Virtual assistant services for hospitality, restaurants & travel

AssistBPO's virtual assistant services for hospitality, restaurant and travel businesses put one named assistant on the office work that a GM does at midnight. Vendor invoices matched to delivery slips, menu changes pushed to the website, OpenTable, Google and the delivery apps, gift cards fulfilled and reconciled, staff schedules entered into the scheduling app, group contracts chased, and supplier confirmations checked for next week's departures.

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This page Hospitality, restaurants & travel Virtual assistant services

How does a virtual assistant work for hospitality?

The assistant is an employee of the group, works your local hours, and comes with a trained backup and a team lead who runs a 20-minute weekly review. A typical day starts with yesterday's deliveries: invoices matched to what arrived, shortages noted for the chef, credits requested. Then the listings: the new brunch menu updated everywhere it appears, photos swapped, hours corrected for the holiday. Between those, the assistant confirms a hotel block for a tour group, orders the printed menus, and answers the linen supplier about a missed pickup. Everything lands in an end-of-day report: handled, waiting on you, tomorrow's plan. You keep the floor, the kitchen and the guests. We take the office.

What tasks does a virtual assistant cover for hospitality, restaurant and travel businesses?

  • Match vendor invoices to delivery slips and request credits for shortages
  • Push menu, price and hours changes to the website, OpenTable, Google and delivery apps
  • Fulfill and reconcile gift card orders from the website and the front desk
  • Enter approved staff schedules into your scheduling app and post shift changes
  • Chase signed group contracts and confirm deposits through your payment link
  • Check supplier confirmations for tours, transfers and hotel blocks against the booking
  • Order printed menus, signage and front-of-house supplies from approved vendors
  • Keep licenses, health inspection dates and insurance renewals on a tracked calendar

The KPI that matters here

Vendor invoices matched within one business day and menu or hours changes live everywhere within the same day. Both are on the weekly review agenda.

What rules does a virtual assistant follow for hospitality?

  1. Guest texts and emails under TCPA and CAN-SPAM. Reservation confirmations, reminders and in-stay messages are transactional and go to the number or email the guest gave when booking. Marketing texts and emails, such as a holiday menu or a returning-guest offer, go only to guests who opted in, inside 8am to 9pm local time for texts, with an unsubscribe on every email, under the TCPA enforced by the FCC and CAN-SPAM enforced by the FTC.
  2. Deposits and card holds under PCI DSS. Large-party deposits, room holds and event deposits are collected only through the payment link or card capture in your reservation platform, PMS or POS. The assistant never takes a card number by phone, writes one down or stores one in a note, in line with PCI DSS.
  3. Service animals and allergen questions. Under the ADA, enforced by the US Department of Justice, a service animal is admitted and the desk asks only the two permitted questions. Allergen and dietary questions are passed to the kitchen in the guest's exact words and never answered from memory, because state health codes based on the FDA Food Code hold the operator responsible.
  4. Review replies under the FTC rule. No review is bought, incentivized or written by us, following the FTC's Consumer Reviews and Testimonials Rule. Replies never confirm that a named person stayed or dined, never quote a reservation detail, and move disputes to a private channel.

Hospitality software we work in

Also in use

  • OpenTable
  • Resy
  • Toast
  • Cloudbeds
  • Booking.com
  • Expedia

See all 80 tools we work in

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Frequently asked questions

Which restaurant and hotel systems can the assistant work in?

Toast, Square and Clover on the POS side; OpenTable, Resy, SevenRooms and Tock for reservations; Cloudbeds and similar property systems for hotels; 7shifts and HotSchedules for scheduling; the Booking.com and Expedia extranets; and Google Business Profile. Access runs through your own user account with the permissions you choose. If your stack is different, the team lead records your setup during onboarding and the assistant learns it in the first week.

Can the assistant handle our vendor invoices and payments?

The matching and the chasing, yes: invoices tied to delivery slips, shortages and price changes flagged, credits requested, and the approved invoices filed for your bookkeeper or accounting system. The assistant does not release payments or reconcile the bank. If you want the books done as well, our sister brand LedgerBPO handles restaurant and hotel bookkeeping, and the two desks share one team lead.

What happens in the slow season?

Hours stay fixed, so the work shifts. January and shoulder months go to menu and listing audits, photo refreshes on the OTAs, gift card reconciliation, supplier contract renewals and the group inquiries that book the spring. Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day.

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