Pacaso standardizes procurement across 40+ vacation home markets
How Pacaso streamlines vendor management, upholds brand standards, and identifies cost-saving opportunities with Order.co.
Pacaso at a Glance
vendors in one platform
products centralized
properties’ purchasing simplified
The Challenge
Disjointed procurement: Teams at each property independently placed orders, limiting visibility and control
Purchase order overload: Furnishing and stocking each home with hundreds of items led to countless POs
Inconsistent product quality: Using an open Ecommerce marketplace, like Amazon, without controls resulted in varying product quality
With at least 40 active markets that operate independently, Pacaso brings a unique offering to the world of luxury vacation homes – along with the operational complexity that comes with rapid scale. That’s where Maria Jimenez steps in. As Pacaso’s Sourcing Manager, she stays laser-focused on ensuring every home has the right supply of goods at the right quality at the right price. To support this goal, she spends her days sourcing high-value products, negotiating better prices with vendors, and strategizing ways to drive Pacaso’s growth.
As Pacaso rapidly expanded, it became increasingly difficult to manage procurement. Local teams placed orders for each property with limited oversight and budget controls, causing headaches for Maria due to the sheer volume of products that every home needed. “We place orders for about 200+ SKUs on stock supplies and 150+ SKUs on OS&E – and that's per property,” Maria shared. “It became challenging to centralize the operation and follow through with all the expenses and approvals.”
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Manual processes like tracking invoices and handling 120+ vendor relationships added further strain, particularly during busy season. “We’d scan through different inboxes – sometimes unattended inboxes – to see invoices, make sure that we're paying on time, and get them processed through the right channels.” The repetitive, tedious process of hunting down invoices and routing them properly consumed valuable team bandwidth, making it difficult for staff to focus on higher-impact tasks.
With invoice notifications spread across multiple inboxes, paying vendors in a timely manner was no easy feat. Maria explained, “It can actually delay the orders. [Suppliers] don't get paid on time because we have processing times for accounting teams to get the invoice registered and paid, and sending the status to the vendors.” Missing payments and delayed orders had the potential to stall deliveries, push back onboarding timelines, and ultimately disrupt the homeowner experience. The impacts of these inefficiencies would only compound as the business grew, so Maria took the initiative to make positive changes.
The Solution: Centralizing purchasing and vendor management
After using Order.co in her previous role at AvantStay, Maria saw an opportunity to replicate the streamlined vendor management and standardized purchasing that she experienced with the platform. When she recognized similar operational pain points emerging at Pacaso, she championed Order.co as the solution.
With a centralized procurement platform now at her disposal, Maria got to work tackling Pacaso’s biggest challenges. Using Order.co's AI that generates custom catalogs based on a business's purchasing history, she onboarded products from vendors like Amazon and Target into one centralized purchasing platform, making it easy to manage repeat orders for their suppliers and build preferred product lists for each home. Consolidating vendors also ensured consistent quality and brand alignment. Maria shared, “Everyone is used to Amazon Storefront operations, but a lot of times it's not brand standard. Part of us bringing on Order.co is to guardrail the type of products that our teams buy to make sure that we're on brand.”
Simplifying purchasing was key due to the hundreds of SKUs needed at each property. “Imagine the amount of POs that we would have to send out from different vendors if it weren’t for Order.co consolidating all orders into one.” Consolidation allowed Pacaso to streamline its ordering process into a single, cohesive workflow. Instead of managing dozens of vendor interactions per home, teams could place orders through a unified platform.
The Outcome
Boosted operational efficiency
With a one-stop shop for their procurement needs, the teams at each Pacaso property can reallocate their time to focus on growing the business and enhancing owner experiences. “The team appreciates that [Order.co is] taking a lot of manual and repetitive tasks off their plate – like tracking down invoicing or managing multiple vendor communications. They're more focused day to day and less reactive, which translates to better execution on the ground,” Maria highlighted.
Time savings during property onboarding have been substantial, especially during high-growth periods. “We're saving dozens of hours each month, especially during peak seasons when we're onboarding multiple homes,” Maria shared. Turning over a property typically took more than two months, requiring furnishing, stocking, setting up services, and coordinating deliveries across teams and markets.
Shortening this process is a significant benefit considering how speed-to-market directly impacts Pacaso’s revenue potential. Maria explained, “Order.co helps us move faster without sacrificing accuracy or control, which is huge when we're operating across many markets.”
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Streamlined vendor management
Spending hours each month manually managing dozens of vendors and countless orders became a challenge of the past. “I no longer have to be engaged in so many different RFPs because Order.co leverages their vendor network for our common goods and stock supplies to automate the ordering process.” With Order.co’s built-in sourcing AI and 15k+ supplier network, Pacaso receives context-aware product recommendations based on thousands of real transactions across its user base. Plus, if an item is out of stock, the AI suggests alternatives from top vendors – factoring in location, reliability, and price history.
Ensuring these quality products arrive at the right homes at the right time has also become much less complex. “Order.co makes it easier for our teams to set up their preferred products for each home, for each market,” Maria shared. “It's great to have scheduled deliveries and have more control of when we're receiving products at the homes.” Since managers aren’t always on-site at each property, the ability to schedule deliveries ensures that a Pacaso team member is available to receive them, preventing packages from being left unattended, misplaced, or arriving before the home is ready.
Enhanced spend visibility and flexibility
Pacaso’s newfound spend visibility enables the team to identify trends that inform procurement decisions. With Order.co’s granular reporting capabilities, Maria can instantly view spending across all vendors, products, and properties in one platform. “[Order.co] gives us clear insight into spending patterns, which really does help us identify opportunities to optimize better pricing with our suppliers,” Maria described.
Flexibility has also improved, enabling rapid adaptation in the face of changing needs across markets. Managing both goods and services in one place means that Pacaso can respond faster to both on-the-ground needs and evolving owner expectations. “We’re leveraging Order.co not only on the product side, but also on the services. We've used the [virtual cards] for spend like Hulu, Peloton subscriptions, and pest control. It helps us be quicker at pivoting and accommodating to different demands across the different markets.”
Preparing the homes for new homeowners and seasonal upgrades is now much simpler and standardized. With faster payments through the virtual card, Pacaso can turn over homes with ease. “Leveraging the credit card payments has been key for us to avoid any delays as we have to turn over our properties really quickly,” Maria shared.
Looking ahead, Maria sees Order.co as a critical part of Pacaso’s operational success. “Order.co will continue to enable us to maintain consistency, control costs, ensure visibility and supply. It's positioned to support both our day-to-day needs and long-term expansions.”