XpresSpa

Saving 9.6% on products and simplifying delivery into airports

How XpresSpa sourced $68,000 in product savings and improved its approval process and budgeting with Order.

About

XpresSpa is the industry-leading luxury travel spa business, serving almost one million air travelers each year.

INDUSTRY

Spa & Wellness

COMPANY SIZE

50 locations (in 21 airports)

“Order has allowed us to make decisive choices to provide our people with the best tools and our customers with exceptional service.”

TESH RAMSARUP

OPERATIONS MANAGER, XPRESSPA

Tesh Ramsarup, Operations Manager at XpresSpa, is responsible for managing the operations across the company, as well as overseeing cost management initiatives and purchasing.

The Problem

“We were in desperate need of an integrated, easy-to-use platform to really take our procurement to the next level.”

INVOICE OVERLOADOver a million invoices every year with no organized payment process
MANUAL AP PROCESSSlow and costly 3-way match process—with thousands of receipts
LACK OF SPEND VISIBILITYFrequent “surprise” invoices and lack of control over each location’s spend

With more than 750 employees across 50 locations in 21 airports, XpresSpa had a very limited number of preferred shipping carriers, brands, and products that were authorized at the corporate level in an attempt to reduce the number of managed systems, vendors, and SKUs. Even though the mandate was 100% compliance to these requirements, an audit by Order revealed an adherence rate closer to 70% due to the difficulty locations had placing and tracking their ordering.

The Solution

“Order’s integration with Workday has saved our teams so many extra steps. It’s really been a game-changer for us.”

XpresSpa partnered with Order in September of 2016 and immediately rolled out to each location. XpresSpa started by targeting cleaning supplies (about 30% of spend) as a low-risk way for employees to gain familiarity. Every in-store manager received their own log-in, verification system, and a training session from a dedicated Order representative.

Given the rapid early success, XpresSpa decision-makers pushed forward on a full-spend rollout, which was accomplished within one week and included both online e-commerce vendors and vendors that required emailed purchase orders.

Very quickly, XpresSpa was able to successfully integrate Order into their operations—centralizing their purchasing process, automating vendor payments, and nurturing global expansion—across 18 countries, and counting.

$68,000 (9.6%)

First year strategic sourcing savings

Reduced from 100% to 47%

Management approvals needed per order

Raised from 70% to 100%

On-catalog compliance

The Outcome

SUPER-POWERED PURCHASING

After the rollout, locations and managers expressed how thrilled they were to order every SKU on one platform, and key operations leaders were given instant logistical relief and complete visibility.

Order’s platform identified multiple new vendors that adhered airport security standards, could deliver on logistical necessities, and maintained preferred brands & products. As a result, year-one product savings amounted to over $68,000 (9.6%).

STREAMLINED APPROVALS AND BUDGETING PROCESSES

In addition, corporate managers were given a single platform to manage approvals. Budgets were set for locations to keep spend in check, and approvals were only needed to verify purchases over a predefined monthly budget, product category budget, or vendor-specific budget. As a result, on-catalog compliance grew from 70% to 100%, and the number of orders needing a manual approval dropped from 100% to 47%.

Words of Advice from Tesh

““​​From our first meeting in Spring 2016 to now, Order has helped us find savings and solutions to match ever-increasing demand. The knowledge gained over the past 3 years has allowed us to make decisive choices to provide our people with the best tools and our customers with exceptional service — all while being conscientious of spending. While the savings in dollars is clear to see, the immense time-savings for our spa field teams and spa support center cannot be underrated; any opportunity to remove a distraction and focus on our business is a welcome addition.” ”

Simplify today so you can anticipate tomorrow.