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Hotel Operations
Elevate Your Hospitality Business: Top 12 Hotel Procurement Software

12 Best Hotel Procurement Software

After an extensive evaluation of various tools, I've handpicked these 12 hotel procurement software solutions, perfect for tackling your hospitality challenges.

  1. Birch Street Systems - Best for comprehensive supply chain management
  2. Avendra - Best for robust strategic supply chain solutions
  3. Tradogram - Best for scalable purchasing control across organizations
  4. Foodbuy Hospitality - Best for maximizing group purchasing power
  5. Tipalti - Best for advanced global payment operations
  6. Gainfront - Best for an intuitive procure-to-pay process
  7. Eyvo- Best for tailor-made eProcurement solutions
  8. Bellwether - Best for small to mid-sized businesses seeking cost-effective procurement
  9. Kissflow Procurement Cloud - Best for automating procurement workflows
  10. Precoro - Best for eliminating manual procurement bottlenecks
  11. Procurify - Best for budget tracking and expenditure control
  12. Pipefy - Best for customizable procurement pipelines

As someone deeply immersed in the hospitality industry, I understand that procurement can be complex, often marked by inefficiencies, miscommunication, and missed savings opportunities. That's why I'm presenting this list of top-notch hotel procurement software - to streamline your operations and maximize your profits.

These platforms target the core challenges you face: fragmented purchasing, lack of spend control, time-consuming manual tasks, and the difficulty of tracking supplier performance. With the software on this list, you'll be equipped to transform these pain points into areas of competitive advantage.

I believe that exploring these options could be a game-changer for your business. So, without further ado, let's dive into the world of hotel procurement software together.

What is a Hotel Procurement Software?

Hotel procurement software is a sophisticated digital tool used by hospitality industry professionals to automate and optimize their procurement processes. These systems are commonly used by hospitality procurement managers, hotel owners, and other stakeholders involved in the purchasing process, aiming to streamline hotel operations, cost savings, and improve efficiency.

The software enables users to manage suppliers, generate purchase orders, oversee contract management, track spending, and leverage analytics for better decision-making. Whether it's sourcing linen, kitchen equipment, or guest amenities, hotel procurement software is the key to efficient, transparent, and cost-effective purchasing within the hospitality industry.

12 Best Hotel Procurement Software Overview

1. Birch Street Systems - Best for comprehensive supply chain management

Birch Street System supplier management feature screenshot
A look at the Birch Street System supplier management feature

Birch Street Systems offers a powerful cloud-based solution that automates and simplifies the complex process of procurement. This tool manages procurement tasks and takes a holistic approach to supply chain management, making it best for comprehensive oversight.

Why I Picked Birch Street Systems:

I selected Birch Street Systems for its all-encompassing supply chain management approach. Compared to many of its counterparts, Birch Street Systems offers an integrated platform for procurement, AP automation, inventory control, and recipe management, which are key to efficient operations in the hospitality industry. It truly stands out in offering a comprehensive solution, best suited for end-to-end supply chain management.

Standout features & integrations:

Birch Street's most notable features include its Procure-to-Pay platform and reporting analytics, which offer deep insights into operational efficiency. It also provides powerful budget tracking and control tools. In terms of integrations, Birch Street Systems seamlessly connects with major PMS, POS, and finance systems, aiding in data synchronization and real-time updates.

Pricing:

Pricing for Birch Street Systems is upon request.

  • Pros:
    • Comprehensive supply chain management
    • Powerful analytics and budget tracking
    • Wide range of system integrations
  • Cons:
    • Pricing is not transparent
    • Might be overwhelming for smaller operations
    • User interface could be more intuitive

2. Avendra - Best for robust strategic supply chain solutions

Avedra website screenshot
A look at the Avedra website's user friendly interface

Avendra is a procurement services provider that excels in facilitating strategic supply chain solutions for the hospitality industry. Its comprehensive approach towards procurement, including strategic sourcing and supply chain management, makes it best for robust, long-term solutions.

