Goudelis Apartments (Corfu) — Supplier Control & Procurement Mechanics

Case study title: Supplier Control System: predictability, cost control, fewer surprises
Goal: Build procurement governance: supplier panel, ordering workflow, receiving, invoice control.

Starting point

• Ad-hoc supplier choices

• No standard items / no par levels

• No receiving checks and invoice mismatches

Systems installed

• Approved Supplier Panel + scoring

• Standard Items list + par levels

• Purchasing workflow + receiving + invoice match

Deliverables

• Supplier scorecard (price, reliability, lead time, issues)

• Standardize items sheet (SKUs, specs, approved substitutes)

• Par levels + reorder points

• Receiving log + invoice control log

• Monthly supplier review rhythm

Results 

• This supplier control system is now live across hotel ops (f&b, housekeeping, amenities, maintenance consumables, linens). KPIs are being tracked over the first 30–90 days to confirm adoption and quantify impact.

KPIs we’re tracking

• Cost variance across core categories (amenities / chemicals / linens / maintenance consumables): baseline set → tracking reduction (%)

• Stockouts / emergency buys (guest-impact items like towels, toiletries, cleaning supplies): tracking incidents per month (#/month)

• Invoice discrepancies (price mismatches, missing items, unapproved substitutions): tracking cases (#)

• Time saved per order cycle (ordering + receiving + invoice checks): tracking hours/week

Results will be updated after 1–2 full operating cycles (including supplier review).