Bella Group

Bella Group is a leading hospitality and event management company in Denmark, known for managing some of the country’s most iconic hotels and event venues. The company focuses on innovation, service excellence, and sustainability, providing world-class experiences for both business and leisure travelers.

Key venues managed by Bella Group include:

• Bella Center Copenhagen: Denmark’s largest conference and exhibition venue.

• Bella Arena: A multipurpose arena for concerts, trade fairs, and sporting events.

• Bella Sky Conference & Event: State-of-the-art facilities for business meetings and corporate events.

• AC Hotel Bella Sky Copenhagen: A landmark hotel with luxurious accommodations and panoramic views.

• Copenhagen Marriott Hotel: A premium hotel offering upscale guest experiences.

• Crowne Plaza Copenhagen Towers: A sustainable, business-oriented hotel with a strong green profile.

With over 65,000 m² of event space and more than 1 million guests served annually, Bella Group plays a pivotal role in Denmark’s tourism and business ecosystem. To further streamline its operations, the group turned to business process automation, particularly in invoice management and digital document exchange, to enhance accuracy, speed, and efficiency across departments.

Bella Group faced several challenges related to its dual-company ERP system structure, particularly around invoice handling and automation:

Key challenges included:

• Separate Invoice Routing for Two Companies: Invoices needed to be routed to the correct company, ensuring each business unit received and processed only its relevant financial documents. Manual sorting was not scalable or reliable.

• Multiple Input Channels & Formats: Invoices arrived in various formats (scanned PDFs, Peppol, NemHandel) and needed to be standardized into BIS V3 format before being ingested into the ERP.

• Utility Statement Processing: Utility invoices received via digital networks required automated data extraction and ERP entry.

• Need for Speed and Accuracy: Certain invoices needed to be processed within tight time windows (same-day or within hours), with high accuracy in data mapping to avoid accounting errors.

Failure to streamline these processes risked financial discrepancies, compliance issues, and operational delays.

HubBroker implemented a comprehensive invoice automation solution tailored to Bella Group’s needs, offering the following capabilities:

Key solution features:

• Company-Specific ERP Routing: Invoices are identified and routed to the correct ERP system based on company-specific identifiers, ensuring accurate financial data processing.

• Automated PDF & EDI Invoice Processing: Scanned PDF invoices are mapped and converted to BIS V3 format, and invoices via Peppol or NemHandel networks are automatically received and forwarded to the correct ERP system.

• AI-Powered Priority Processing: Urgent invoices, particularly from PDFs, are processed with AI-powered mapping, accelerating the delivery time.

• Custom Configurations for Supplier-Specific Needs: Custom mapping and data validation logic were configured to handle specific requirements for different suppliers.

• Intelligent Routing Mechanism: All invoices, regardless of format, pass through a routing engine that selects the appropriate mapping configuration, ensuring high accuracy.

• Customized Invoice Enrichment: Business rules and data enrichment are applied before sending invoices to the ERP, ensuring data consistency and internal compliance.

• Utility Invoice Integration: Utility invoices received via digital networks are processed through a separate automated flow and submitted to the respective ERP.

• Monthly Custom Reporting: HubBroker provides customized monthly reports to help Bella Group monitor process performance, supplier compliance, and financial summaries.

• IMAP Email Source Integration

• Custom Mapping Engine for PDF to BIS V3 Conversion

• AI-Based Data Extraction for Urgent PDF Processing

• EDI Network Integrations (Peppol, NemHandel)

• Routing Logic Engine for Mapping Setup Selection

• Web Service API Integration with ERP Systems

• Custom Data Enrichment & Validation Layers

• Scheduled Reporting Modules

The solution delivered several significant outcomes for Bella Group:

• Efficient, Company-Specific Integration: Invoices are now automatically routed to the correct ERP system, eliminating manual sorting and ensuring accurate financial data for both companies.

• Faster Invoice Processing with AI Support: Urgent invoices are processed faster using AI-powered workflows, improving service responsiveness.

• Streamlined Multi-Channel Inflows: Whether invoices arrive via Peppol, NemHandel, or email, all formats are handled seamlessly and converted to BIS V3, ensuring data consistency and compliance.

• Reduced Manual Errors and Labor: Automation has minimized human intervention, reducing errors and allowing staff to focus on higher-value tasks.

• Tailored Supplier Handling: Custom mapping for supplier-specific needs has improved communication and compatibility with diverse suppliers.

• Operational Insights with Reporting: Monthly reports offer valuable insights into invoice flow, supplier compliance, and process efficiency.

With HubBroker’s customized invoice automation solution, Bella Group has modernized its invoice handling processes across multiple companies, networks, and formats. The solution offers:

• Accurate and real-time invoice delivery to the correct ERP system

• Enhanced compatibility with suppliers through custom configurations

• Faster processing for urgent invoices using AI-enhanced workflows

• Full compliance with BIS V3 format standards across digital networks

This transformation has improved Bella Group’s internal efficiency, strengthened its digital infrastructure, and provided a scalable foundation for future growth in the hospitality and facility management sector.