This workflow automates the reconciliation of OTA virtual credit card balances by retrieving transaction data from OTA and payment provider portals and comparing it with the corresponding PMS postings. It identifies inconsistencies between the expected virtual card balance and the amount posted in the property system, then prepares a reconciliation summary for finance follow-up. In environments where process rules allow, the automation can also collect remaining balances from the virtual cards. This helps hotels reduce uncollected revenue, improve settlement accuracy for OTA-funded reservations, and remove repetitive balance-checking work from finance and reservations teams.

Benefits / Results

• Prevent uncollected OTA-funded revenue

• Reconcile VCC balances automatically

• Flag posting inconsistencies early

• Support accurate reservation settlement

• Reduce manual balance checking

Technical Details

The workflow retrieves virtual card and transaction data from OTA portals and payment providers, then matches it to PMS reservation postings using booking identifiers and payment references. It compares expected balances, posted amounts, and any remaining available funds on the card. Variances are written to a reconciliation summary for review, and where configured, the automation can trigger the collection of remaining balances according to client rules. Exception handling captures missing cards, unmatched reservations, and failed balance retrievals. The process can run daily or on another scheduled basis aligned with settlement needs.

FAQs

Why is this important for hotels?
OTA virtual cards are easy to miss or under-collect if they are handled manually. This workflow helps make sure revenue tied to OTA-funded reservations is actually settled.

Can it collect remaining balances automatically?
Yes, in some environments the automation can collect any remaining balance from the virtual card based on predefined process rules and system access.

Which teams benefit most?
Finance and reservations teams usually see the most value because they no longer need to compare portal balances and PMS postings manually.

How are inconsistencies reported?
The workflow produces a reconciliation summary that shows mismatched balances, missing postings, and other exceptions requiring review.