All of the hotel's documents in one place - available in seconds, stored for years.
The invoices, receipts, notes and contracts that already pass through HotelOne (WMS scanning, METRO Connector, Excel Import) are archived automatically in Documents AI. They are indexed and searchable both by header data and by the items in their lines. Documents can be exported, are linked to HotelOne BI and are stored in line with legal requirements - with no manual processing.
What Documents AI does.
Nine key functions in one product. Each works with the documents that already pass through HotelOne or are uploaded directly.
Automatic archiving
Every document read by AI (invoice, receipt, credit or debit note) is archived automatically. Documents from METRO Connector, WMS scanning and Excel Import flow straight into Documents AI.
Metadata indexing
Every document carries structured metadata: type, number, date, counterparty, amount, VAT and the linked goods received note. Indexing is done automatically from the data that was read.
Search by header data
Search by document number, supplier, period, amount, VAT or type. Results appear instantly, together with a preview of the document itself - no digging through folders and archives.
Search by line items
Search isn't limited to the header fields. By a specific item from the lines, you find every invoice it appears in. This makes claims, stock counts and checking discrepancies easier.
Access from any device
Documents AI runs in the browser - on a computer, tablet or phone, with nothing to install. Accounting, management and the front desk can access documents from anywhere.
Manual upload when needed
Documents that don't go through AI reading (contracts, internal notes, correspondence) are uploaded by drag and drop. Indexing only requires filling in a few fields.
Export
Select individual documents or a whole set by chosen criteria and export them as PDF, a ZIP archive or an Excel list. The pack for the auditor, accountant, bank or tax authority is ready in minutes.
Feeds HotelOne BI
Documents AI passes documents and their lines to HotelOne BI. The items, quantities, prices and VAT from the documents that were read flow into reports and become part of the analysis of costs, suppliers and consumption.
Stored for years
Documents AI keeps the originals for the statutory periods (up to 10 years for accounting documents). Data is kept in encrypted cloud storage with backups and an audit trail of access.
For every hotel that receives invoices and receipts.
In other words - every hotel.
The typical scenario
A hotel receives dozens of invoices a week - from METRO, F&B suppliers, utilities and outside contractors. Until now this meant paper binders, notes in cabinets and hours lost searching for a specific document.
With Documents AI, every document that already passes through HotelOne (read by AI, or entered via METRO Connector or Excel Import) is archived automatically and indexed by the data already read. Searching by supplier, period, number or amount takes seconds. Access is available from the front desk, from accounting or remotely.
Storage is secure and audit-ready. When the tax authority or the auditor asks for a specific document, it's available in seconds, not days.
Let's discuss your hotel's needs.
Every hotel has specific requirements for organisation and access. We'll show you how Documents AI fits into your processes.
Book a call