HOW IT WORKS
From the choice of sources to the monitoring of deviations.
The illustrated workflow has ten steps, from choosing sources to tracking documentation. For each pilot, the available scope depends on the exports, payment model and documented rules.
The same fictitious files follow each step. An insufficiently documented control remains blocked; a prepared request is never considered sent or accepted.
10 steps · scroll to choose a step →
STEP 1 OF 10
Choose the property, the OTA and the PMS
Select the property, the period, the OTA and the hotel source: PMS, structured export or register.
STEP 2 OF 10
Gather OTA reports, hotel records and required rules
Gather OTA reports, hotel data and, where required by the control, commercial conditions or associated supporting documents.
STEP 3 OF 10
Import files
Submit the OTA statements and PMS or spreadsheet exports planned for the same period. The presence of the files does not yet establish their compatibility or the reliability of the amounts.
STEP 4 OF 10
Confirm column matches
Check the reservation references, dates, currencies and the exact meaning of the amounts. A “net” column is not automatically a commission base; Ambiguous financial fields block relevant conclusions.
STEP 5 OF 10
Check preparation
This screen shows three checks ready to run: commission, no-show and credit note. The shortened stay is the fourth case in the fictional dataset, shown in the examples. A check without evidence or a verified rule stays blocked and produces no financial conclusion.
STEP 6 OF 10
Run checks
Run authorized checks. Reconciliations produce matches, explained differences, or exceptions for review, with their coverage limits.
STEP 7 OF 10
Understanding the results
Each result gives access to the compared values, their references and the applicable calculation. Insufficiently documented files remain to be verified.
Three references are visible in this illustration. The fourth exhibit in the file, COM-CLOSE-01, is cited in the text of the file.
STEP 8 OF 10
Prepare a dispute
When a difference is established and the procedure allows it, StayRecon prepares the request materials: calculation, documents and text to copy. The hotel remains responsible for sending it.
Visual extract of the request, not the exhaustive letter.
We request verification of the commission for reservation 4763928317. According to the attached contractual conditions, the expected commission is €40.80 on a basis of €272.00 at a rate of 15%. The statement shows €64.80, a difference of €24.00. Attached you will find the reservation reference, the calculation elements and the applicable rule. Please check this line and indicate the correction to be made.
- Reservation Booking.com 4763928317, stay from July 12 to 14, 2026.
- Hotel source, COM-PMS-01, line 18: documented eligible base of €272.00.
- Rule, COM-RULE-01, paragraph 3: 15%, applicable rule and period, basis and rounding established.
- OTA statement, COM-OTA-01, line 27: commission charged €64.80.
- Subsequent position, COM-CLOSE-01: no correction has already been applied to this difference.
Expected €40.80, observed €64.80: documented difference €24.00. The prepared file is not transmitted; no adjustment or payment is recorded.
STEP 9 OF 10
Track responses and recheck
The case retains its preparation date and explicitly separates request sent, response received, correction applied and payment observed. In the illustrated scenario, the request has not yet been sent.
STEP 10 OF 10
History and accounting support
The final step illustrates another file, CRD-004: a credit note of €45.00 applicable to an additional commission invoice of €100.00 should reduce the hotel's due to €55.00. The final statement still shows €100.00; the request is prepared, not transmitted, and no correction or recovery is noted. This separate example does not modify commission file COM-001.
