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Maintaining strong, equitable vendor relationships is key to any successful hotel enterprise, especially during periods of economic uncertainty. When done effectively, these partnerships ensure that hotels can navigate supply disruptions, provide consistent, high-quality amenities, develop unique and competitive offerings for guests, and meet industry standards and regulations. For many hotels, cooperation with suppliers was essential for surviving the pandemic and continues to help set them apart from competitors.
Like with any relationship, long-term supplier partnerships that generate lasting value are built on trust, communication, and mutual understanding. This starts with the supplier contract, which must be managed effectively to ensure compliance—a responsibility usually handled by procurement.
Inefficiencies and oversight in contract management can have a significant impact on hotel performance. At best, errors, delays, and miscommunication create higher operating costs. At worst, these practices can damage vendor relationships, compromise guest satisfaction through service disruptions, and even lead to costly compliance violations.
In fact, risk management and compliance are some of the main drivers behind digital transformation among procurement professionals, prompting the adoption of solutions like e-procurement software. Why has contract management never been so important for hoteliers to get right, and how can e-procurement help?
Contract management is becoming more complex
Hotel procurement looks a lot different now than it did a few years ago. External spend has always contributed to a variety of performance measures, from financial success to guest satisfaction. However, procurement’s role in business strategy has intensified since 2020.
This isn’t just because inflation has put added pressure on procurement to spend strategically. It’s also because investors, consumers, and regulating bodies are placing greater scrutiny on areas like sustainability, social responsibility, and data privacy, influencing how and where hotels acquire goods and services. More than ever, Chief Procurement Officers (CPOs) have a seat at the executive table, where decisions surrounding these priorities are made.
In this environment, the vendor contract is king. By negotiating the appropriate terms and enforcing compliance, procurement teams can ensure that hotels keep industry standards, certifications, and licences in good standing in areas like health and safety, data security, and environmental, social, and governance (ESG). As laws and regulations change regionally, effective contract management enables hotels to keep their supply chains and operations in check.
But this is much easier said than done when relying on outdated infrastructure—such as on-premise servers, siloed procurement tools, and manual workflows. This approach makes ensuring contract compliance complex, time-consuming, and error-prone. Yet, many hotels continue to operate this way, often due to a lack of buy-in for new solutions or attachment to legacy systems. Failure to comply with contract terms, such as expired licenses and certifications, can incur significant costs for a hotel, impacting both its reputation and financial performance. For example, non-compliant IT vendors could jeopardise a hotel’s data security, costing millions in remediation and customer backlash in the event of a breach.
As demands on procurement and contract management evolve, leading hoteliers are realising the importance of more efficient and thorough contract management software. According to research by PwC, 86% of procurement departments globally are now equipped with a digital procure-to-pay (P2P) solution.
Automations improve due diligence and expedite workflows
Such procure-to-pay tools are key to streamlining contract management, helping prevent outdated supplier certifications or licences from slipping through the cracks. To start, cloud-based procure-to-pay software houses the entire process in one place, making contract documents and communications consistent, safe, and easy for stakeholders to access.
Modern procure-to-pay tools can also offer advanced features like automation and data analysis powered by artificial intelligence (AI). This supports contract maintenance and allows procurement to work more efficiently. For instance, e-procurement can build contracts with pre-set templates and clauses. By analysing market trends, past supplier behaviours, and financial forecasts, the software may suggest vendors or contract terms that will drive greater value for the organisation. Contract managers can also track and make changes digitally, simplifying the process. Once a contract is approved, the software then monitors its performance and triggers alerts when deliverables are required or contract and licensing deadlines are approaching.
Procurement teams can enjoy agile workflows and have time to focus on more involved tasks, such as establishing stronger relationships with critical suppliers. Hoteliers can also avoid expensive compliance, licence, and certification violations. This not only ensures service continuity and improves the hotel’s bottom line, but builds a trustworthy and reliable supplier network.
Refine your contract management strategy with FutureLog
Contract management is an important part of procurement in hospitality, shaping everything from guest satisfaction to legal compliance and supply chain resilience. Using manual processes and outdated software is a risky approach to this function, making hotels more vulnerable to compliance violations—not to mention taking significantly more time and resources to complete. This is why a cloud-based P2P solution like FutureLog is a smart choice, generating a significant return on investment when it comes to your supplier relationships, customer loyalty, and industry reputation.
Discover how FutureLog can give you more control and peace of mind when it comes to your hotel’s contract management strategy.
About FutureLog
FutureLog provides a fully integrated, cloud-based procure-to-pay platform for the hospitality industry. We facilitate an end-to-end procurement process from purchasing, through inventory management and up to invoice processing; all available in one platform to save you time and money. The FutureLog procure-to-pay platform is the foundation for seamless connectivity between Hotel Operations, Corporate Centres and Suppliers.
Suzanne Ward
Vice President Digital Marketing and Communication
+41 41 759 1861
FutureLog AG
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