Bring in the request
Import a requisition PDF or build a request manually from the shared article database.
Procurement workflow for hotels
Turn purchasing requests into supplier-ready orders.
Purchasing Assistant brings requisitions, supplier grouping, Outlook drafts, delivery follow-up and supplier performance into one controlled workspace.
Designed around hotel purchasingHuman review stays in control
Purchasing Assistant · Dashboard
One workspaceRequests → suppliers → deliveries
Review firstDrafts remain under team control
The operational gap
Purchasing work is often spread across documents, inboxes and follow-up lists.
Repeated manual handlingRe-entering items, separating suppliers and rebuilding email content takes attention away from purchasing decisions.
Fragmented visibilityRequests, delivery status and supplier history are difficult to follow as one connected process.
Knowledge trapped in peopleSupplier choices and operational context are hard to standardize across the team.
A practical operating model
One request. One grouped workflow. Clear follow-through.
The application supports the team from the first requisition to the final delivery assessment without hiding the decisions that matter.
Group by supplier
Articles are organized into supplier-ready groups, so the team works with orders instead of scattered lines.
Review before sending
Validate recipients, quantities and notes, then create one controlled Outlook draft per supplier.
Follow the outcome
Track delivery status, exceptions and supplier performance from the same operational workspace.
01Import and validate
→
02Build supplier groups
Operational coverage
Purpose-built around the purchasing team.
Focused capabilities replace disconnected steps with a consistent day-to-day process.
PDF requisition import
Convert an existing purchasing document into a structured, reviewable order workflow.
Supplier-grouped ordering
Consolidate items automatically by supplier before communication is prepared.
Adaptable email workflow
Built for Outlook draft creation today, with the workflow adaptable to other email environments and hotel requirements.
Delivery control
Follow pending, partial, delivered and overdue orders in one clear view.
Supplier intelligence
Build evidence around delivery reliability and quantity accuracy over time.
Controlled administration
Maintain articles, suppliers, users, email identities and protected operational data.
Built for hospitality operations
A focused tool for the people responsible for purchasing.
Purchasing Assistant is designed for real hotel procurement work—not as a replacement for a PMS, but as the controlled layer between a request and a completed delivery.
Independent hotels
Give a lean purchasing team one clear operating view without introducing another complex enterprise platform.
Hotel groups
Create a more consistent purchasing process across properties while keeping local review and supplier context visible.
Purchasing managers
Spend less time separating requests, rebuilding emails and maintaining parallel follow-up lists.
The product in context
Designed for action, control and visibility.
Each workspace answers a specific operational question while remaining part of one purchasing lifecycle.
01 / Delivery control
Know what is pending, partial, delivered or late.
Filter active orders, review history and keep exceptions visible without maintaining a separate manual tracker.
02 / Supplier communication
Review every supplier draft before it reaches Outlook.
Keep recipient, subject, requested delivery and ordered articles visible in one review surface.
03 / Performance evidence
Turn delivery history into supplier insight.
Compare reliability, timing and quantity accuracy to support better sourcing conversations and future decisions.
Business value
Less administration around every purchasing cycle.
Faster preparationGroup supplier orders and prepare communication with fewer repetitive steps.
Lower error exposureReview structured quantities, recipients and order content before drafts are created.
Clearer accountabilityKeep delivery status and supplier outcomes connected to the original purchasing work.
Stronger operational memoryBuild a shared record of suppliers, articles, deliveries and performance.
Controlled by design
Automation supports the team. It does not replace approval.
Draft-first communication
Built for Outlook today, while the controlled email workflow can be adapted to another hotel email environment.
Adaptable hotel database
Article and supplier data can be structured around the hotel's existing database and operating requirements.
Role-aware workspaces
Administration, operational data and user access remain separated and controlled.
Frequently asked questions
The practical questions, answered clearly.
A private walkthrough can then focus on your company, workflow and implementation requirements.
01Does Purchasing Assistant replace a hotel PMS?+
No. It is a focused procurement workflow that complements the systems a hotel already uses.
02Are supplier emails sent automatically?+
No. The application prepares controlled Outlook drafts so the purchasing team can review recipients, quantities and wording before sending.
03Can an existing article and supplier database be used?+
Yes. The article and supplier structure can be adapted to the hotel's existing database. The appropriate import or integration approach is assessed for each implementation.
04Does the email workflow require Outlook?+
The current product is built around controlled Outlook drafts. The communication workflow can be adapted to another email environment according to the hotel's technical requirements.
05Can more than one employee use the application?+
The product includes user and access administration. The required roles and operating model are agreed during implementation planning.
06How is supplier performance assessed?+
Delivery timing and quantity outcomes create an operational history that can support supplier reviews and future purchasing decisions.
07What happens during a private demonstration?+
We show the workflow in a controlled environment and focus the conversation on your current process, priorities and questions.
A focused private walkthrough
See how Purchasing Assistant fits a real hotel procurement workflow.
Tell us about your purchasing process and the questions you would like the demonstration to cover.
Request a private demo ↗Use the secure enquiry form