Halving supplier evidence review time across regional properties

The Challenge

Aldergate Hotels & Suites needed a consistent way to collect supplier documentation across regional properties. Sustainability staff were reviewing evidence in five different formats, from scanned PDFs to emailed spreadsheets, with no reliable audit trail.

Implementation

Ordinant Carbon Solutions gave Aldergate a structured intake process:

1. Define required evidence types by property tier and region
2. Assign local champions at each hotel to manage submissions
3. Enable regional VPs to review and approve before corporate sign-off

Properties that previously submitted incomplete packets now receive automated prompts when documentation is missing or expired.

• Energy — utility bills and supplier attestations
• Waste — hauler invoices and diversion reports
• Water — municipal statements and treatment records

“Evidence review used to be a fire drill every quarter. Now it’s a managed workflow.” — Priya Deshmukh

Outcomes

The team now processes evidence requests in a fraction of the time, with review cycles cut roughly in half and far fewer resubmissions at quarter close.