Vectoryon for Hospitality

AI in hospitality

Vectoryon brings Swiss SMEs into the age of AI. Like other AI providers, Vectoryon answers emails and creates appointments, and it does much more. Together we go to the heart of the company and rebuild its value-creating processes with and around AI. This makes real gains in efficiency and quality of up to 60 percent possible. In hospitality, this means sorting guest enquiries, filling in seminar quotes and pre-capturing supplier invoices. Reception approves commitments and prices.

Guest assistant

Artificial intelligence in hospitality here means an assistant that prepares the writing work of a hotel: guest mail, seminar quotes, supplier invoices and replies to reviews. A Vectoryon AI assistant reads the mailbox via Microsoft 365, looks up the hotel’s details and writes a draft. Reception gives the commitment. According to the 2026 hotel distribution study by HES-SO and HotellerieSuisse, 58.5 percent of overnight stays in Switzerland are booked directly, by phone, email or website. Each of these enquiries lands in the mailbox and waits for a person. The guest data is stored in Zurich. Which language models run is enabled per company; if you want only models in Switzerland, you get only those.

52 %
of overnight stays in Switzerland in 2025 came from guests from abroad
Federal Statistical Office
60 %
of seminar enquiries end in a booking when the hotel replies within 30 minutes
VenueSuite MICE Benchmark 2025
44 %
is the rate when the reply only comes after 24 hours
VenueSuite MICE Benchmark 2025

Guest assistant

Reads the hotel’s mailbox, sorts by room enquiry, seminar, supplier and review, and prepares the matching draft for each type

Reply draft in the language of the enquiry, quote from the hotel template, invoice list for approval

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Guest assistantWorkflow

1
Review the mailbox via Outlook and assign each message to a type
2
Extract dates, number of guests, language and requests from the enquiry
3
Use the hotel dossier, price list and room table as the basis
4
Write the draft: reply, quote or invoice line, flag open points
5
Approval by reception or management, then sending or filing

Which tasks the assistant takes on in hospitality

Sorting: In the mailbox of a 30-room hotel, room enquiries, seminar enquiries, supplier invoices, review notifications and association mail sit side by side. The Vectoryon assistant assigns each message to a type and creates it as a task. This can run automatically every morning at seven, as an AI agent with a time trigger, before the early shift starts.

Guest reply: According to the Federal Statistical Office, 52 percent of overnight stays in Switzerland in 2025 came from guests from abroad; the largest markets are Germany, the USA and France. An enquiry therefore arrives in German, English or French. The assistant extracts dates, number of guests and requests, checks the details in the hotel dossier and writes the draft in the language of the enquiry. Breakfast times, parking, dogs, connecting rooms, arrival by train: these details are in the dossier, it does not invent them. What is missing, it flags.

Seminar quote: The hotel stores its room list, package rates and catering prices in a table and a quote template in the Craft module. The template is filled with the details from the enquiry: date, number of participants, seating, room allocation. It separates accommodation with breakfast at the special rate of 3.8 percent from the seminar room and meals at the standard rate of 8.1 percent, as required by VAT sector info 08 of the Swiss Federal Tax Administration (ESTV). Management checks the figures and approves.

Supplier invoice: From the PDF or the photo of the receipt, supplier, amount, date and department go into the invoice list, together with a proposal for approval. The list goes as an export to the fiduciary or into the accounting software. Vectoryon does not do the booking itself. How the fiduciary works with the same receipts on their side is shown in Vectoryon for fiduciaries.

Review reply: Google, Booking and TripAdvisor send a notification to the mailbox. For each review, the assistant looks up the stay in the records and writes a draft in the hotel’s tone. The host reads, adjusts and publishes.

What PMS and channel managers do not solve: five cases for AI in hospitality

PMS and channel managers handle rooms, rates and bookings; Bexio or Abacus record the receipts. What remains are documents you have to read, compare and answer. Five of them:

First, the group or seminar contract. An organiser sends their own draft contract. Vectoryon places it next to your terms and cancellation conditions and lists every deviation: cancellation deadlines, payment terms, liability, minimum purchase of rooms and catering. It also writes a counterproposal as a draft. Management decides what the hotel accepts.

