Our Process
The Properties
Riverwalk Plaza Hotel
A 150+ room property on San Antonio's famous River Walk, managing complex group and transient business with heavy event-driven demand.
Austin Condo Hotel
A boutique condo-hotel property requiring detailed room-type inventory management and forward-looking occupancy forecasting.
1The AI Readiness Audit
Before writing a single line of code, we spent two weeks embedded with both hotel teams. We shadowed revenue managers, mapped every workflow, interviewed stakeholders, and audited existing data sources. The goal: understand where AI could create the most business value—not just the most impressive technology.
What the Audit Revealed:
- 40+ hours weekly spent on manual data work. Revenue managers were logging into their PMS (Maestro), running reports, downloading PDFs, and manually entering data into spreadsheets—every single day.
- Decisions were reactive, not proactive. By the time reports were compiled, the data was 24-48 hours stale. Rate adjustments were always a day behind the market.
- Event-driven demand was invisible. San Antonio hosts 125+ major conventions and events annually. The teams had no systematic way to anticipate demand spikes.
- No foundation for future AI. Predictive pricing, demand forecasting, and dynamic rate optimization all require clean, automated data pipelines—which didn't exist.
2The Strategic Roadmap
The audit wasn't just about finding problems—it was about prioritizing solutions by business impact. We delivered a phased roadmap that gave quick wins while building toward a comprehensive revenue intelligence platform:
Phase 1: Eliminate Manual Work
Automate daily data extraction from Maestro PMS. Target: zero manual report generation within 4 weeks.
Phase 2: Unified Dashboard
Build a single source of truth showing occupancy, ADR, and revenue across both properties with same-day data.
Phase 3: Event Intelligence
Integrate San Antonio event data to surface demand drivers and enable proactive rate positioning.
Phase 4: Predictive Foundation
Structure data pipelines to enable future AI capabilities: demand forecasting, dynamic pricing, cancellation prediction.
3What We Built
Automated Data Pipeline
A suite of intelligent scrapers that extract data directly from Maestro PMS every night—no human intervention required:
- • Rate Hurdles: 430+ rate hurdles extracted covering 12 months forward
- • Revenue Summaries: Daily, weekly, and monthly performance reports auto-generated
- • Room Inventory: 13 months of room-type availability (handles year transitions automatically)
- • Event Calendar: 125+ San Antonio events with expected attendance and proximity
Revenue Intelligence Dashboard
A custom-built dashboard designed for how revenue managers actually work:
- • Property toggle: Switch between Riverwalk Plaza and Austin Condo Hotel instantly
- • Time views: Daily, weekly, and monthly perspectives with one click
- • Event overlay: See which conventions are driving (or suppressing) demand
- • Projection tracking: Watch how forecasts change over time to spot trends
- • Real-time sync: WebSocket connections keep data fresh without manual refreshes
4Training & Change Management
Technology doesn't create value until people use it. We invested heavily in making sure both teams could own their new systems:
- Workflow redesign: We didn't just add a dashboard—we rebuilt the daily revenue workflow to start with insights instead of data entry.
- Hands-on training: Multiple sessions walking through every feature, with real scenarios from each property.
- Documentation: Step-by-step guides that teams can use to train new hires without calling us.
- Event management training: How to add property-specific events, track local demand drivers, and customize the system.
5Results & Impact
Within 8 weeks, both properties moved from manual spreadsheets to AI-powered revenue intelligence:
More importantly, revenue managers now spend their time on strategy—analyzing competitive positioning, adjusting rates for upcoming events, and optimizing channel mix—instead of copying numbers from PDFs into spreadsheets.
"It saves me and my team from a lot of manual work and makes it so much easier to make pricing decisions. Now we're actually managing revenue instead of just reporting on it."
— Gonzalo Sanchez, Revenue Manager
What's Next
The data infrastructure we built isn't just solving today's problems—it's enabling tomorrow's capabilities:
- • Demand forecasting: Predictive models trained on historical data + event calendar
- • Dynamic pricing recommendations: AI-suggested rate adjustments based on market conditions
- • Cancellation prediction: Early warning system for bookings likely to cancel
- • Portfolio expansion: Onboarding additional properties using the same template
Ready to Transform Your Revenue Operations?
Start with an AI Readiness Audit to identify your highest-impact opportunities.