Hotel Operational Portal - Utilities
Every unit tracked. Every cost understood.
The Utility Intelligence module gives your property a dedicated space to track, analyse, and report on electricity, water, and gas consumption - all in one place. Every reading your team enters is automatically converted into cost data, consumption trends, and a professional monthly report ready for management review.
Who Can Access
Utility Intelligence is an optional module activated per property by the HotelPilots team. Once enabled, the following roles have access by default - Property Admins, General Managers, Hotel Managers, Owners, and Engineering staff with utility permission granted by their admin. Other departments can be granted access individually by the property admin.
Setting Up Your Meters
Before recording readings, register your physical meters under Utilities - Meters tab. For each meter you will enter a name such as Main DB or Level 1 Gas Meter, the type which is Electricity, Water, or Gas, the unit which is kWh, cubic metres, or Gallons, an optional location, and the initial reading showing on the meter at registration. You can register as many meters as your property has. The matrix will automatically create a column for each one.
The 31-Day Matrix
The heart of the module is the reading matrix. Every month a fresh 31-day grid is automatically generated. Rows are the days of the month and columns are your registered meters grouped by type. To enter a reading, tap any cell - a small input window appears showing the meter name, the date, and the previous reading for reference. Enter the current reading and save. The system calculates daily consumption and cost automatically based on your property rates. Today's row is always highlighted so your team knows exactly where to enter. Missed days can be filled in retroactively at any time before the month is locked.
Utility Rates
Your property rates are pre-loaded based on your country. Singapore properties use the current SP Group electricity rate, PUB water tariff, and City Gas rate by default. If your rates change, your admin can update them anytime in the Rates tab and the system will automatically recalculate all costs going forward.
Monthly Reporting
At the end of each month, go to Archives and click Generate and Lock Month. You can optionally enter your monthly occupancy data before generating - total rooms and occupancy percentage. This unlocks an additional KPI in the report: cost per occupied room, which is the standard benchmark used across the hotel industry.
Once confirmed, the system will:
- -Calculate total consumption and cost per utility type
- -Generate a carbon footprint figure based on Singapore grid emission factor
- -Use AI to write a concise professional executive summary based on your actual data
- -Produce a formatted Excel report with three tabs: Executive Summary, Master Matrix, and Audit Trail
The month is then locked. No further edits can be made, ensuring your records are audit-ready.
Archives
Every locked month is stored in the Archives tab as a permanent read-only record. You can regenerate the Excel report at any time from any past month. Your full consumption history is always available for trend analysis, audits, or owner reviews.
Leak and Anomaly Detection
The system compares daily consumption against recent averages. If any meter shows consumption more than 20% above its 7-day average, a Potential Leak alert is triggered automatically. This gives your engineering team an early warning before a small issue becomes a costly problem.
A Note on Data Accuracy
The quality of your reports depends on the consistency of your readings. We recommend assigning a dedicated staff member to enter meter readings at the same time each day - ideally first thing in the morning before operations begin. This ensures consumption figures reflect a clean 24-hour period and your reports accurately represent actual hotel performance.