Second, the duty roster. Under Article 15 of the L-GAV, average working time is at most 42 hours per week, 43.5 in seasonal businesses and 45 hours in small businesses. Article 16 grants two rest days per week, at least one of them a full day. Article 21 requires the written work schedule two weeks in advance, one week in seasonal businesses, and a record of working time that the employee signs at least once a month. From the duty roster and time records, the assistant lists possible violations with name and date. Management checks the list and adjusts the roster.

Third, the supplier contract. With the laundry, the beverage supplier or the cleaning company, a framework contract applies with prices, discounts and minimum quantities. The terms go from the contract into a table, and every new invoice is checked against it. The list shows deviating unit prices, missing discounts and items the contract does not know. Management clarifies each deviation with the supplier.

Fourth, the registration forms. Under Article 18 of the VZAE, anyone who accommodates foreign guests for payment fills in a registration form from the identity document, has it signed and sends it to the cantonal authority. The cantons set their own duties for guest control and retention. The assistant checks a month’s registration forms for missing details and signatures and lists the gaps. The front office manager completes them and submits the report as before.

Fifth, the complaint with a claim. A guest demands a refund or announces a chargeback via the credit card. Booking confirmation, terms, email thread and the hotel’s notes are compiled, the facts sorted by date. From this, the assistant writes a draft of the reply to the guest or of the statement to the card provider. Management decides on goodwill.

Guest mail and quotes in peak season

A family-run hotel has no sales department. Two weeks before Easter or before the season starts in December, room enquiries, seminar quotes, supplier invoices and reviews arrive at the same time. Add staff who have just started: according to a 2023 HotellerieSuisse survey, 44 percent of businesses report recruitment problems, and according to Blick in October 2025, mountain resorts expect five to ten percent of staff to be missing at the start of the winter season.

For seminar enquiries, speed counts. The VenueSuite MICE Benchmark 2025 analysed over 50,000 bookings in Western Europe: if a hotel replies within 30 minutes, a booking follows in 60 percent of cases. After 24 hours, it is 44 percent. For a hotel with three seminar rooms, this decides midweek occupancy.

This is where Vectoryon comes in. The enquiry arrives via Outlook, the assistant recognises it as a seminar enquiry and fills the hotel’s quote template from the room and price table. What is missing from the enquiry, such as the seating or the date of the second option, appears as an open question in the draft. Management receives a finished quote to check instead of an empty template. They check, correct and send. Approval stays with them, because a quote is binding. If every seminar enquiry should be handled the same way, the hotel sets up the process as an automation: recognise the enquiry, draft the quote, wait for management at the gate.

Room enquiries follow the same pattern. The draft is written in the language of the enquiry, with the hotel details from the dossier. Availability comes from the hotel’s booking system, not from Vectoryon. Reception checks it and adds the price. The reply stays correct even when it is sent by someone who has only been at the hotel for a week.

A second point helps new staff: the assistant answers questions about the hotel, the house rules, breakfast times or rest days under the L-GAV from the stored documents, in the chat or in Teams.

Integrations

OutlookGuest enquiries, supplier mail and review notifications via the Graph interface
TemplatesSeminar quotes, guest replies and contracts from the hotel’s templates
TablesRoom list, prices, suppliers and invoices for approval

Where the data comes from

The assistant uses three sources. Mailbox: Outlook is connected via the Microsoft 365 Graph interface, access runs via OAuth and can be revoked at any time in the admin area. The calendar provides events and, if the hotel maintains it there, an occupancy overview.

File storage in SharePoint or OneDrive: this holds the price list, house rules, menus, seminar documents, association fact sheets on the L-GAV and the templates for quotes, contracts and review replies. It searches these documents in plain language and points to the source in every answer.

Tables in the Vectoryon Workspace: room list with seating and price, supplier list with department, invoice list for approval, staff list with start date and wage group. The business creates them, the assistant reads and adds to them.

The guest data is stored in Zurich. Which language models run is enabled per company; if you want only models in Switzerland, you get only those. What the revised Swiss FADP means for guest data is explained in the article AI and data protection in Switzerland. The privacy policy lists the service providers involved. Every action of the assistant is logged: which email it read, which document it used and which draft it created can be traced. For hotels whose information is spread across several folders and people: gather it first, then connect it. The better maintained the hotel dossier, the more useful the draft.

