Automating Hotel Document Processing with AWS

Hotel.One is a service provider for the hospitality industry, helping hoteliers achieve operational excellence through data-driven decision making, intelligent tools, and streamlined operations. By connecting technology with hotel workflows, they enable their clients to deliver better guest experiences while managing costs and resources more effectively.

For many hoteliers, the back office is filled with stacks of invoices, contracts, and credit notes—paperwork that needs to be checked, typed in, and reconciled before a single room can be sold. At Hotel.One, the automation of these processes represented the opportunity to transform slow and error-prone routines into a streamlined, reliable workflow. By replacing manual effort with intelligent processing, the company saw the potential to accelerate operations and build greater confidence in the data.

The business imperative was clear: streamline data processing to ensure that inventory systems reflect accurate, timely information without burdening staff. In technical terms, this meant finding a way to extract and map information from diverse document types—PDFs, scanned images, structured forms, and handwritten notes—into a single, consistent workflow that could integrate directly with their warehouse inventory system.

Key pain points for hotel administrators include:

• Manual, time-consuming document handling
• High risk of human error in data entry
• Slow updates to inventory systems
• Lack of a scalable, automated workflows

Our approach to the solution was to bring together intelligent document processing and cloud-native scalability, with a strong emphasis on functional outcomes for the end user. As a result, the design centred on reducing manual effort, ensuring reliable data flows into their systems, and creating a flexible architecture able to adapt as business needs evolved. A system was thus built that automatically extracts data from a wide variety of document types, indexes it for fast search and analysis, and maps it seamlessly into the inventory system.

• Amazon Textract – Automatically extracts printed and handwritten text, tables, and form data from scanned and digital documents, removing the need for manual transcription.
• Amazon OpenSearch Service – Indexes, searches, and queries extracted data, enabling fast retrieval and analysis to support real-time operational decisions.
• Automated data mapping – Ensures extracted fields are consistently mapped to the warehouse inventory system for accurate integration.
• Scalable infrastructure – Designed to handle growing volumes of documents and expand as customer needs evolve.
• Secure, cloud-native design – Built on AWS services to ensure compliance and reliability while minimising maintenance overhead.

Together, these components delivered a robust foundation for future automation and analytics across Hotel.One’s operational processes.

As we've detailed above, the solution delivered clear technical improvements that directly enhanced Hotel.One’s document management and system integration capabilities. This includes:

• Automated processing – Dramatically reduced the time required to handle large volumes of documents.
• Improved accuracy and consistency – Ensured reliable data capture and mapping.
• Enhanced visibility – Made inventory-related documentation accessible through searchable indexing.
• Cloud-native architecture – Provided scalability and resilience for increasing workloads.

From Paperwork to Productivity

These technical advances translated into tangible business benefits for both Hotel.One and its customers. By removing a layer of administrative burden, the solution freed up time and attention that staff could redirect toward service quality and customer care. Hoteliers gained greater confidence in their inventory data, knowing it was both timely and accurate, which in turn improved planning and reduced stress across teams. Operational processes became leaner, smoother, and more predictable—laying the groundwork for better guest experiences and long-term efficiency gains.

The main benefits can be summarised as:

• Reduced workload of repetitive data entry
• Lower operational costs through fewer errors and faster processing
• Greater confidence and reliability in decision-making data
• A streamlined back-office process for improved efficiency, service delivery, and overall productivity

Overall, the project demonstrates how automation and intelligent use of AWS services can transform time-consuming processes into reliable and scalable workflows. By solving the technical challenges of document handling, Hotel.One gained a platform that not only improves operations today but also provides a foundation for further innovation tomorrow.

Public Cloud Group (PCG) supports companies in their digital transformation through the use of public cloud solutions.

With a product portfolio designed to accompany organisations of all sizes in their cloud journey and competence that is a synonym for highly qualified staff that clients and partners like to work with, PCG is positioned as a reliable and trustworthy partner for the hyperscalers, relevant and with repeatedly validated competence and credibility.

We have the highest partnership status with the three relevant hyperscalers: Amazon Web Services (AWS), Google, and Microsoft. As experienced providers, we advise our customers independently with cloud implementation, application development, and managed services.