Even the most luxurious hotel stays can lead to frustration when it comes time to submit your hotel bill expense. It’s not necessarily the overall charges that can be frustrating (unless your $200 room still charges for basic Wi-Fi), but the act of manually going through the entire folio to create separate line items for each and every charge. And when charges can include everything from room fees to parking, hotel restaurant meals to emergency gift shop purchases, you may end up with a number of different items to list.

Many traditional expense management systems don’t have the capabilities to streamline the hotel folio itemization process. But Chrome River does, with Chrome River FOLIO. We’re delighted to announce that it is now launching in English, French and German, with more languages to come.

What Chrome River FOLIO Does

As part of Chrome River EXPENSE, Chrome River FOLIO is a significant time-saving tool that automatically itemizes entries from your hotel receipts. All you need to do is forward your emailed hotel bills to Chrome River upon checkout and let the system do its thing. Chrome River FOLIO:

  • Scans the folio and extracts transaction and vendor information
  • Automatically imports the information to your expenses
  • Structures and categorizes the data to create individual line items, such as lodging, Wi-Fi, room service, parking, tax, and other charges

Chrome River FOLIOOnce the hotel expense line items are established, you can individually allocate each item according to your company’s general ledger rules.

Chrome River FOLIO is smart, too. It’s equipped to read plain text emails, HTML emails, and PDF receipts. Its library of templates covers approximately 50,000 hotels worldwide, and if any hotel folio cannot automatically be mapped, the template will be added to the library.

Biggest FOLIO Benefits

Both business travelers and AP departments benefit from FOLIO’s streamlined functionalities. Some of the biggest benefits include:

  • Saving time: Business travelers no longer have to manually break down their master hotel receipt to enter each line item charge individually. Instead of gathering up, reviewing and then entering data from hotel receipts at the end of the month, users can seamlessly submit hotel folios as they receive them. Keeping an ongoing log is faster and less of a hassle than keeping a folder full of receipts that require month-end organization and review.
  • Increasing accuracy: Since the tool’s automatic data structuring and creation of line items takes the human element out of the mix, it pretty much eliminates the chances for human error. Users no longer have to pore over receipts, double-checking they haven’t misread, misclassified or otherwise messed up an entry on their expense report. Fewer inaccurate expense reports being submitted also results in fewer delayed reimbursements.
  • Providing convenience: Business travelers are always on the go, and Chrome River makes it easy to build, edit and submit expense reports from anywhere. The platform works on any mobile device as easily as it works on laptops and desktops. Since Chrome River is a web app, users are treated to the exact same interface and functionalities on any device they use.

Used in conjunction with our industry-leading time-saving services such as Snap & Send, Forward & Forget, and our direct integration into Uber, business travelers can create expense items for their entire trip from a mobile phone without ever even needing to log on to Chrome River. 

Chrome River FOLIO is just one of the amazing features you’ll find in our expense management software, which was designed with traveler, administrator and overall company happiness in mind. 

Comments

Ryan

2/23/2017, 6:57:28 am

However, the one downfall is the fact that it multiplies the room taxes from the folio (resort fee, state tax, occupancy tax, etc.).  Some hotels also break a room service meal into three separate transactions (Food, tax, service fee, etc.).  In other words, a one night stay could turn into 5 expense line items.  From a reporting and system management perspective, this can be frustrating and difficult to obtain one flat amount for hotel expenses.  If Chrome River can find a way to consolidate these similar items into one line item, you’d be supreme.

Reply

Tim Wheatcroft

3/1/2017, 1:14:17 pm

Hi Ryan, FOLIO is brand new, and your organization does not currently use the service. I suspect that the information you see comes from the “level three” credit card data that comes from the hotel and your card provider.

Tim (Chrome River)

Reply

Shawn Enz

3/2/2017, 11:25:13 am

My company currently does not utilize FOLIO because it’s only offered on the Chrome River Mercury software.  We are currently on Platinum, but will be upgrading with in the next 16 months.

Reply

Chad M. Gentry

3/2/2017, 1:52:18 pm

Anytime that we can reduce the amount of information that our users have to input by streamlining it they are happy!

Reply

Carolina Beck

3/2/2017, 7:13:23 pm

this may be useful for us, but most of our users don’t charge food or other expenses other than lodging in their hotel bill. I could see an issue for our Athletes’ hotel receipts which could be for 20-30 rooms, that would be a lot of separate transactions where we only require them to enter one lodging line for the entire stay.

Reply

Farzad Ghorbani

3/3/2017, 6:35:28 am

This is neat, i will bring it up to my AP contacts to get their thoughts.  Thanks for sharing.

Reply

Lynnora Ruth

3/4/2017, 12:58:23 am

My company has also tested the level 3 folio and found some limitations, but we are anxious to test the new Chrome River folio.  We have heard positive feedback and are excited to give it a shot.  The multiple languages is a plus, and it will be interesting to see how the system handles the various currencies.

Reply

Steve D

10/2/2017, 5:16:19 am

This sounds interesting and something employees would love to use to make hotel expensing easier

Reply
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Chrome River FOLIO

Chrome River FOLIO

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