Stakeholder Guide — Finance & Procurement
Audience: Non-technical finance leadership (Finance Controller, Procurement Officer, Accounts Payable, Hotel Group Finance)
Purpose: Plain-language view of approvals, purchasing, three-way match, and group buying
Language: Plain English — no code, no database terms
1. What These Packages Do for You
Today, purchase approvals may be verbal, invoices may be paid without matching to delivery, and each property in a group orders separately with no volume leverage. These packages give every purchase one record — requisition, approval, purchase order, delivery, invoice match — and, for hotel groups, one aggregated order across properties for volume pricing.
2. What Changes Day-to-Day
| Today | With the platform |
|---|---|
| Purchase approved verbally; no record of who said yes | Every requisition has named approvers and amount tiers; every approval is recorded with a timestamp |
| Invoice paid without checking delivery | Three-way match: invoice is checked against purchase order and goods receipt before payment |
| Each property orders separately; no volume discount | Group purchases are aggregated across properties; each property signs its share; payment releases on multi-property delivery |
| Spend by department is hard to see | Every line is charged to a cost center; spend is visible by department and property |
3. Features You Will Use
- Requisition & approval: Department heads build purchase requests (F&B, amenities, linens, capex). Routing follows your amount tiers — small orders auto-approve, larger ones need one or two named approvers.
- Purchase order to accounting: Approved requisitions become purchase orders in your accounting software; the PO number is stored and linked.
- Three-way match: Payment is released only when the purchase order, the goods receipt, and the invoice all agree.
- Vendor basket split (optional): For F&B, the system suggests the lowest-cost split across your approved vendors. You confirm — the system never orders on its own.
- Group purchasing (hotel groups): Aggregate demand across properties for volume pricing. Each property signs its quota (without revealing internal margins to each other); a named authority approves the award; supplier payment is released only when every property confirms delivery.
4. Who Does What
| Role | Responsibility |
|---|---|
| Procurement officer | Builds requisitions, manages vendors |
| Department head (chef, F&B manager, engineer) | Requests purchases; approves within limit |
| Finance controller | Second approver for high-value orders; oversees cost-center budgets |
| Accounts payable | Releases payment after three-way match |
| Group procurement lead (groups only) | Aggregates demand, negotiates volume pricing |
| Regional director (groups only) | Approves group awards; oversees cross-property spend |
5. What You Keep
- Your accounting software remains the fiscal system of record (tax, ledger, accounts payable). Our platform sends purchase orders and payment proofs to it.
- Your vendor relationships and negotiation process stay the same; the platform adds approval trails, matching, and group aggregation.
6. What You Must Confirm
- Your approval tiers and limits (what each role can approve, and above what amount a second person is required)
- Your cost centers (kitchen, bar, banquet, rooms, engineering, etc.)
- Your approved vendor list
- For groups: which properties participate, who signs each property's quota, and who is the group awarding authority
7. What We Honestly Do Not Promise
- We do not promise a specific cost saving until we measure your baseline.
- We do not place orders or release payments without a named person approving; the system suggests, a person decides.
- If your accounting software is unavailable, the platform stops and tells you — it never invents a fake purchase order or a fake payment release.