NY Kids Club & NY Preschool save an average of 25 hours a week in labor and gain efficiency in ordering

Kasey Watkins, Administrative Assistant, oversees ordering systems for NY Kids Club. Kasey and her team are tasked with maintaining the brand standards of materials and facilitating spending within budgets.

The problem

Cumbersome purchasing process: Purchasing across all locations was a one-woman operation

Scattered communication: Order requests were sent via email, with no particular cadence

Hours spent sourcing: Comparing prices across dozens of vendors was lengthy and tedious

NY Kids Club relied on a single contact to handle ordering across their locations. 17 locations would send Kasey Watkins, Administrative Assistant, a list of items they needed for the week, and she would purchase them from various websites. This purchasing process was cumbersome; centers were required to take inventory of their supplies, and Kasey and her team spent hours sourcing products and building carts across various vendors.

The solution

NY Kids Club & NY Preschool partnered with Order.co to provide all 17 locations with a easy-to-use system to streamline its purchasing process.

“The Order.co team walked us through each step, putting forth tasks that we were able to accomplish each week.” Linking 14 vendor accounts, uploading products with specific titles, categories, complex coding and budgets.

Kasey recounts “Order.co hosted training for our team introducing us to its already intuitive system, which allowed current and new members to quickly acclimate.”

Order.co provided NY Kids Club Center Directors and Educational Directors with a dashboard of approved products from various vendors, with one cart to check out. Kasey says, “Upon switching to Order.co we were able to take time to review and not only choose affordable products, but materials of the best quality product to meet the needs of the business."

The outcome

Crystal clear analytics

Order.co’s real-time analytics instantly gave NY Kids Club a holistic view of their spend across all their vendors. “I love the 'Analytics' page – I live in it. It is really important to us to assess where we spend the most money and where we can save.”

Leveraging vendor relationships to save big

NY Kids Club also realized the benefits of Order.co’s automatic sourcing engine, which found savings by optimizing the vendors from which products were fulfilled and leveraging relationships and volume in the Order.co network.

Consolidating all vendors

Migrating all of its purchasing to the Order.co platform, the NY Kids Club team saved hours on purchasing because purchasers selected products directly from the Order.co site instead of each individual vendor. Plus, it allowed for locations to create their own respective order lists. “Saving time on ordering allows our devoted team to focus on our families,” Kasey shares.