How a Multi-Supplier Hotel Eliminated Manual Purchasing and Gained Price Control

The Problem

A hotel property managing a high volume of items and working with multiple suppliers found itself buried in manual procurement work that had nothing to do with actual decision-making.

Every purchase cycle followed the same repetitive pattern. The procurement team would send RFQs to suppliers by email. Suppliers would reply with quotations, also by email, often in inconsistent formats. Sometimes a PDF attachment, sometimes a scanned image, sometimes just typed into the message body. Someone on the team then had to manually download each quotation, review it, and type the pricing and item details into the system by hand before a purchase order could even begin.

The same manual cycle is repeated for the PO itself. Sent to suppliers by email, with confirmations tracked loosely across inboxes rather than any central system.

Alongside this, the property was wary of any system where supplier prices live in an open catalog that can be updated at any time to reflect market movement. In theory this sounds efficient. In practice, it can mean the price for the same item shifts more than once before an order is even placed, leaving the team unsure which number they should actually commit to. Every purchase decision would come with a small, nagging question: is this the final price, or will it move again before confirmation? 

What the team wanted was simple to describe but hard to find. A process where a supplier gives one quotation, that quotation becomes the agreed price, and the order is placed against exactly that number. No manual re-entry, and no chasing a price that keeps moving.

The beeSCM Solution

The property adopted beeSCM's Vendor Portal alongside its main procurement system, specifically to close the gap between supplier communication and system data entry.

Suppliers now receive RFQs and submit quotations directly within the Vendor Portal, removing the email back-and-forth entirely. Quotation data flows straight into the system.

No manual downloading, no retyping, no risk of a transcription error between what the supplier quoted and what actually gets entered.

Purchase orders are issued and confirmed through the same portal, giving both the hotel and the supplier one shared, trackable record of every transaction instead of a scattered email trail.

Most importantly, in beeSCM, each quotation is a single, clear commitment tied to a specific request, not a live number that can shift depending on when someone happens to look at it.

Purchase orders are then issued and confirmed through the same portal, giving both the hotel and the supplier one shared, trackable record of the exact price that was agreed.

The Result

By combining the Vendor Portal with the main procurement system, the property eliminated manual quotation entry entirely.

• Quotations now flow directly into the system the moment a supplier submits them.

• The RFQ to PO cycle became faster and cleaner, with every step tracked in one place instead of scattered across email inboxes.

• And the uncertainty the team wanted to avoid from the start never became a problem.

• One quotation, one agreed number, one purchase order. The procurement team never needs to double-check whether a price has quietly changed since the last time they looked.

The result is a procurement process the team can trust at a glance. No re-verifying numbers, no second-guessing timing, just a clear, agreed price from quotation to order every time.

Ready to streamline your hotel purchasing process? Request a demo, and our team is ready to support you! 

beeSCM is a hospitality-focused supply chain management software, currently serving 60+ hotels across 10 countries in APAC.