Top FF&E Procurement Companies for Hospitality Brands

Managing daily needs, refreshes, or expansions at a large-scale property like a hotel or conference center requires organization and access to high-quality products at competitive prices. To coordinate project vendors, companies must have visibility and control over purchase and delivery processes as well as lead times. This is much easier with the right software in place.

A procurement platform can lighten the load on procurement teams that deal with FF&E (furniture, fixtures, and equipment) needs and buyers trying to keep spending and product acquisitions in order. But choosing from among top FF&E procurement companies doesn’t have to be another massive project—if you have access to good data.

To simplify the search, we’ve compiled a list of the best FF&E procurement companies that combine flexibility and access with critical core features to make procurement processes work. Let's look at the special requirements of an FF&E-focused tool and six top options that make all kinds of projects easier.

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What is full-service FF&E procurement?

Full-service procurement for furniture, fixtures, and equipment is a comprehensive approach to purchasing for hospitality and corporate development. Instead of focusing solely on the acquisition phase, as in typical procurement management, full-service FF&E procurement considers the design, customization, purchasing, logistics, and installation aspects of large-scale projects. It also involves big-ticket purchases like furniture and replenishment of frequently used customer supplies, such as shampoo and conditioner.

Full-service FF&E is often found in projects across the hospitality and housing sectors, including:

Hotels
Multifamily residential rentals
Vacation and short-term rentals
Senior living centers
Event venues
Conference centers

Full-service procurement offers clients a seamless experience from concept to completion, ensuring all elements are cohesive and align with the project's vision and requirements. It saves time and effort by managing all FF&E needs through a single point of contact, streamlining the process while potentially reducing costs.

Tool

Hotel Budgeting Template

Growing a hotel business calls for strong process, cost savings, and commitment to guest satisfaction. Download this hotel budgeting template to achieve all three.

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Who needs full-service FF&E procurement?

Full-service procurement can be critical to success in large-scale building and refitting projects in commercial and service-based settings.

Hospitality industry renovations: In addition to maintaining daily operations, hotels, resorts, and other lodging venues routinely build out new locations and refit existing properties. These hospitality projects benefit from full-service FF&E procurement to ensure a seamless design and efficient procurement of furniture, lighting, and plumbing fixtures, consumables, and other equipment.

Corporate office fit-outs: Companies moving into new office spaces or refurbishing existing ones need a comprehensive FF&E strategy to ensure their workspace is functional, aesthetically pleasing, and aligned with their brand identity.

Healthcare facility upgrades: Hospitals and healthcare facilities updating patient rooms, lobbies, or common areas will find full-service FF&E procurement invaluable for balancing comfort, functionality, and regulatory compliance.

Retail store launches: Retailers opening new locations or revamping current stores require a cohesive approach to FF&E to create inviting shopping environments that reflect their brand image.

Restaurant makeovers: Establishments in the food service industry seeking to create unique dining experiences benefit from full-service FF&E procurement for selecting the right fixtures, furniture, and kitchen equipment to complement their culinary theme.

Event space design & setup: Venues hosting conferences, weddings, or exhibitions need tailored FF&E solutions that adapt to different themes and client requirements while ensuring comfort and style.

Where to source vendors for FF&E projects

Sourcing high-quality vendors for FF&E projects is vital to achieving the desired atmosphere and functionality. Having the right suppliers ensures fixtures, furniture, decor, and consumable products meet the aesthetic customers expect while providing good value. Vendor selection impacts customer satisfaction, brand image, and project success.

Group purchasing organizations (GPOs): Group purchasing organizations leverage their members' collective buying power to create a strategic sourcing advantage. Since GPOs often have pre-negotiated contracts with a wide range of vendors, they can create significant cost savings without compromising quality or selection. While these benefits are attractive, it’s also important to understand the limitations of the GPO model.

Online platforms: Online marketplaces and vendor platforms may simplify sourcing FF&E suppliers by offering multiple options in one place. They help businesses compare prices, quality, and customer reviews to ensure informed decision-making. Some platforms also have features for procurement teams to visualize products in a space, direct negotiation and request for proposal (RFP) options, and tools that track payments and orders.

Trade shows and publications: Trade shows and publications offer industry-focused methods for finding potential supply partners. At trade shows, FF&E stakeholders can engage directly with vendors, check out their products, and have real-time discussions about project needs. Trade magazines and reports also offer valuable insights by highlighting industry trends and supplier news. Engaging with these resources helps businesses stay informed when seeking reliable FF&E suppliers that meet project requirements.

Procurement platforms: Cloud-based procurement services streamline the FF&E sourcing process by offering a comprehensive online marketplace where businesses can find and connect with suppliers. These platforms allow for quick product and price comparisons for informed decision-making. They aid in direct vendor communication, RFP management, and order tracking. Ultimately, procurement technology ensures a more transparent, competitive process that leads to better outcomes for hospitality FF&E.

