Why manual rate entry causes pricing errors, how to prepare a supplier rate sheet for import, what to check before rates go live, and how to handle duplicates.
1. Why retyping contracts goes wrong
A single hotel contract can hold hundreds of prices: room types × meal plans × occupancies × seasons, sometimes split into weekday and weekend rates. Retyping them takes hours and one wrong cell is enough to sell a room below cost.
2. Prepare the rate sheet
Clean input gives clean results. Before importing, check the file against this list.
3. What gets imported
An AI-assisted import reads the hotel, its room types and meal plans, the contract dates and currency, the seasons, and every price by room, meal plan and occupancy. Weekday and weekend rates, minimum nights, taxes, service charges, supplements and child policies are captured when the sheet includes them.
Values should be copied exactly as printed. Anything unclear, such as "on request" prices, a date that could be day/month or month/day, or two different prices for the same rate, should be flagged for a person to decide, never guessed.
4. Review before rates go live
Nothing should reach your live rates until someone has checked the preview.
5. After the import
Open the hotel's rate matrix, spot-check a few prices against the contract, and preview a selling price with your markup or target margin. From then on, quotations price each night from these rates automatically.
Frequently Asked Questions
Can I import a PDF hotel contract?
Yes, if it is a text PDF (you can select the text). Scanned contracts are images, so ask the supplier for the Excel file or a text PDF.
What happens if the hotel already exists?
A good import matches existing hotels and lets you choose: skip it, add the new rates to the existing hotel, or create a separate hotel.