Start with a room and product matrix
For each property, record room types, wash items, expected opening date and delivery address. Identify which items need bottles, cartridges or refill packs. If the rollout has multiple locations, mark whether the same artwork and hardware apply at each one. Assign a person at the pilot site to report observations so procurement receives comparable feedback across rooms and replenishment shifts.
- Separate existing hardware from equipment still under consideration.
- Mark any location-specific label or presentation requirement.
Sign off on the filled room sample
Set up a sample room and ask staff to restock it using the proposed pack. Observe how they identify the wash item, fit or open the pack, and record low stock. Review the label, dispensing and storage together. Document any change against the exact filled sample and component reference, then review the revised combination before extending the pilot to additional rooms.
- Confirm the contents list and the mock room placement.
- Capture artwork version and packaging references on the approval record.
Prepare opening and repeat order lines
Request the quotation by property, wash item and pack format. List opening stock, backroom reserve and planned repeat orders as separate quantities. Ask which lines include artwork, samples, outer cartons or delivery, then confirm the commercial terms for the accepted configurations. Give each receiving team the approved item list so they can compare carton markings and quantities when shipments arrive.
- Give each delivery address its own dispatch line.
- Agree on the item references staff will use to request replenishment.