Hotels & restaurants
Automation forhotels and restaurants
Less phone, data entry and spreadsheets: more time on the floor and at the front desk.
- Customer messages & requests
- Documents & admin
- Scheduling & operations
- Custom business tools
In short
Iselia Projects automates the repetitive work of independent hotels and restaurants: answering booking and group enquiries, pre-arrival messages, review replies, supplier invoices, ordering, staff rotas, food safety logs and the daily report, all wired into your PMS, reservation system and POS. For a 40-room hotel with a restaurant, the indicative estimate is around 15 hours back every week.
- Who it’s for
- Independent hotels and small hotel groups, restaurants, gastropubs and inns, caterers
- 8tasks quantified
- 22industry tools supported
- 5steps in the end-to-end example
Day to day
Where your team loses time.
Useful but repetitive tasks that pile up around the real work. They are usually the first ones that can be automated.
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Enquiries that land mid-service
Phone, email, web forms, social DMs: availability, groups, private dining, dietary needs. Requests arrive right in the middle of service or check-in rush.
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No-shows and unprepared arrivals
Without confirmations and personal reminders, tables sit empty and rooms get prepared without knowing arrival times or special requests.
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Reviews left unanswered
Google, TripAdvisor, Booking.com, OpenTable: replying to every review matters for reputation, but nobody has time to do it consistently.
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A stack of supplier invoices
Drinks, fresh produce, laundry, maintenance: every invoice needs checking against the delivery and keying in, usually late at night or on Monday morning.
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Rotas and logs eating into breaks
Last-minute cover, temperature checks, traceability, yesterday’s numbers: admin that always lands on the manager’s desk.
Task by task
Where your hours are hiding.
Each row applies the same formula: weekly volume × manual time × automatable share. Volumes match the example “40 rooms + 80-cover restaurant, 15 staff”.
| Task | Volume / wk | Time per unit | Automatable | Saved / wk |
|---|---|---|---|---|
| Customer messages & requests Answer booking enquiries Instant replies by email, web form or messaging to availability, group and private dining questions, based on real availability; complex requests are passed on with a draft quote. | 100 enquiries / week | 4 min | 60 % | 4.0 h |
| Customer messages & requests Prepare arrivals and cut no-shows Personal pre-arrival messages (arrival time, special requests, allergies, extras), booking reminders and automatic release of unconfirmed tables according to your rules. | 80 bookings / week | 3 min | 60 % | 2.4 h |
| Customer messages & requests Reply to guest reviews Personalised draft replies to Google, TripAdvisor, Booking.com and OpenTable reviews, plus a monthly summary of recurring comments; published after review. | 30 reviews / week | 5 min | 60 % | 1.5 h |
| Documents & admin Process supplier invoices Invoices read and matched to delivery notes, price or quantity discrepancies flagged, then exported to your accounting software. | 50 invoices / week | 3 min | 70 % | 1.8 h |
| Scheduling & operations Prepare supplier orders Suggested orders based on stock, sales and upcoming bookings, sent to suppliers once the chef or manager signs off. | 10 orders / week | 15 min | 40 % | 1.0 h |
| Scheduling & operations Adjust staff rotas Rota adjusted to forecast occupancy and covers, shared with the team, cover found when someone calls in sick, and hours tracked. | 5 rota changes / week | 30 min | 40 % | 1.0 h |
| Scheduling & operations Keep food safety logs Temperature checks (connected probes or guided entry), batch traceability, alerts when readings drift, and a log ready for inspection. | 14 checks / week | 10 min | 50 % | 1.2 h |
| Custom business tools Produce the daily report Yesterday’s figures pulled together automatically (occupancy, ADR, RevPAR, covers, revenue, reviews) from the PMS and POS, emailed to management every morning. | 7 reports / week | 20 min | 80 % | 1.9 h |
| Estimated total · ≈ 690 h a year | 14.7 h | |||
By type of automation
The estimated hours are spread across these automations, each explained on its own page.
- 7.9 h / week Customer messages & requests Answer booking enquiries Prepare arrivals and cut no-shows Reply to guest reviews Explore
- 1.8 h / week Documents & admin Process supplier invoices Explore
- 3.2 h / week Scheduling & operations Prepare supplier orders Adjust staff rotas Keep food safety logs Explore
- 1.9 h / week Custom business tools Produce the daily report Explore
End-to-end example
Example: from group enquiry to invoice
A typical scenario to show how it fits together: each step triggers on its own, your team approves what needs approving and can take over at any time.
Human in the loop: approvals, escalations and a log of every action.
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Enquiry received
A company emails asking for dinner for 25 and 12 rooms. The request is parsed (date, headcount, budget, dietary needs) and availability checked in the PMS and reservation system.
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Proposal
A draft proposal is built from your group menus and rates; the manager tweaks it and sends it.
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Confirmation
Once accepted, rooms and tables are held, the deposit is requested and the kitchen receives the headcount and allergies.
