Hospitality
OS&E
Procurement • Multi-Region

How a Global Hospitality Brand's EMEA OS&E Team Centralized Bidding and Purchase Order Execution

A small, centralized OS&E procurement team supporting hotel owners across multiple regions needed a flexible way to manage brand-compliant sourcing, bidding, and purchasing without forcing one rigid process. Fohlio gave them a shared system anchored to brand standards, bids, and POs.

Joined Fohlio
2024
Team Size
7-Person OS&E Procurement Team
Location
EMEA Region, Multiple Hotel Brands
Industry
Hospitality
The Challenge

High Bid Volume, Seven Different Ways of Working

A small team supporting diverse regions and brands needed a system flexible enough to match how they actually worked, not a rigid standard imposed on top of it.

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No Single Standard Procurement Workflow

Each of the seven team members owned projects end to end, resulting in seven different procurement workflows rather than one standard process.
👥

Complexity, Not Just Scale

Different projects, suppliers, and processes moving quickly across multiple regions made complexity — not volume — the core challenge.
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Manual Pricing and PO Effort

Supplier pricing review and purchase order creation relied heavily on spreadsheets, email threads, and manual reconciliation.
The Solution

Fohlio's Centralized Design Platform

A Flexible System Anchored to Brand Standards, Bids, and POs

Fohlio gave the team a shared operational backbone connecting brand standards, specifications, bids, and purchase orders — without forcing a single rigid workflow.

  • Brand-aligned OS&E specifications — Kept specifications tied to brand standards across every region and project
  • Direct RFQs to suppliers — Let the team issue bids to suppliers directly from within Fohlio
  • Centralized pricing and lead time review — Brought returned supplier pricing and lead times into one place for easier comparison
  • PO generation from awarded quotes — Converted awarded bids directly into structured purchase order documentation

How They're Succeeding Now

1

One Connected Workflow From Standards to POs

Each of the seven team members owned projects end to end, resulting in seven different procurement workflows rather than one standard process.
2

Faster Bid Review and Awarding

The team issues bids, reviews supplier pricing, and awards roughly two out of every ten bids more efficiently than before.
3

Streamlined PO Creation

Purchase orders are generated directly from awarded quotes instead of being built manually.
4

Less Reliance on Spreadsheets and Email

Fohlio replaced a fragmented process built on spreadsheets, email threads, and manual reconciliation.
5

Flexibility Without Sacrificing Standards

The system supports seven different working styles while still anchoring everyone to the same brand standards and procurement structure.

Looking Ahead

Fohlio: How The Designers Group Streamlined Budget & CollaborationBrooklyn Design Firm Cuts Specification Time with FohlioHow Fohlio Streamlines Cross-Team Collaboration for Design & OSEFohlio Case Study: How a Hospitality Firm Built Specs 4× FasterHow Fohlio Streamlined Resource Allocation for a Luxury Yacht BuilderAuckland Hotels: FF&E, OS&E & Procurement with Fohlio

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