Why this exists
Accounts receivable balances can quickly spiral out of control if they aren't reviewed consistently. Stale or oversized ledger balances tie up revenue, create collection headaches, and obscure the true financial health of a hotel. To stay ahead of these issues, Greens requires a weekly audit of every property's ledger balance, supplemented by a monthly corporate-level review. Catching problems early — while details are still fresh and guests or clients are still reachable — protects revenue and keeps each property's books clean.
Who does what
- Metriqe — Pulls the Ledger Balance report from each property's PMS once per week and distributes it to the appropriate Regional Director of Operations (RDO) and General Manager.
- Regional Director of Operations (RDO) — Reviews each weekly Ledger Balance report, identifies any large or unusual balances, and flags them with the property's General Manager for follow-up.
- General Manager — Investigates flagged balances, takes corrective action (collections, billing corrections, write-off requests, etc.), and reports resolution back to the RDO.
- Corporate Accounting — Completes the monthly Accounts Receivable Audit Log by the 10th of each month and distributes it to the appropriate region leadership teams.
Steps
Weekly ledger balance review
- Once per week, Metriqe pulls the Ledger Balance report from each property's PMS.
- Metriqe distributes the report to the RDO and General Manager for each property.
- The RDO reviews the report and looks for:
- Balances that are unusually large for the property.
- Balances that have been aging without movement.
- New high-dollar items that weren't on the previous week's report.
- Direct bill or city ledger entries that appear out of pattern.
- The RDO flags any concerns directly with the General Manager and sets an expectation for resolution timing.
- The General Manager investigates each flagged item, makes corrections in the PMS, pursues collection where needed, and confirms back to the RDO once the issue is resolved.
Monthly corporate audit
- By the 10th of each month, Corporate Accounting reviews balances and completes the Accounts Receivable Audit Log.
- Corporate Accounting distributes the completed log to the appropriate region, with copies to the VPO and President of Hotels.
- RDOs and General Managers use the monthly audit log to confirm that issues flagged during weekly reviews have been properly resolved and to address any items that surfaced at the corporate level.
Rules and exceptions
- The weekly Ledger Balance report is required for every property — no exceptions, even during low-occupancy periods.
- Any flagged balance that cannot be resolved within the week should be documented with a clear action plan and target resolution date shared with the RDO.
- Write-offs must follow the Greens standard write-off approval process and cannot be processed by the property alone.
- If Metriqe is unable to pull a report from a property's PMS, the General Manager must be notified the same day so the issue can be corrected before the next weekly cycle.