Why I Picked Avendra:

I chose Avendra for its commitment to providing in-depth, strategic solutions that address the supply chain from end to end. Unlike typical procurement software, Avendra focuses on quality assurance, contract management, and spend analytics, which is crucial for robust supply chain management. Given its comprehensive strategy, I believe Avendra is best for businesses seeking holistic, strategic solutions for their supply chain.

Standout features & integrations:

Key features of Avendra include strategic sourcing, quality assurance, and comprehensive spend analytics. It also provides contract management and supplier diversity, further strengthening its procurement suite. While specific integrations are not explicitly listed, Avendra prides itself on its extensive supplier network and its ability to integrate with the existing systems of its clients.

Pricing:

Pricing for Avendra is upon request.

  • Pros:
    • Emphasizes strategic sourcing and supply chain solutions
    • Offers quality assurance and contract management
    • Comprehensive spend analytics
  • Cons:
    • Pricing is not transparent
    • May require significant setup and implementation time
    • Integrations are not explicitly listed


3. Tradogram
- Best for scalable purchasing control across organizations

Tradogram transaction request screenshot
A sneak peek into the Tradogram transaction request feature

Tradogram is a cloud-based procurement solution that provides streamlined and strategic purchasing management. Its emphasis on control, transparency, and adaptability makes it best for scalable purchasing software control across organizations, regardless of size.

Why I Picked Tradogram:

I chose Tradogram due to its scalable design and a strong focus on control and transparency in the procurement process. It stands apart with its flexibility, offering useful tools for both small businesses and large corporations. This scalability and control make it the best choice for organizations looking to improve their purchasing procedures and maintain a clear overview as they grow.

Standout features & integrations:

Tradogram's key features include its strategic purchasing tools, supplier management, contract management, and spend analysis capabilities. The platform also provides robust reporting features for a complete view of procurement operations. In terms of integrations, Tradogram can seamlessly sync with popular accounting software like QuickBooks and Xero, ensuring smooth data flow across platforms.

Pricing:

Pricing for Tradogram starts from $10/user/month (billed annually).

  • Pros:
    • Scalable and adaptable design
    • Robust purchasing control tools
    • Integrations with popular accounting software
  • Cons:
    • Requires annual commitment for best pricing
    • User interface may have a learning curve
    • Limited supplier network compared to some competitors

4. Foodbuy Hospitality - Best for maximizing group purchasing power

Foodbuy Hospitality website dashboard screenshot
Foodbuy Hospitality's website dashboard gives a clear overview of what the software offers

Foodbuy Hospitality is a procurement service provider that centers on leveraging the purchasing power of groups for the best results. It focuses on creating tailored procurement solutions that best match the needs of organizations, making it best for those looking to maximize their group purchasing power.

Why I Picked Foodbuy Hospitality:

I selected Foodbuy Hospitality because of its unique approach to procurement, harnessing the power of group buying to secure better deals. This method stands apart from other procurement tools by maximizing the benefits of collective buying power. I believe Foodbuy Hospitality is the best for organizations that want to get the most out of their group procurement efforts.

Standout features & integrations:

The key features of Foodbuy Hospitality lie in its collaborative approach to procurement, offering tailored procurement solutions, contract management, and spend analysis. Its custom programs provide procurement solutions that are suitable for a diverse range of hospitality needs. As for integrations, Foodbuy Hospitality maintains partnerships with an extensive network of suppliers and service providers, ensuring a broad spectrum of products and services.

Pricing:

Pricing for Foodbuy Hospitality is upon request.

  • Pros:
    • Maximizes group purchasing power
    • Offers tailored procurement solutions
    • Wide network of suppliers and service providers
  • Cons:
    • Pricing is not transparent
    • Custom procurement programs may require additional setup time
    • Not designed for individual or small-scale procurement needs

5. Tipalti - Best for advanced global payment operations

Tipalti product dashboard samples
Tipalti product dashboard has simple and easy to use interfaces

Tipalti offers a robust procurement platform that simplifies global payments and supplier management complexities. This tool centralizes all procurement operations and automates the entire payables operation, making it best for managing advanced global payment operations.

