systemizing ordering and distributing supplies for STR

[Leon Lee]

Hi, fellow STR investors

I have a question on systemizing the ordering, distributing and monitoring cleaning and kitchen supplies for STR operation and would love to hear your inputs:

As my portfolio increases, I start to have issues on providing and restocking supplies for cleaners. Several of my properties have about 45 minutes to drive and I don't live close to any of them. So I wonder: 

1. What is the best way to order the supplies (i.e., Airwick, toilet bowl cleaner, k-cups and toilet paper)? I am thinking to create a Google form. Every time when we need something, cleaners need to order them via the form, so that I could make the order and keep track of the consumption of these items per property. 

2. What is the best way to distribute them to different houses? I have a primary cleaner who cleans the majority of the house. One way is to ship these items to her house and let her to distribute to different properties. But I always have the gut feeling that this is not the best way to go. 

3. What is the best way to monitor the consumption of these supplies ? Let's be honest: most of these stuff are needed in every household and I am pretty sure that some of my cleaners occasionally used some items purchased for the properties (I used to have a 3be/2ba house to consume 12 rolls of paper towels within 5 days). I wonder how more experienced STR operators keep track of these supplies?

Any experience and feedbacks will be appreciated!

Lee

[John Underwood]

I get most of this stuff from Sam's club. I can even order all of it with free shipping. Since we order in bulk it doesn't have to be replenished very often. Maybe once every month at most.

If the cleaners are taking stuff then they can just as easily take it from the house too. Not sure what to say about any potential theft, but easiest way is to have it shipped to the cleaners house or you go and personally restock once a month.

The potential theft is likely not significant on a yearly basis and if the cleaners are doing a good job and you are making money then I wouldn't lose sleep over it.