BirchStreet

A well-run hotel feels effortless, but behind the scenes, procurement can either keep operations smooth or create constant setbacks. Supplies must arrive on time, invoices need to match orders, and every purchase should align with business goals. Yet, manual processes, lack of visibility, overspending and human error turn procurement into a challenge. Ingredient shortages in kitchens, mismatched invoices in finance, and last-minute stockouts at event venues drive up costs and disrupt operations.

Procurement in hospitality requires precision, and BirchStreet Systems delivers an end-to-end procure-topay (P2P) solution built exclusively for the industry. It simplifies purchasing, automates invoice processing, and enhances visibility to ensure every transaction is efficient and error-free.

Procurement software often falls into two extremes—niche solutions that lack scalability or broad platforms that overlook industry-specific needs. BirchStreet bridges this gap with a complete P2P suite tailored to hotels, restaurants, casinos, clubs, and other event venues. Every feature is designed to address real operational challenges in hospitality rather than providing a one-size-fits-all approach. Hospitality professionals play a direct role in shaping the platform.

“Our Customer Advisory Board, made up entirely of hospitality companies, guides our direction. Through three annual global customer conferences and a Strategic Supplier Council, we stay connected and ensure that our solutions align with what truly matters to our customers,” says Valerie Layman, Chief Product Officer at BirchStreet Systems.

Precision, Compliance, and Smarter Procurement in Hospitality

Effective cost control in the hospitality industry starts with enforcing spend compliance. Our Procurement solution guides employees toward purchasing from approved vendors at contracted prices, helping to avoid unnecessary expenditures before they occur. This ensures that every purchase is consistent with both brand standards and supplier agreements. By taking a structured approach, the system eliminates unauthorized spending and reinforces alignment with contracted terms and preferred vendor programs.

Manual invoice processing leads to inefficiencies, especially for businesses managing high transaction volumes. BirchStreet’s platform automates this process through electronic invoice ingestion and AI-driven OCR. With the purchase order, receiving record and invoice within the core BirchStreet platform, a 3-way match between all three records ensure businesses are only paying for what was ordered and received. Removing manual intervention reduces errors, mitigates fraud, and accelerates payments.

Beyond procurement, managing food and beverage (F&B) operations requires the same level of precision—especially for resorts and other food management companies operating multiple dining establishments, including venues. BirchStreet’s Recipe Management tracks ingredient costs, allergens, and nutritional values, ensuring accurate pricing and compliance. The system also integrates with Point of Sale (POS) systems, enabling real-time stock monitoring. For example, when a bar runs low on beer, the platform automatically triggers a restock order, preventing shortages and ensuring seamless service.

Efficient procurement is more than keeping shelves stocked—it also reflects a business’s commitment to sustainability. BirchStreet collaborates with a Sustainability Consortium to develop responsible purchasing solutions. Hotels can source eco-friendly products, comply with regulatory requirements, and meet corporate sustainability targets without disrupting operations.

Technology alone does not drive success. BirchStreet’s strength lies in its team’s deep understanding of hospitality operations. Account managers, implementation managers and the product and technical teams all bring deep hospitality and P2P expertise. Gold Standards on implementing and managing the solution specific to hospitality ensure our customer’s success. Product managers partner closely with customers to solve fundamental procurement challenges, ensuring every update delivers measurable value.

The Future of Procurement with AI

AI will continue to transform procurement, enabling businesses to automate manual tasks and make smarter purchasing decisions. BirchStreet focuses on two key AI applications—operational efficiency and strategic decision-making. Future advancements will enhance fraud detection, cost optimization, and predictive procurement. The platform will analyze historical data, identify spending patterns, and recommend purchasing strategies that reduce waste, guide optimal buying decisions and improve profitability.

As guest expectations evolve, hospitality businesses must adapt. Procurement should not be a source of inefficiency but a driver of operational excellence. BirchStreet delivers the technology, expertise, and automation needed to control costs, streamline operations, and make procurement a competitive advantage.