Why I Picked Tipalti:

Tipalti caught my attention because it streamlines global payments and supplier management into a single, unified platform. Its ability to handle complex global payment operations sets it apart. I believe Tipalti is best for businesses that need to manage global payments and want an automated solution that can handle complex transactions with ease.

Standout features & integrations:

Tipalti's key features include end-to-end payables automation, invoice management, global mass payments, tax compliance, and supplier management. It offers real-time payment status visibility, which is quite beneficial for tracking large-scale global payments. Regarding integrations, Tipalti integrates with leading ERP systems and offers integrations with various other financial software platforms, including NetSuite, QuickBooks, and Xero.

Pricing:

Pricing for Tipalti starts from $299/user/month (billed annually)

  • Pros:
    • Streamlines global payment operations
    • Tax compliance feature reduces compliance risks
    • Real-time visibility into payment status
  • Cons:
    • The pricing might be high for smaller businesses
    • Requires commitment to an annual plan
    • May be overly complex for businesses with simpler needs

6. Gainfront - Best for an intuitive procure-to-pay process

Gainfront RFQ feature screenshot
Gainfront has numerous features, including the RFQ feature

Gainfront delivers a simple and intuitive procure-to-pay platform that streamlines your procurement operations. It simplifies the entire procurement lifecycle and increases efficiency, making it best for companies seeking an intuitive procure-to-pay process.

Why I Picked Gainfront:

I selected Gainfront for its user-friendly interface that simplifies the procure-to-pay process. What sets Gainfront apart is its ability to consolidate various procurement functionalities into a single platform. In my judgment, Gainfront is best for organizations that require a straightforward, intuitive system for managing their procurement lifecycle.

Standout features & integrations:

Gainfront's key features include a comprehensive dashboard, purchase order management, invoicing, and supplier management. This suite of features helps streamline the procure-to-pay process. As for integrations, Gainfront connects with a variety of other financial platforms including QuickBooks, Xero, and Zoho Books, enhancing the flexibility and functionality of the tool.

Pricing:

Pricing for Gainfront starts from $15/user/month (billed annually)

  • Pros:
    • User-friendly interface simplifies procurement operations
    • Comprehensive dashboard provides a holistic view of procurement
    • Wide range of integrations enhances functionality
  • Cons:
    • Requires commitment to an annual plan
    • May be insufficient for larger, more complex organizations
    • Limited customizability compared to some competitors

7. Eyvo - Best for tailor-made eProcurement solutions

Eyvo purchase order feature sample
Take a look at the Eyvo's purchase order feature

Eyvo provides eProcurement solutions customized according to your business's unique needs and requirements. It's a versatile platform that offers personalized features for efficient and effective procurement, making it best for organizations looking for tailor-made eProcurement solutions.

Why I Picked Eyvo:

I chose Eyvo because of its focus on providing personalized solutions that can cater to the specific procurement needs of any organization. Its versatility is what differentiates Eyvo from other tools on the list. I determined that Eyvo is best for organizations that require a tailored approach to their eProcurement operations.

Standout features & integrations:

Key features of Eyvo include customized reporting, supplier management, and automated procurement processes. These features ensure your procurement operations align with your specific business needs. When it comes to integrations, Eyvo offers compatibility with various financial systems and ERPs like QuickBooks, Oracle, and SAP, which adds another level of convenience and efficiency.

