Expanding from 25 to 50 locations in one year with Negotiatus

"We wouldn’t have been able to open the number of studios we have today."



Artemis Benedetti, Regional Manager, [solidcore]


Charly Williams, Regional Manager, [solidcore]


Profile


Industry
Health & wellness

Company size
50 locations

Key metrics

Vendors automated
16

Purchasing hours saved
356/month

Line-level spend visibility
100%
[solidcore] is a health and wellness company offering a more personalized and “intensified” approach to pilates. Incredible popularity and massive effectiveness of the classes has spurred rapid growth since inception, with [solidcore] doubling its location count in the previous year alone to 50 locations.

The problem.

Multiple platforms and multiple vendors.

Artemis Benedetti, Regional Manager, recalls that for operations, “It was a mess. We had multiple user accounts on Amazon and also used Wayfair and many third party vendors for wipes, cubbies, sweatbags, etc. We were logging into accounts one at a time, shared logins, and had issues with passwords.”

For AP, the burden fell on an individual in finance to record each receipt, but no purchasing system meant the data wasn’t accessible to management. “We had multiple platforms and multiple vendors, and there was no easy way for us to track spend at the studio or aggregate level,” summarizes Charly Williams, also Regional Manager at [solidcore].

Scalable new location openings.

Without Negotiatus and consolidated ordering we wouldn’t have been able to open the number of studios we have today.

Negotiatus automated purchasing across all the vendors used for new location openings. Artemis says, “For opening new studios, we had as many as eight to ten different vendors that are now one place. It used to take about 2 days and a lot of email correspondence back and forth when things could get missed. Now it is less than a 4 hour process and I can trust everything will arrive correctly.”

Negotiatus’ dedicated support also regularly assisted: “When I place a large new studio opening order, [my dedicated representative] always reaches out to confirm the first and last day packages should arrive, which is huge for our construction teams to know when we need to be on the ground unboxing it all.”

New location spend data became immediately accessible, Artemis says, “Now we can see exactly the amount spent for each studio, and at the line level if we need to," and summarizes, “Without Negotiatus and consolidated ordering we wouldn’t have been able to open the number of studios we have today.”

Control and visibility.

It has made our processes simpler and gave us the ability to see all our spend at the product, location, and aggregate level.

[solidcore] locations and managers were onboarded in days, in a process that was “super easy – so easy I can’t even tell you exactly how long it took,” says Charly. Studios were set to order from an approved list of products across all of [solidcore]’s vendors, which “made it really easy to make sure we had brand consistency.” Charly was able to distribute purchasing across employees and set an actual process within the organization, which was formerly impossible due to the complexity and decentralization. “We needed ways to standardize and consistently implement processes. With Negotiatus, this is now part of our SOPs, and it can live somewhere and be enforced.”

To Charly, Negotiatus’ benefits with recurring orders and processes is best summarized in two areas:

  • “Having everything in one place – from setting up the accounts, people, and cost centers to placing our orders with our vendors. It has made our processes simpler and gave us the ability to see all our spend at the product, location, and aggregate level.”
  • “Cost savings – in the past we didn’t know if we were looking at the most economical product, but now we know we are saving money on all our purchases wherever possible, and it adds up quickly.”


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