The challenge
- Income and expenses spread across bank accounts, slips buried in chat, all pieced together by hand at month end
- No central record for petty cash used by housekeepers and villa staff
- No visibility of in-room supplies (soap, towels, drinking water), so items were often reordered or ran out
- Bookings and laundry tracked separately, so on-site staff had to ask each other in chat
What we built
Cash book by account
Record entries with slips attached, split by bank account, with balances visible instantly
Petty cash
Advances and returns for on-site staff, with receipt photos and a full audit trail
Supplies inventory
Receive stock, issue it per villa, and see balances and low-stock items
Laundry
Track linen sent out and returned, tied to each villa's check-out
Booking calendar
Availability for every villa on one page, so staff see the same check-ins and check-outs
LINE guest bot
Answers common guest questions on LINE, cutting repetitive chat replies
The new workflow
- 1
Guests book and ask questions on LINE; the bot handles FAQs and bookings land on the shared calendar
- 2
After check-out, on-site staff issue supplies and send laundry from their phones
- 3
Payment slips and expenses are recorded in the matching account's book
- 4
The owner can view income, expenses and remaining stock at any time
What changed
- No more chasing slips in chat at month end, since every entry has proof attached from the start
- On-site staff, the owner and the bookkeeper all see the same data
- Started with money, then added inventory and bookings without rebuilding the system