Pricing:

Pricing for Eyvo starts from $25/user/month (billed annually)

  • Pros:
    • Offers a tailored approach to eProcurement operations
    • Integrates with a wide range of financial systems and ERPs
    • Features like customized reporting and automated procurement enhance efficiency
  • Cons:
    • Might be complex for smaller organizations
    • Requires a commitment to an annual plan
    • Pricing can be high for companies with many users

8. Bellwether - Best for small to mid-sized businesses seeking cost-effective

Bellwether is a procurement software that facilitates streamlined purchasing and inventory management for businesses. Its cost-effective pricing model and scalable features make it an optimal choice for small to mid-sized businesses seeking a budget-friendly procurement solution.

Bellwether requisitions feature screenshot
A look at Bellwether's requisitions feature

Why I Picked Bellwether:

I picked Bellwether due to its practical functionality and affordability, which together make it stand out from many other procurement tools. Based on my comparisons, Bellwether is best suited for small to mid-sized businesses seeking a cost-effective solution because it offers an affordable entry point without compromising essential procurement features.

Standout features & integrations:

Bellwether's features include automated purchasing, inventory management, and requisition and approval management, which contribute to streamlined procurement processes. In terms of integrations, Bellwether works well with accounting software like QuickBooks, providing a more seamless financial management experience.

Pricing:

Pricing for Bellwether starts from $30/user/month.

  • Pros:
    • Affordable solution for small to mid-sized businesses
    • Offers essential procurement features like automated purchasing and inventory management
    • Integrates with popular accounting software
  • Cons:
    • Advanced features may require more expensive plans
    • Learning curve for those unfamiliar with procurement software
    • Limited integrations compared to some other tools

9. Kissflow Procurement Cloud - Best for automating procurement workflows

Kissflow spend insight feature sample
Kissflow spend insight feature simplifies automating procurement workflow

Kissflow Procurement Cloud is a robust tool designed to digitize and automate your procurement workflows. This software is ideal for companies aiming to transform their procurement processes, making them more efficient and less time-consuming.

Why I Picked Kissflow Procurement Cloud:

I selected Kissflow Procurement Cloud for this list because it excels in automating procurement workflows. This aspect sets it apart from other tools, which may not offer the same level of automation. I believe it's best for automating procurement workflows, as its features are specifically designed to simplify and automate procurement tasks.

Standout features & integrations:

Kissflow Procurement Cloud provides features like vendor management, purchase order management, and invoice approval process, which are all geared towards making procurement processes more efficient. It also offers integrations with popular tools such as Slack and Zapier, helping to streamline operations further.

Pricing:

Pricing for Kissflow Procurement Cloud begins from $199/month for up to 20 users. This pricing structure makes it a feasible option for both small and large teams.

  • Pros:
    • Effective for automating procurement workflows
    • Provides important procurement features like vendor management
    • Offers integration with popular productivity tools
  • Cons:
    • Could be expensive for very small teams
    • High level of features may seem overwhelming to some users
    • The user interface could be more intuitive

10. Precoro - Best for eliminating manual procurement bottlenecks

Precoro dashboard sample
Precoro has a user-friendly interface

Precoro is a complete spend management software that streamlines procurement processes in businesses. By providing an efficient platform for managing purchase orders, contracts, and budgets, Precoro mitigates the common bottlenecks present in manual procurement processes.

Why I Picked Precoro:

Precoro made it to this list due to its remarkable proficiency in removing manual inefficiencies in procurement workflows. It shines in its ability to automate many tedious tasks that could potentially slow down an organization's procurement process. I deem it the best tool for eliminating manual procurement bottlenecks due to its well-integrated features and ease of use.

Standout features & integrations:

Key features of Precoro include spend analysis, supplier management, and automated approval workflows. Additionally, it offers key integrations with a variety of other platforms including Quickbooks, Xero, and Slack which further enhance its value in a company's procurement process.

Pricing:

Pricing starts from $29/user/month (billed annually). This makes it a viable option for businesses of various sizes looking to enhance their procurement process.

