AI Concierge for a Regional Resort Group — 91% Self-Service, 321 Leads in 5 Weeks

The Client

A hospitality group running several companies under one ownership structure, all bookkeeping handled by a single accountant using a mix of accounting software and manual Excel across properties.

The Challenge

The Solution

Phase 1 built the foundation. The system pulls automatically from 8 sources on the client's own OneDrive on a schedule, unifies everything into one master data structure common to every company, runs a rules-based three-way reconciliation — bookings vs. accounting software vs. bank — rather than letting AI guess at matches, and has AI write a daily plain-language summary that leadership reads straight from LINE, no accounting jargon and no waiting on the accountant to translate the numbers. The system flags itself automatically if a source file doesn't update or a run fails.

Why Safety Came Before Speed

This group was handling highly sensitive cross-company financial data, so the client set data-security conditions before agreeing to the project at all: no real data would be seen during development — only self-made simulated data standing in for the real thing — and when it came time for the first real-data test, the client ran the system themselves, on their own machine, sharing only their screen rather than the data itself. Every account the system runs on stayed in the client's name throughout. Out of the group's several companies, the client chose to prove the system on one pilot company first, using simulated data, before expanding to the rest — reducing risk on both sides: the client saw it actually work before committing further, and no real data needed to be touched until the architecture had already proven stable.

Key Technical Decisions

The Results

An Honest Note on What Comes Next

As of this case study, the client has since extended the system to real data across all 5 companies in the group, with daily automated runs checked and showing no issues, and a related sales-tracking module now verified working against real deals. That expansion is still actively in progress, not a closed deliverable — a full real-data test, a training walkthrough, and a final handover of system access back to the client haven't happened yet, so this project isn't being described as fully complete. Phase 1, the foundation described above, is the confirmed, tested result this case study stands behind.

Lessons Learned