SOLVING HOSPITALITY’S PROCUREMENT PAIN POINTS WITH SOURCE’S TECH-FORWARD PLATFORM

Procurement plays a critical role in the success of hospitality projects, yet many businesses still struggle with missed deadlines, miscommunications, and budget overruns that derail timelines and inflate costs. Managing both OS&E and FF&E efficiently is critical for ensuring smooth project execution and cost control. Whether it’s a delayed shipment that pushes back an opening date or scattered approval processes that slow decision-making, these inefficiencies add up—costing businesses time, money, and valuable guest experiences.

At Source, we believe procurement should be a seamless, strategic advantage—not a constant challenge. Our platform tackles the most persistent pain points in hospitality procurement by centralizing communication, optimizing budgets, and providing tracking updates to keep projects on schedule.

1. Project Delays: How Source Keeps Timelines Intact

Delays in hospitality procurement don’t just disrupt timelines—they cost businesses real revenue. Missed deadlines mean unavailable rooms, postponed openings, and lost guest bookings. Many procurement issues stem from unreliable vendors, unexpected shipping delays, or poor coordination between procurement teams and project managers.

Source’s platform eliminates these challenges with order tracking and proactive risk mitigation at every stage of the procurement process, keeping projects on track through:

• Early-Stage Forecasting – Clients gain visibility into vendor performance, ensuring they select suppliers known for meeting deadlines.

• Proactive Item Management – The platform flags items prone to delays, allowing teams to pivot to alternative sources.

• Color-Coded Alerts for At-Risk Orders – The Status Overview Dashboard highlights delayed shipments in red and at-risk items in yellow, so teams can react before problems escalate.

• Contingency Planning – Clients can pre-approve vendor substitutions for critical products, ensuring projects don’t stall over a single unavailable item.

• Better Logistics Coordination – Procurement timelines align with installation schedules, preventing costly bottlenecks in construction or renovation projects. This is especially crucial in FF&E resort development, where delays can lead to lost revenue from postponed openings.

“Every delay adds up—not just in project timelines, but in real dollars,” says Christian Orta, VP of Product. “Our platform helps clients anticipate supply chain risks before they become problems, keeping operations moving efficiently.”

2. Miscommunications: Eliminate Confusion, Drive Alignment

Disorganized procurement processes create confusion, misaligned expectations, and costly mistakes. In hospitality FF&E and OS&E procurement, these inefficiencies can result in incorrect product selections, delivery mismatches, and approval bottlenecks that slow down operations. Without a single source of truth, stakeholders rely on scattered email chains, outdated spreadsheets, and conflicting updates. These inefficiencies lead to incorrect orders, approval bottlenecks, and budget overruns.

Source’s platform cuts through the noise, replacing fragmented communication with a centralized procurement system:

• Live Project Data Consolidation – The Details Overview Dashboard provides instant access to key project information, approvals, and budget allocations, eliminating the need to track multiple reports. By centralizing FF&E purchasing data, it ensures procurement teams can make faster, well-informed decisions.

• Vendor & Supplier Coordination – Clients avoid the back-and-forth with vendors by accessing projected pricing, order tracking, and bid comparisons within one system.

• Approval Workflows Without Guesswork – The Submittals Dashboard categorizes product approvals into “Needs Submittal,” “Needs Approval,” and “Complete,” reducing project stalls caused by delayed decisions.

• Centralized Document Management – The Documents Dashboard organizes essential files like contracts and purchase orders by project, making retrieval fast and efficient.

“Miscommunication isn’t just frustrating—it’s expensive,” says Stacey Hollender, VP of Purchasing Operations. “By centralizing procurement data and approvals, Source streamlines collaboration and keeps projects running smoothly.”

3. Cost Overruns: Control Spending, Maximizing Value

Budget overruns are one of the most persistent challenges in hospitality procurement. Inconsistent vendor pricing, unexpected freight costs, and reactive budgeting lead to financial mismanagement.

Source’s Budget Dashboard and vendor management tools help businesses control spending and optimize procurement strategies with:

• Projected Cost Ranges – While vendor pricing fluctuates, Source’s Smart Range feature provides estimated price ranges for product categories, helping teams budget more accurately.

• Bid Comparison & Cost Analysis – Clients can compare multiple vendor bids within the platform, ensuring they secure the best pricing for each project.

• Custom Budget Tracking – The Budget Dashboard locks down procurement data after the purchasing phase, maintaining accurate financial records for historical comparisons.

• Pre-Approved Vendor Lists – Businesses can standardize procurement costs across multiple properties, ensuring brand consistency and preventing unexpected price spikes.

“Cost overruns often stem from unpredictable vendor pricing and a lack of oversight,” says Nicole Oren, Chief Revenue and Procurement Officer. “We help clients create more strategic procurement plans by giving them real-time access to cost trends, past spending data, and smart budget controls.”

Turning Procurement into a Strategic Advantage

Procurement isn’t just about purchasing—it’s about building a supply chain that drives long-term success. With FF&E procurement services, businesses gain access to structured cost tracking, supplier insights, and strategic planning tools that ensure procurement efficiency. Source’s platform ensures clients stay competitive, scalable, and financially efficient in an increasingly complex hospitality landscape.

• Delivering Consistency Across Properties – Multi-property operators benefit from pre-approved vendor lists, standardized budgets, and procurement templates that ensure consistency across locations.

• Minimizing Unnecessary Spending – Cost tracking and vendor bid comparisons prevent procurement teams from overpaying or making uninformed purchasing decisions.

• Scaling with Confidence – Whether expanding to new locations or upgrading existing spaces, Source’s tools help businesses manage procurement at any scale without compromising efficiency.

• Enabling Data-Driven Decisions – Procurement teams can analyze past project spending, identify cost-saving trends, and adjust sourcing strategies for better long-term value.

“Procurement should empower businesses—not slow them down,” says Mandana Salehi-Stewart, Source Head of Growth, “With the right tools, we help our clients turn procurement into a strategic asset that saves time, reduces risk, and drives growth.”

Discover the Future of Hospitality Procurement

Source helps hospitality businesses streamline procurement, cut costs, and eliminate inefficiencies with a platform designed for real-world challenges. If delays, miscommunication, and budget overruns are impacting your projects, it’s time to rethink your procurement strategy.

Get in touch with our team today and see how Source can transform your procurement process.