  • Pros:
    • Excels in removing manual inefficiencies in procurement
    • Offers important features like spend analysis and supplier management
    • Integration with widely used platforms like Quickbooks, Xero, and Slack
  • Cons:
    • May not be affordable for very small businesses
    • A steep learning curve may be involved for less tech-savvy users
    • Customization options could be more diverse

11. Procurify - Best for budget tracking and expenditure control

Procurify budget control feature sample
Procurify budget control feature is extremely useful and easy to use

Procurify is a comprehensive spend management system designed to streamline the procurement process. It not only aids in procurement but also serves as a robust tool for tracking budgets and controlling expenditures, proving its value in financial governance.

Why I Picked Procurify:

I picked Procurify for its impressive capabilities in budgeting and expense control. The platform provides visual dashboards and real-time tracking, making controlling and reducing overspending easier. Thus, Procurify stands out in its budget tracking capabilities and expenditure control, making it an excellent tool for organizations keen on financial prudence.

Standout features & integrations:

Procurify's main features include real-time budget tracking, approval routing, and user role customization. It integrates seamlessly with accounting software like QuickBooks, Xero, NetSuite, making the financial tracking process more holistic and accurate.

Pricing:

Pricing for Procurify begins at $195/month, with a minimum of five users. Thus, it is "From $39/user/month" (min 5 seats). This price reflects its comprehensive offerings and is ideal for small to mid-sized businesses needing detailed spend control.

  • Pros:
    • Real-time budget tracking provides immediate insights
    • Integration with popular accounting software enhances overall utility
    • Robust control measures can help reduce overspending
  • Cons:
    • Might be costly for very small businesses
    • Interface may be complex for some users
    • More customization options could enhance user experience

12. Pipefy - Best for customizable procurement pipelines

Pipefy appoval processing sample
Pipefy's approval processing interface is simple and user friendly

Pipefy is a platform designed to streamline and optimize business processes like procurement. Its core strength lies in its adaptability, offering customizable procurement pipelines that can suit a myriad of business needs.

Why I Picked Pipefy:

I selected Pipefy for its exceptional adaptability in procurement processes. The platform's highly customizable pipelines make it an ideal tool for businesses with specific, varying procurement needs. Its ability to adapt and mold according to user requirements distinguishes it from other tools, hence making it best for customizable procurement pipelines.

Standout features & integrations:

Pipefy's critical features include customizable pipelines which allows you to set up notifications based on different stages of the procurement process, automated approval flows, and integration with ERP systems. Its integrations with popular apps like Slack, Zendesk, and more, facilitate a well-rounded, efficient procurement process.

Pricing:

Pipefy's pricing starts from $18/user/month, making it an accessible choice for businesses of varying sizes. This price point is reflective of its robust feature set and customizable capabilities.

  • Pros:
    • Highly customizable pipelines cater to specific procurement needs
    • Automation features save time and increase efficiency
    • Wide range of integrations enhances functionality
  • Cons:
    • Learning curve might be steep due to the level of customization
    • Lacks a built-in chat feature
    • Interface might seem complex for some users

Other Hotel Procurement Software

Below is a list of additional legal practice management software that we shortlisted, but did not make it to the top 12. Definitely worth checking them out.

  1. Vendr - Good for efficient SaaS purchasing management with success stories
  2. Agilysys - Good for seamless inventory and procurement processes
  3. Optilogic - Good for powerful optimization of supply chain logistics
  4. Coupa - Good for food and beverage industry procurement module solutions
  5. Order.co - Good for digitizing food supplier orders
  6. JLL Technologies - Good for real estate-focused procurement needs
  7. FutureLog - Good for end-to-end supply chain management solutions

Selection Criteria for Best Hotel Procurement Software

In the quest to find the best hotel procurement software, I personally tried out and meticulously researched numerous tools. My focus was to identify software that would be effective for the specific needs of the hospitality business.

Here are the critical criteria I've identified for evaluating these tools:

Core Functionality

  • Supplier management: The tool should enable tracking and managing supplier details, purchase history, and performance metrics.
  • Order processing: Essential functions include the creation of purchase orders, tracking deliveries, and managing invoices.
  • Inventory control: Monitoring inventory levels, anticipating needs based on usage and seasonal fluctuations is essential.

