ERP Implementation2 min read
ERP Implementation Team: Roles and Responsibilities
Who you need on an ERP implementation team: sponsor, project lead, key users, data owner, consultants and developers, with realistic time commitments.
Industry · Retail & Commerce
Hospitality ERP for the back office behind the guest experience
Hotels run on specialised front-office systems — the property management system, channel managers, restaurant POS. Behind them sit procurement, inventory, maintenance and finance, often handled with spreadsheets and a basic accounting tool.
- M01Purchasing
- M02Inventory
- M03Accounting
- M04Maintenance
- M05Integrations
- M06Reporting
Context
ERP in hospitality
An ERP for hospitality focuses on that back office, integrating with front-office systems rather than replacing them.
01Operational challenges
What usually breaks before the ERP project starts
01
Fragmented procurement
Each department and property buys independently.
02
F&B and housekeeping stock
Outlet inventories counted irregularly with high variances.
03
Maintenance tracking
Room and equipment issues logged on paper.
04
Multi-property consolidation
Financials consolidated manually each month.
02Core flows
How the ERP should handle each part of the business
- Sales flow
- Revenue flows from PMS and POS; group and event sales may be invoiced from the ERP.
- Procurement
- Central purchasing with approved suppliers and approval workflows by department.
- Inventory
- Stores, outlets, minibars and housekeeping supplies tracked by location.
- Warehouse
- Central store issuing to outlets and departments.
- Accounting
- Multi-property ledger, USALI-style reporting structures where used, and consolidation.
- CRM
- Corporate accounts and event clients.
03Industry workflows
Workflows specific to hospitality
01
Purchase requisitions
Departments request, managers approve, purchasing orders centrally.
02
Outlet transfers
Stock issued from stores to bars, kitchens and housekeeping.
03
Maintenance requests
Issues logged, assigned and closed with costs.
04
Daily revenue import
PMS and POS revenue posted to the ledger daily.
04 — Reporting
Reports that should come out of the system, not a spreadsheet
- Departmental P&L by property
- Cost of sales by outlet
- Purchases by supplier and department
- Maintenance response time and cost
- Inventory variances by outlet
- Budget vs actual
05 — Compliance
Compliance considerations
Food safety, health and safety, payment card security and tax rules on accommodation. Card data should remain in certified front-office systems.
Regulatory requirements vary by jurisdiction. We configure the system to support your obligations; confirm specific rules with your auditor or compliance advisor.
06 — Integrations
Systems the ERP needs to talk to
PMS, restaurant POS, channel managers, payroll and procurement marketplaces are typical integrations.
07AI opportunities
Where AI is genuinely useful here
Practical uses that sit on top of clean ERP data. None of them replace getting the core transactions right first.
01
Invoice processing
Capture supplier invoices across properties.
02
Maintenance triage
Classify maintenance requests by urgency and trade.
03
Budget commentary
Draft variance explanations for monthly reports.
08ERP modules
Modules a typical deployment includes
- M01Purchasing
- M02Inventory
- M03Accounting
- M04Maintenance
- M05Integrations
- M06Reporting
- M07HR
- M08Documents
09Roadmap
Implementation roadmap
- 01
Finance and procurement
Chart of accounts and purchasing live.
- 02
Inventory
Stores and outlets.
- 03
Integrations
PMS and POS revenue feeds.
- 04
Maintenance
Work orders and asset history.
10Common mistakes
Mistakes we see repeatedly
01
Trying to replace the PMS
Integrate with specialised front-office systems instead.
02
No approval controls
Decentralised buying needs approvals.
03
Ignoring outlet counts
Regular counts control cost of sales.
04
Manual consolidation
Multi-company setup removes spreadsheet consolidation.
Explore further
Related services, solutions and platforms
Insights
Related reading
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ERP User Adoption: Training That Actually Works
Why ERP adoption fails and how to fix it: role-based training, key users, floor-level sessions, quick reference guides, and measuring adoption after go-live.
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How to Choose an ERP Consultant (and Avoid a Bad One)
How to compare ERP consultants and implementation partners: references, delivery model, pricing, contract terms and questions that expose weak firms.
FAQ
Frequently asked questions
Does the ERP replace our PMS?
No. The PMS handles reservations and guests; the ERP handles procurement, inventory, maintenance and finance, integrated with it.
Can we manage several properties?
Yes, with multi-company accounting and consolidated reporting.
Can departments raise purchase requests?
Yes, with approval workflows before purchase orders are issued.
Similar industries
Industries with related workflows
RetailMulti-store retail ERP: POS, store replenishment, promotions, loyalty and unified stock across channels.eCommerceERP for online brands: multi-channel orders, marketplaces, fulfilment, returns and true unit economics.RestaurantsRestaurant group ERP: recipe costing, central kitchen, purchasing, POS integration and food cost control.
Next step
Back office still on spreadsheets?
We will map a hospitality back office around your front-office systems.