MRO and Parts Spend Controls

MRO and parts spend leaks because it is urgent by nature:

• maintenance teams need parts fast
• buyers order from whoever answers first
• SKU sprawl makes pricing incomparable
• emergency buys bypass approvals
• invoices are messy and hard to audit

This collection installs a beginner-safe operating system to reduce cost without breaking uptime:

• move repeat buys into a catalog and guided buying flow
• control emergency procurement with clear exception rules
• reduce pricing variance and markups with simple governance
• quantify the opportunity with a savings estimator and memo

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Who this collection is for

• Operations and maintenance teams who need speed without chaos
• Procurement teams driving vendor consolidation and pricing discipline
• Finance and AP teams trying to reduce leakage and improve audit readiness
• Leaders who want measurable savings without slowing down repairs

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What you will install

By the end of this collection you should have:

• a basic MRO catalog and guided buying approach for repeat items
• an emergency procurement and exception control workflow
• a pricing variance and markup control playbook
• a quantified annual savings estimate with a 30 / 60 / 90 plan

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How to use this collection

Install in this order:

1. Catalog and guided buying
2. Emergency procurement and exception controls
3. Pricing variance governance
4. Savings estimator and stakeholder memo

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Beginner-safe definitions

MRO: maintenance, repair, and operations spend (parts, consumables, tools, small equipment).

Catalog: a controlled list of approved items with consistent pricing.

Guided buying: a purchasing flow that nudges users toward approved suppliers and items.

Spot buy: a one-off purchase outside contracted pricing.

Price variance: paying different prices for equivalent items due to vendor, SKU, or timing differences.

Emergency procurement: purchases made to avoid downtime (often used as a loophole without clear definitions).

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What good looks like

• repeat items are bought through catalog or approved suppliers
• emergency buys are defined and reviewed, not treated as normal
• pricing variance declines over time
• expedited shipping and rush fees decrease
• savings show up in spend trend, not just analysis