Tool

Hotel Budgeting Template

Growing a hotel business calls for strong process, cost savings, and commitment to guest satisfaction. Download this hotel budgeting template to achieve all three.

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The top FF&E procurement companies of 2024

FF&E procurement companies offer a range of tools designed to cater to the specific needs of hospitality businesses. They include specialized platforms focused solely on furniture or equipment and more comprehensive solutions that cover the full spectrum of FF&E needs.

The best options offer a variety of high-quality products across categories, acting as one-stop shops that adapt to changing project needs without sacrificing quality or value. They also provide end-to-end procure-to-pay services to help organizations manage orders and payments.

1. Order.co

Order.co offers a full suite of features to help hospitality brands build out their FF&E projects across categories and property locations. For growing hotel brands (like Lark Hotels), Order.co offers dynamic, curated catalogs of the best goods, furniture, equipment, and decor. Its user-friendly interface and cloud design ensure every stakeholder working on an FF&E project can maintain consistent presentation and quality while taking advantage of competitive pricing.

Pros

The platform allows purchases from current vendors through a vendor–agnostic API.
Finance can consolidate payments across vendors to pay for multiple orders within a project at the same time.
The centralized approach to procurement allows buyers to order goods for several locations while maintaining invoicing and payment functions in one place.
The spend analysis feature helps project teams understand granular costs while still providing an at-a-glance view of spending and full budgetary control.
The system helps find replacements during stockouts, ensuring consistency in every property's and project's design and customer-facing presentation.
Users can access up to $500,000 in working capital through Order.co Financial Offerings.

Cons

Some reporting options are currently under development. The team is making constant improvements to the reporting function to support every vertical.
The platform doesn’t offer design or clipboarding functionality for the visual design components of an FF&E project.

2. Fohlio

Fohlio is an FF&E procurement platform designed to streamline the sourcing, specification work, and order management process for architects, interior designers, and other facilities professionals. With its comprehensive database and intuitive design tools, Fohlio aims to transform how industry professionals handle fixtures, furniture, and equipment from project inception to completion.

Pros

The platform offers a web clipper that allows users to pull together design ideas for the project.
Its digital library is helpful for creating spec sheets for visual referencing.

Cons

Larger projects may cause the load speed to slow down.
Users report that it’s difficult to cancel and receive a refund or adjustment for unsatisfactory performance.
Users also report platform glitches like duplicate products, lost product information, or incorrect spend calculations.

3. Avendra

This hotel-focused supply chain management tool simplifies how hotels and other hospitality venues manage FF&E procurement. It offers specialized features to oversee suppliers, inventory levels, and equipment lease contracts for big-ticket items like elevators and escalators. The platform helps FF&E procurement specialists manage costs and optimize daily operations in categories like food service, housekeeping, and shipping.

Pros

Avendra features a procurement module (iBuyEfficient) as part of procurement management.
It helps procurement specialists manage operating supplies, FF&E purchasing, and service contracts.
Avendra offers integration with other popular hospitality software services and tech stack options.

Cons

Not much information about iBuyEfficient is available without speaking to a sales manager.
There is no top-level view feature for property location POs.
The system does not currently allow users to track the receiving status of orders.

4. Houzz Pro

Houzz Pro is an all-in-one business management and marketing platform for renovation and design professionals. This comprehensive software tool offers an array of features aimed at streamlining project management, enhancing client collaboration, and boosting online visibility. With tools for generating detailed proposals, creating accurate estimates, and managing invoices effortlessly, Houzz Pro simplifies the financial aspects of projects. It has integrated CRM functionality to help users track leads and communicate with clients. It also integrates marketing solutions like premium directory listings and targeted local advertising to help professionals increase reach and grow their businesses.

Pros

The price point for the platform is competitive for the features included.
Its estimating and invoicing tools are user-friendly and straightforward.
Users like the CRM feature, especially for design-heavy brands like interior designers.

Cons

Customer service is hard to reach and not as helpful as some users would like.
The platform is difficult to navigate until you get the hang of it.
Pricing is not as competitive from a lead generation standpoint.

5. Sigma Sourcing

Sigma is a hospitality procurement tool and full-service FF&E and OS&E procurement company serving hotels and industry brands that need design, hotel budgeting, and procurement management tools to complete large-scale projects. It incorporates many features needed within FF&E, including competitive bid management, room matrix budgeting, and design import tools.

Pros

The platform's mobile app offers easy access to its most popular features.
It offers vendor payment options for processing invoices and tying those payments to active projects.
The tool has advanced budgeting features for estimating costs by room type for large FF&E projects such as hotel builds or refurbishment projects.

Cons

The platform is best for large projects that need complex build-out management and client-side reporting capabilities.
Room matrices are great for hotels and residential rentals but may not be flexible enough for other types of projects.