How a Top Hotel Management Company improved controls, audit trails, and draw readiness across CapEx and PIPs

Lender confidence is built upstream. When approvals and documentation are fragmented, lender reporting becomes a monthly scramble. When controls are built into workflows, lender packages become consistent, reviewable, and fast.

This case study reflects a real deployment with a Top 20 hotel management company. The identity is anonymized, but the workflow improvements and outcomes are real.

The challenge

The management company’s execution was strong, but draw readiness required manual assembly. Documentation was scattered. Approvals were often captured in email. The connection between pending exposure, change orders, invoices, and backup was not consistently traceable.

That created lender friction: missing items, resubmissions, and delays that cost time and confidence.

What was at risk

• Slower funding cycles due to incomplete or inconsistent submissions

• Higher exception rates and resubmission loops

• Weak audit trails for approvals and changes

• Reduced confidence in change control and cost-to-complete visibility

• Extra month-end effort across PM and accounting teams

The workflow change

Rivur was implemented to embed controls into day-to-day execution so draw readiness was built in:

• Budget revision control with transparent variance tracking

• Pending costs logged and preserved through conversion with traceability to change orders

• Invoice workflows and approvals captured inside the system

• Vendor compliance documentation tracked and kept current

• Reporting assembled from structured records, not manual compilation

Results

Metrics below are representative ranges from real deployments, with client identity anonymized.

• Draw and lender package preparation time reduced by 40 to 70 percent

• Missing documentation exceptions reduced by 30 to 60 percent

• Fewer resubmissions because backup, approvals, and categorization were consistent

• Improved cost confidence through real-time visibility into commitments, pending exposure, and approved changes

• Clearer auditability of who approved what, and when

Why it worked

Lender packages should be the output of a controlled workflow. This approach worked because:

• One source of truth for costs, approvals, and supporting documentation

• Traceability from pending exposure to approved change order to invoice

• Consistent reporting structure that reduces exceptions and rework

• Audit trails that are built in, not reconstructed

The takeaway

Lenders do not want to investigate. They want to review. When CapEx and PIP execution is controlled in a system of record, lenders get faster, cleaner submissions with fewer exceptions, clearer approvals, and better traceability across the full lifecycle.

Metrics shown are representative ranges from real deployments. Client identity anonymized.