Sound Familiar?
These aren't edge cases. They happen every week in hotel finance teams running on email, WhatsApp, and shared folders — and every one of them is a liability.
"Where's the approval trail?"
The external auditor wants documentation for last quarter's refund authorizations. You're searching email threads, WhatsApp messages, and shared drives — and you still can't account for every decision made. The audit season shouldn't feel like a treasure hunt.
Manual re-entry. Every single night.
Your night audit team prints PMS reports, then manually keys the same figures into income audit forms — at 2am, after a full shift. One transposition error cascades into an hour of corrections the next morning. Your PMS already has these numbers. Why are humans copying them by hand?
Approvals stuck. Nobody knows why.
A BACS refund authorization is waiting. The department head is traveling. The guest is chasing. The GM is in meetings. Somewhere in the approval chain, nothing moves — and nobody has visibility into where it's stuck or who needs to act. Meanwhile, the clock keeps ticking.
Controls. Workflow. Visibility.
Every hotel group that relies on email for financial approvals has the same three gaps. CompliVault closes all three — simultaneously.
Approval Workflow
Configurable multi-level routing that adapts to your org structure — not the other way around. Out-of-office delegation, real-time browser and email notifications, rejection notes, and acknowledgement steps. Every approval decision is captured — who, what, when, and why.
Every Financial Document. One Platform.
CompliVault manages every document type your hotel finance team touches — from the daily income audit that starts every morning, to the one-off BACS refund that needs three sign-offs before it can be processed. Each document type has its own configurable form, its own approval chain, and its own audit trail. Every single one.
Every document type has its own form, approval chain, audit trail, and archival record — configurable to your property's specific requirements.
See a Live WalkthroughFrom Submission to Signed Off — Automatically
Every document follows the same structured path. Every step is captured. No approval can happen outside the system. No decision goes unrecorded.
Key Features
Built for the operational reality of hotel finance teams — not generic workflow software retrofitted to hospitality.
Dynamic, Configurable Forms
Every hotel operates differently. Create and manage custom forms with validation rules, required fields, and conditional logic. Consistency built in — not enforced by a checklist.
Multi-Team Collaboration
Night audit fills the initial figures. Finance reviews and adds final numbers. Department heads verify. Each team works on their stage — then it moves forward. No more waiting for the full picture before submitting.
Granular Access Control
Define exactly who can see, create, submit, and approve each document type. Access is controlled at user-group level with property-level overrides. Sensitive financial documents are never visible to unauthorized staff.
Out-of-Office Delegation
Your GM is traveling. Your FC is on leave. Approvals don't stop — CompliVault automatically routes to the designated delegate. No WhatsApp messages. No chased emails. No compliance gaps.
Acknowledgement Steps
Rejection isn't the end of the process — it's the start of a correction. CompliVault requires the requestor to actively confirm receipt of feedback before a task closes. Nothing disappears without a trail.
Multi-Property Access
Single login. Role switching across every property in your group. A Finance Manager can have different permissions at each site. Group-level visibility without needing access to property-level systems.
Central Compliance Vault
Every document, every backup file, every approval comment — stored securely in a central repository. Searchable, filterable, and always accessible. Export to PDF or Excel for any external audit request.
Real-Time Notifications
Browser push notifications and email via Microsoft 365 — the moment a document lands in your queue. No daily email digests. No logging in to check. The right person knows the moment they need to act.
It Depends Which Chair You Sit In
CompliVault solves a different problem for every person in the hotel finance chain. Here's what it looks like from each seat.
