---
title: "Hotel PMS data pipeline · Case study · Vivified Tech"
description: "How an automated pipeline replaced a daily PMS export-and-reformat job for a hotel revenue-management firm. Anonymous case study."
url: "https://vivifiedtech.com/case-studies/hotel-data-pipeline/"
---

Product screen: dashboard listing each property’s daily run status

The dashboard: every property's daily run at a glance. Names and figures replaced with placeholders.

The daily flow

## Every day, each property's file goes from its PMS to the revenue tool.

Pull → Convert → Deliver

1.  Step 1

    ### Pull

    Signs in to each property's PMS and downloads the forward-looking stay data.

2.  Step 2

    ### Convert

    Turns it into the exact file the revenue tool imports, and checks it before anything is sent.

3.  Step 3

    ### Deliver

    Emails each property's file to the revenue tool, with a copy to anyone on CC.

Pulled: Forward stay data pulled. Converted: Import file built. Checked: 3 checks passed. Delivered: Emailed to the revenue tool

Each property runs on its own schedule: the data is pulled first, then sent at its delivery time.

## Context

A hotel revenue-management firm uses an AI-powered revenue tool to set and recommend rates across the properties it manages. Each property's data lives in that hotel's property management system.

## The boring work

Every day, someone pulled forward-looking stay data out of each hotel's property management system, converted it into the exact file format the revenue tool imports, and sent it on. Repeated across many properties, every day, and easy to get wrong.

## What we built

An automated pipeline that does the whole chain on a schedule.

Before / after

## Five manual steps became one glance.

PDone by a person

Done by software

Before

01

A person logs in to each hotel's property management system.

P

02

They export the forward stay data.

P

03

They reformat it into the revenue tool's import format.

P

04

They send or upload the file.

P

05

They repeat for every property, every day.

P

After

01

The pipeline pulls each hotel's forward stay data from its property management system.

02

It converts the data into the import file the revenue tool needs.

03

It emails each property its file daily.

04

A person only looks if something is flagged.

P

Checked before it's sent

## Every file is checked before the revenue tool sees it.

-   Every stay date is there, in order, with no gaps
-   Total rows are removed
-   Rooms sold never exceed rooms available

If a check fails, nothing is sent and the team is told why.

Product screen: a single property’s run, showing pull, convert and deliver steps

A single run: pull, convert, deliver, with the data checks. Placeholders throughout.

When something goes wrong

## It retries first, then tells you what to fix.

1.  ! The PMS can't be reached, or it rejects the sign-in.
2.  ↻ It tries again, and again a little later.
3.  @ Still failing? Owners and Admins get an email, and the dashboard shows the cause in plain words.

## What changed

-   The daily job no longer depends on someone remembering or having time.
-   Files arrive consistently in the right format.
-   Staff time goes to analysis instead of reformatting.
-   Fewer manual errors, by design.

## Have a task like this?

[Get a free assessment](https://vivifiedtech.com/contact/)

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