Hospitality
Simpler purchasing for hotels, restaurants and their suppliers
Hospitality groups buy food, beverages, linens, amenities and equipment from many distributors and suppliers across many locations. ECOM automates the ordering, invoicing and catalog data behind that purchasing, and connects it to procurement and accounting systems.
At a glance
- Purchase order automation
- Electronic invoicing
- Catalog and price files
- Payments and remittance
- Multi-property accounting integration
What is hospitality EDI?
Hospitality EDI is the electronic exchange of purchasing documents between hotels, restaurant and foodservice operators and their distributors and suppliers. It typically covers purchase orders, acknowledgments, ship notices, invoices, price catalogs and payment remittances, often routed through procurement platforms and linked to multi-property accounting systems.
Challenges
Integration challenges in hospitality
Many locations, many suppliers
Each property or restaurant orders from several distributors with different formats.
Invoice volume
High volumes of supplier invoices strain accounts payable teams.
Price and catalog accuracy
Contract pricing must match what distributors invoice.
How we help
How ECOM supports hospitality companies
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Purchase order automation
Send orders from procurement systems to distributors and suppliers in their required format.
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Electronic invoicing
Receive EDI invoices or convert PDF invoices with SmartConvert.
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Catalog and price files
Process 832 price catalogs to keep procurement systems current.
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Payments and remittance
Exchange 820 remittance data with suppliers.
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Multi-property accounting integration
Route documents to the right property and general ledger.
Documents and standards
Common transactions
Common X12 documents in hospitality and foodservice purchasing.
| Code | Document | What it does |
|---|---|---|
| 850 | Purchase Order | Orders goods from a distributor or supplier. |
| 855 | Purchase Order Acknowledgment | Confirms items and substitutions. |
| 856 | Advance Ship Notice | Details the delivery. |
| 810 | Invoice | Bills for delivered goods. |
| 832 | Price/Sales Catalog | Shares items and contract prices. |
| 820 | Payment Order/Remittance Advice | Explains supplier payments. |
Scenarios
Typical integration scenarios
Hotel and resort groups
Automate purchasing and invoicing across properties.
Restaurant chains
Connect locations with broadline and specialty distributors.
Hospitality suppliers
Meet customers' EDI and procurement platform requirements.
Trading partners
Hospitality partners we connect with
Examples of hospitality trading partners ECOM can connect your business with.
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Frequently asked questions
Can suppliers who do not support EDI be included?
Yes. Suppliers can use WebEDI or send PDF invoices that SmartConvert processes into the same workflow.
Do you integrate with hospitality procurement platforms?
ECOM integrates with procurement and accounting platforms through EDI, APIs or files. Support for a specific platform is confirmed during scoping.
How does price catalog data help?
Loading 832 catalogs keeps procurement systems aligned with contract prices, which reduces invoice discrepancies.
Talk to an integration expert
Tell us about your partners, systems and goals. We will show you how PRISM and our team can help.