue. However, forward thinking comptrollers are now maximizing their returns with sophisticated communications management systems (CMS) that address the billing of new and old technologies (VoIP, Wi-Fi and fixed analog lines). Most are becoming more savy about the capabilities of their infrastructure. Properties are reducing expenses through introduction of VoIP facilities and channeling more traffic efficiently. They analyze calling patterns, equipment usage and traffic flow. These metrics assist in tweaking systems for better customer relationship. This generally results in recurring patronage revenue for the property. A CMS solution is vital to the success of every hospitality environment.