For meeting planners
Built for the planner who negotiated the deal.
You spent months negotiating the contract. FolioMatch is for the part after the event: making sure the final bill reflects what you agreed, without spending your week in a 60-page PDF.
The short answer
FolioMatch is a hotel bill audit tool for meeting and event planners. You upload the contract, BEOs, addenda and final bill for an event. You get a list of findings that need your attention, each backed by the source page and calculation. You then decide what to send the hotel.
It's for the planner's side of the table: independent planners, corporate meeting teams, association meeting managers and agencies. It isn't built for hotels billing their guests.
How different planners use it
| You are | What usually matters most | How FolioMatch helps |
|---|---|---|
| Independent planner | Time. You're the planner, the finance team and the account manager | The audit done in one session, with a report ready to send |
| Corporate meeting team | Showing finance a documented review before payment | Evidence and calculations for every finding, and a versioned report |
| Association meeting manager | Budget stewardship on large annual meetings | Concessions, attrition and F&B minimums checked against the contract |
| Agency or DMC | Many events and many clients, reconciled consistently | The same review method on every event, with history for each one |
What changes in your close-out
Without a tool, auditing a master bill means going through the contract, each BEO revision and the bill side by side, then working out differences in a spreadsheet. It's detailed work, it comes at the end of a busy event, and it's easy to skip a page.
With FolioMatch, that comparison is done for you. Your time goes to the part that needs your judgment: was the extra bartender approved onsite? Did the hotel verbally agree to waive that fee? What's worth raising? See hotel master bill audit for what's checked.
What you stay in control of
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What counts as an issue
You mark each finding Confirmed issue, Not an issue, Need clarification or Resolved. FolioMatch's own assessment is kept alongside, unchanged.
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What leaves FolioMatch
The reconciliation report includes only the findings you select. Nothing is sent to the hotel automatically.
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Which document governs
When BEO or addendum precedence is unclear, you can mark a version as authoritative.
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Your documents
Documents stay private to your account. They're never shared or published.
What FolioMatch doesn't do
It's not an event-management platform, a registration system or an accounting package. There are no integrations to set up and no platform to switch to. You don't need to change how you plan events. FolioMatch is used at close-out.
It doesn't negotiate with the hotel for you or take a percentage of anything you recover.
A typical first audit
What a completed audit summary looks like for a mid-size conference.
Sample data · Illustrative
- Final master account
- $187,492.18
- Documents reviewed
- Contract, 2 addenda, 14 BEOs
- Findings: Likely discrepancy
- 4
- Findings: Needs review
- 3
- Value requiring review
- $6,408.00
For agencies: the same review on every event
An agency's close-out problem is consistency. Different planners review bills differently, and a client asking "did anyone check the bill?" deserves the same answer for every event. A documented audit method, applied every time, turns that answer from "it depends who ran the event" into "yes, here's the report".
FolioMatch gives each event the same review: the same categories checked, the same four assessments, the same evidence format. Reports are versioned, so if a client questions a finding months later, the version you sent still exists with its sources.
For independents: your week back
If you run your own practice, close-out week competes with the next event's site visits and proposals. A manual master bill review can take a full day you don't have, which is why it so often becomes a skim. The audit compresses the comparison work into a session, and your time goes to the decisions only you can make.
Why evidence matters more than speed
Any tool can compare two numbers. The part that earns a correction from the hotel is the evidence: the contract page with the agreed rate, the bill page with the charged rate, and the calculation between them. A finding without sources is an opinion, and hotels treat it that way.
FolioMatch is built around that standard. Every finding cites its source pages, every amount is calculated with a fixed formula you can inspect, and anything the documents don't prove is labeled as needing review rather than asserted. You can put any finding in front of a hotel's accounting team and defend it line by line.
It also means the tool is honest about limits. Scanned pages that can't be read are flagged, not guessed. Documents in languages other than English aren't analyzed. Unclear document precedence produces a question, not a verdict. That restraint is what makes the confirmed findings worth sending.
Questions
Do I need technical skills?
No. You upload PDFs, the same documents you already have.
Can I use it for a venue that isn't a hotel?
Yes, if you have an agreement and a final bill: conference centers, resorts and other venues work the same way.
Is my client's data safe?
Documents are stored privately for your account and aren't shared with other users or published.
Where do I start?
Pick a recently closed event with a signed contract and a final bill, and audit it.
Does FolioMatch work for agencies with many events?
Yes. Each event is a separate audit with its own documents, findings and reports, so the same method applies across clients.
Will the hotel know I used FolioMatch?
Only if you tell them. The reconciliation report is a document you send yourself; nothing is shared with the hotel automatically.
What does an audit cost?
There's a free sample audit with precomputed demo data so you can see the output before paying. A real audit of your own documents is a one-time purchase per event, with plans for planners who run many events. See the pricing page for current rates.
Can I show a finding to my client before sending it to the hotel?
Yes. The report contains only the findings you select, so you can share a draft with your client first and adjust it before anything goes to the hotel.
Related
Hotel master bill audit
Check the final master bill against the contract, BEOs and concessions. This is the hub for everything below.
Post-event reconciliation
The full close-out timeline, from the last day onsite to a closed account, with a checklist.
Common hotel billing errors
A catalogue of the errors that recur on group bills: how each happens, how to spot it, and a sample amount.
You negotiated the deal. Make sure you got it.
Upload your contract, BEOs and final hotel bill. FolioMatch shows what needs attention and the source evidence behind every finding.