Setup, support and costs

A hotel pays CHF 49 per account per month. This includes the assistant, Outlook and SharePoint via Microsoft 365, Craft for quote and reply templates, tables and automations. For several accounts, the pricing page calculates the amount.

We do the setup: your hotel’s account and data are ready in under an hour. We do this remotely or come to the hotel, as you prefer. Setup is included in the price of CHF 49 per person and month.

After that, the effort depends on what the hotel already has in writing. A hotel needs three things: a hotel dossier with the answers to frequent guest questions, a room and price table for quotes, and one template each for quote, guest reply and review reply.

A sensible start is one account for reception and one for management. The mailbox connection runs via the hotel’s existing Microsoft 365 licence; no additional contract with Microsoft is needed. More accounts are added when the kitchen or housekeeping should use the assistant for questions about the hotel.

You are supported through support and partnership. If reception has a question about Vectoryon, the help agent answers first. If that is not enough, a support person responds in the same chat, or via Teams on request. Partnership means: after setup, we keep accompanying your hotel, as Vectoryon evolves, with enquiries and with other questions, as equals and at any time. Support around the clock is available on request.

Where the limits are

Vectoryon writes drafts and reads documents. Booking, accounting, shift planning and publishing stay with the hotel’s systems and people:

Booking: Vectoryon is not a PMS, not a channel manager and not a booking engine. Availability, room rate and allocation come from the hotel’s booking system. The assistant only sees occupancy if the hotel maintains it in the calendar or in a table.

Sending: Without approval, no booking is confirmed and no quote is sent. Every outgoing message goes through a person. At night, a draft is created, not a reply.

General ledger: Supplier invoices are pre-captured and exported as a list; the booking stays with Abacus, Bexio or the fiduciary. With poor scans or handwriting, there is no guarantee of recognition.

Shift planning under the L-GAV: Vectoryon reminds you of the deadline for the work schedule and answers questions from the association documents. Overtime balances, rest days and the monthly signature continue to run via the association table or the industry software.

Reviews and reports: The draft of a review reply is created in the Workspace; the host posts it on Google, Booking or TripAdvisor. The hotel submits tourist tax, registration forms and VAT returns as before via the PMS, feratel or the ESTV portal.

Phone and front desk: Calls, walk-ins and the conversation at the breakfast table remain the hotel’s business. Vectoryon works on text.

CHF 49 per person per month

Set up together with a person, not on your own

Become a customer See pricing

Frequently asked questions

Who offers Microsoft 365 Copilot for hotels with setup and support?

Vectoryon sets up an alternative to Microsoft 365 Copilot for hotels in under an hour and supports them through support and partnership. The guest data is stored in Zurich. Which language models run is enabled per company; if you want only models in Switzerland, you get only those. We do not offer Copilot licences. The price is CHF 49 per person and month, setup included.

Can the assistant confirm a booking?

No. It prepares the reply draft. Reception checks availability in the booking system and gives the commitment.

Does it reply in French and English?

Yes. The draft is written in the language of the enquiry. The hotel details come from the stored dossier, not from the model.

Does Vectoryon replace our PMS or channel manager?

No. Room management, rates and allocations stay in the existing system. Vectoryon works alongside it, in the mailbox and in the documents.

Can it book the supplier invoices?

No. It reads the receipt, pre-fills the invoice list and proposes approval. The fiduciary or the accounting software does the booking.

Does it help with working time control under the L-GAV?

Partly. It reminds you of the deadline for the work schedule and answers questions about rest days and minimum wages from the association documents. Balances and signatures run via the association table or the industry software.

Where is the guest data stored?

In Zurich. Which language models process it is enabled per company; if you want only models in Switzerland, you get only those. The revised Swiss FADP applies, and the hotel can revoke Outlook access via OAuth at any time.

Can Vectoryon check the duty roster against the L-GAV?

Compare, yes. The assistant places the duty roster and time records next to the rules on working time, rest days and work schedule from Articles 15, 16 and 21 of the L-GAV and lists possible violations for review. The decision and the responsibility stay with the business. Vectoryon is not a time recording system.

Sources

The figures on this page come from these sources.

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DRAU

Data hosted in Switzerland, processed under the Swiss FADP.