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Before arrival
Reminders for the rooming list and arrival times, a nudge the day before, and a function sheet sent to the teams.
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After the stay
The invoice is prepared from the PMS and POS, and a thank-you message goes out with a review request.
Calculator
What about your business?
The example’s tasks and volumes are pre-filled. Replace them with your own and the result updates instantly.
Average fully loaded cost of one hour of work for the team involved (€35/h by default).
Your estimate
Hotels & restaurants
Hours back per week
14.7 h / week
- Hours back per year
- 690 h / year
- Equivalent staff cost per year
- €24,154 / year
- tasks included
- 8 / 8
Split by type of automation
- Documents & admin 1.8 h
- Scheduling & operations 3.2 h
- Custom business tools 1.9 h
Indicative estimate, based on the assumptions above. No guaranteed results.
Example: a 40-room hotel with a restaurant
Illustrative scenario, not a real client. An independent 40-room hotel with a restaurant of about 80 covers employs 15 people. Using the cautious assumptions in the table (100 enquiries and 80 arrivals to prepare a week, 30 reviews, 50 invoices, 10 orders, 5 rota changes, 14 food safety checks and a daily report), the estimated time back is about 15 hours a week (14.7 h), close to 690 hours a year over 47 working weeks, handed back to the front desk, the floor and the kitchen. Adjust the volumes in the calculator for your own venue.
- Example size
- 40 rooms + 80-cover restaurant, 15 staff
- per week
- 14.7 h
- per year (47 weeks)
- 690 h
- of staff time at €35/h
- €24,154
Integrations
Plugged into your tools.
We connect automations to the software you already use, through APIs, webhooks or exports. No forced migration.
Common tools in this industry that we can connect to: these are not client references. Don’t see yours? We check compatibility during the assessment.
- Mews
- Apaleo
- Cloudbeds
- Oracle OPERA Cloud
- SiteMinder
- D-Edge
- Booking.com
- Expedia
- OpenTable
- SevenRooms
- Resy
- TheFork
- Toast
- Square
- Lightspeed
- 7shifts
- Deputy
- Google Business Profile
- TripAdvisor
- Xero
- QuickBooks
Why automate your hotel or restaurant now
Hospitality is dealing with a lasting squeeze: hard-to-fill roles, tight margins, and guests who book online and expect an instant answer. In an independent venue, the same few people welcome guests, answer the phone, key in invoices, build the rota and keep the logs. Every hour spent behind a screen is an hour less on the floor or at the front desk.
Automation doesn’t mean replacing your welcome with a machine. It means simple requests get an accurate answer even mid-service, invoices are processed without re-keying, and yesterday’s numbers land in the general manager’s inbox on their own. AI is used to understand a request in several languages, read an invoice or draft a review reply; hospitality stays with your team.
Compliance to keep in mind
Several obligations create steady admin. Food businesses in the EU and UK must run a food safety management system based on HACCP principles (temperature checks, traceability, corrective actions), and in the US the FDA Food Code sets similar expectations enforced locally. Allergen rules are strict everywhere: 14 major allergens must be declared in the EU and UK, and the US recognises nine major food allergens since sesame was added in 2023.
Hotels usually collect an occupancy or tourist tax on behalf of local authorities, and several countries require guest registration, especially for foreign visitors. In the EU, e-invoicing is spreading (France, for example, requires every business to be able to receive electronic invoices from September 2026), which makes this a good moment to automate supplier invoice processing rather than keep re-typing it. Guest data (contact details, preferences, allergies) is covered by GDPR or your local privacy law.
Where to start
For a hotel, booking enquiries and pre-arrival messages usually give back the most hours; for a restaurant, it’s often reservations and no-shows, then supplier invoices. The daily report is a quick win that management teams appreciate, since it removes the morning ritual of consolidating figures by hand.
Things to get right
- Up-to-date information. Menus, rates, cancellation terms and services must be accurate: the automation answers from what you give it.
- Allergies are never guessed. Any allergen information is passed to the kitchen exactly as the guest entered it, without interpretation.
- Goodwill gestures stay human. Complaints, compensation and negative reviews go through a manager.
- Your tools stay in place. We plug into your PMS, reservation system and POS rather than imposing a new platform.
FAQ
Your questions, answered.
What professionals in this industry ask us most often before getting started.
How much does it cost to automate a hotel or restaurant?
How long does it take to set up?
Does it work with my PMS, reservation system and POS?
Will guests get impersonal replies?
What happens to guest data?
Are digital food safety logs accepted by inspectors?
Can you handle occupancy tax and guest registration?
Free assessment · 30 minutes
Your 14.7 estimated hours, checked in 30 minutes.
We review your tasks, your real volumes and your tools, then quantify what you can actually get back. You leave with a clear roadmap, whether or not you work with us.
Reply within one business day · No commitment