Key Features

  • Contract management: The software should have the capability to handle contracts, track terms, and manage renewals.
  • Budget management: Tools that can track expenditures against budget forecasts are highly valuable.
  • Real-time analytics: The ability to offer real-time data and analytics to aid in strategic decision-making.
  • Compliance tracking: Especially for the hospitality industry, the tool should monitor and enforce compliance with regulations.

Usability

  • Intuitive UI: The tool's user interface should be simple yet comprehensive. The information layout should be clear and easily navigable.
  • Ease of onboarding: A tool that comes with a thorough training program or a learning library will help teams get up to speed quickly.
  • Role-based access: Given the different roles in hotel management, the tool should have role-based access that's easy to configure.
  • Effective customer support: Good customer support should be available to promptly resolve any technical or functional issues.

Hotel Procurement Software FAQs

What are the benefits of using hotel procurement software?

Hotel procurement software brings several advantages. Firstly, it streamlines procurement processes and reduces manual errors, saving valuable time. Secondly, it provides valuable insights through data analytics for strategic decision-making. Thirdly, it enforces compliance with regulations. Fourthly, it facilitates supplier management by keeping track of supplier performance and contracts. Lastly, it helps manage budgets by tracking expenditures and comparing them against forecasts.

How much do these tools usually cost?

The cost of hotel procurement software varies significantly based on the features, number of users, and whether it's a cloud-based or on-premise solution. Typically, pricing models are either per user/per month, or annual licenses.

What are the pricing models for hotel procurement software?

There are mainly two pricing models: subscription-based and perpetual license. The subscription model is usually based on a per user/per month cost, while the perpetual license involves a one-time cost and is usually for on-premise solutions.

What is the typical range of pricing for hotel procurement software?

The pricing can range widely. On the lower end, you can find options starting from $10 per user per month. On the high end, more comprehensive solutions can cost several thousand dollars per month. It is important to remember that the cost often reflects the software's feature set.

What are the cheapest and most expensive software options?

On the cheaper end, Order.co offers plans starting from $10 per user per month. Among the more expensive options, Coupa's comprehensive solution can run into several thousands of dollars per month, depending on the size of your organization and the features needed.

Are there any free options for hotel procurement software?

While there might not be fully free solutions dedicated to hotel procurement, some general procurement software offers free versions with limited features. However, it's important to remember that "free" often comes with limitations and may not suit the complexity of hotel procurement processes.

Summary

In conclusion, choosing the best hotel procurement software, there are three critical elements to consider. First, understanding your hotel's specific procurement needs is essential, which involves defining the core functionalities and key features your process requires, such as budgeting, vendor management, or customizable pipelines.

Usability is significant, encompassing factors like the software's user interface, the ease of onboarding, and the quality of customer support. Choosing a tool that's easy to navigate and offers comprehensive support to troubleshoot problems effectively is crucial.

The bottom line is, you mustn't overlook the importance of pricing models. The most expensive tool doesn't necessarily equate to being the best. Instead, evaluate what you are receiving for the price and opt for a tool that delivers the best value for money, factoring in any additional costs such as setup fees or charges for extra users.

What do you think?

We hope this guide proves helpful in your search for the ideal hotel procurement software. However, we understand that there are many options out there. If you think we missed a tool that deserves a spot on our list, we'd love to hear from you.

Please feel free to share your recommendations and experiences with other procurement software. Your input will be invaluable to us and our readers in making the most informed decision possible.

By Cory Masters

Cory Masters is a dynamic professional with 10+ years of experience working across hotel and hospitality management, accounting, financial management, office management, and operations. She's passionate about elevating other professionals in the community, using her 4 years as an Assistant Hotel Manager at Four Seasons to share the lessons she's learned about managing guest interactions, reservations, hotel staff, hotel services, hotel management systems, and more.