Luxury Resort Chain Transforms Procurement Across Caribbean Properties
Type
Luxury Resort Chain
Locations
5 Properties in Turk & Caicos
Monthly Spend
$420,000+
Investment
$839.50/month
Transforming Procurement, Elevating Luxury
On the serene shores of the Caribbean, Grace Bay Resorts runs five world-class luxury properties in Turks & Caicos. Behind the breathtaking sunsets and flawless guest experiences, however, was a hidden struggle — a complex procurement process that threatened to slow down operations and increase costs.
The Challenge
Running a 5-star resort chain on remote islands came with unique hurdles:
Supply chain complexity → Goods imported from 15+ countries with unpredictable lead times.
Price volatility → Imported items faced 40-60% price swings, making cost control difficult.
Quality pressure → Guests expect perfection, but local supplier limitations made it harder.
Multi-currency chaos → Handling payments in USD, EUR, and local currency.
Manual overload → Three full-time employees spent days managing procurement paperwork.
For a luxury brand, any slip in quality or stock availability wasn’t an option. They needed a smarter way forward.
The Turning Point
That’s when Grace Bay Resorts turned to ProcurementExpress. The implementation began step by step:
Week 1-2: Core system setup and staff training via mobile app
Week 3: Integration with existing accounting software
Week 4: Supplier onboarding and catalog creation
Month 2: Full rollout across all properties
What made the transition seamless was mobile-first flexibility — allowing managers across islands to approve orders on the go, even from the beach.
The Transformation
What made the transition seamless was mobile-first flexibility — allowing managers across islands to approve orders on the go, even from the beach.
Financial Wins
27% drop in food & beverage costs → $113,400 saved annually
$67,000 recovered by catching duplicate invoices
15% better rates negotiated using spend analytics
Achieved ROI in just 7 weeks
Operational Excellence
Procurement time cut from 40 hours → 8 hours per week
94% order accuracy ensured consistent guest experience
22% better supplier delivery performance
Zero stock-outs for 12 straight months
Quality & Compliance
100% traceability on food items (FDA/HACCP compliance)
Automated allergen tracking
Real-time expiration monitoring
Full audit-ready transparency for health inspections
The Voice of Success
"As a luxury resort, we can't afford supply chain failures. ProcurementExpress gave us the control and visibility we needed while actually reducing costs. The mobile functionality means I can approve orders from the beach if needed — it’s transformed how we operate."
The Takeaway
Grace Bay Resorts turned a chaotic, manual procurement process into a streamlined, data-driven system — saving money, improving operations, and elevating guest experiences.
With ProcurementExpress, they proved that even multi-location, multi-currency operations can achieve full ROI in under two months.
