What is the Back Office Hotel Contracting Module and How Does It Work?

Back Office Hotel Contracting Module is a specialized customizable software that empowers travel companies to manage and automate the process of contracting of accommodation with hotels and other accommodation providers. It automates and optimizes the contracting process, improve efficiency and minimizes errors.

The Back Office Hotel Contracting Module facilitates consolidate all hotels information in a centralized repository which includes information about hotel, various categories of rooms, tariff of the rooms for the period, occupancy status, rates for off-season and peak seasons, amenities offered, cost of extra beds, cancellation policies, rates for special events, child and pet policy etc. integrated in real time. Hotel Back Office Software facilitates negotiation, management, and monitoring of hotel contracts including all terms conditions, and allocations. It ensures that all information is accurate and easily accessible.

The back office hotel contracting module comprises of workflows which facilitates automated smooth and efficient management of hotel contracts. These include the following.

Centralized repository for Contract Management on the cloud

Back Office Hotel Contracting Module facilitates centralized hotel contracts in a digital repository that can be easily accessed and managed any time. All updates if any are recorded to ensure audit trail with real time integration

Contract Negotiation and creation

As the information on hotels and contracts are centralized in customized templates in back Office Hotel Contracting Module, it’s easy to review the contracted rates and provides information for rates negotiation for rooms meals and other services along with their terms and conditions of the contract which includes any special offers, cancellation and payment terms etc.

Reporting and Analytics

Back Office Hotel Contracting Module facilitates generate reports on contract performance any time which can be customized to include booking volumes with room categories, revenue generated, It facilitates compare contracted rates with market rates and stay above the competition

Integration

Back Office Hotel Contracting Module integrates with hotel’s property management system to ensure seamless data exchange and accurate availability in real time. It connects with customer relationship management (CRM) systems to manage customer interactions and preferences related to contracted hotels and synchronizes with financial systems to ensure accurate accounting, payment processing and reporting.

Key Features of Back Office Hotel Contracting Module

The complexity of contracts varies from rates provided for a specific customer / specific country / specific Group /specific Date range and adhering to all statutory requirements.

Some of the unique features of Back Office Hotel Contracting Module include General contract, Special condition contract, Multiple Child Policy, Commission Structure, Supplement Management, Digitized Cancellation Policy, Check-in Checkout restriction, MLOS Management, Split Contract, Bulk operations, Free night and early bird discounts

General Contract

All the generic rates offered by the hoteliers, transporters and other services including guide and representative form a part of General contracts. The travel company can customize the contract template to meet the expectations of the client / specific client. By incorporating the desired information, the general contracts provide a seamless integration with other modules,

Special Condition Contract

The hotel contracting system facilitates manage the complexity of rates which varies from rates provided for a specific customer / specific country / specific Group /specific Date range as per the tailor-made template and also adhering to all statutory requirements

Multiple Child Policy

To facilitate and incorporate the accompanying child cost the child policy may be sub categorized as infant, child and adolescence based on the age differently by each hotel in the Back Office Hotel Contracting Module.

Commission Structure

The commission rates and its applicability for different services and clientele is seamlessly incorporated in Hotel Contracting System ensuring accuracy in the financial transactions

Supplement Management

Hotel Contract Management Portal Development software solutions facilitates management of contracts and optional add on supplement services. This may include meal plan, room upgrade cost etc. with seamless integration with other modules.

Digitized Cancellation Policy

Digitized cancellation policy in Hotel Back Office Software manage the cancellations and eliminate disputes. Defining penalty charges, refund process and refund calculation form the integral part of cancellation policy

Split Contract

The Contract can be divided into multiple parts or services. Through its use, longer booking contracts can be broken down into smaller, more manageable contracts for easier management.

Bulk operations

Bulk operation is one of the important feature of Contract Management system. It not only is time effective but ensures accuracy in maintaining the contracts. The travel companies can do the following activities in volumes with a single or few clicks – copy existing contracts - Bulk Copy Contract and update them - Bulk Update Contract or make them not accessible - Bulk Deactivate Contract or extend the validity of these contracts- Bulk Extend Contract

Free night and early bird discounts

The contract Management system facilitates management of free night option and early bird discounts seamlessly based on some criteria of conditions.

Conclusion

The Hotel Contracting System is a boon for both hoteliers and travel agencies. It benefits the accommodation providers immensely. It’s easy manageability of the complexities of the contracts, various policies and in built tools ensures instant turnaround time with accuracy of information. Signature by Sriggle – Best Back Office Hotel Contracting Module, is a feature-rich online solution that is complaint, accurate and ensures you stay ahead of competition.

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