The tool is now being trialled by three of Grass Roots’ clients after being developed over two years by the agency’s meetings, events and communications division.
Clients provide Grass Roots with details of other suppliers, such as AV, floristry, or delegate management, and the agency tracks information such as quote prices or spend per supplier.
Grass Roots managing director of venue procurement Des McLaughlin said that while procurement teams often had a good idea of venue spend, when it came to other suppliers there was less clarity.
"Event management companies might be used for one off events, or speakers or flowers may be booked internally by a variety of people," he said.
The tool was originally called Gateway but has now been integrated within Grass Roots’ system called Mentor, at an additional cost depending on the volume of work required.
"Unless clients have a system themselves, how do they track spend," added McLaughlin.
"In an ideal world we would love them to use Grass Roots for everything, but that is not necessarily what they are looking for. We are giving them the technology to track their spend in all areas."
Approved suppliers receive training on using the system, while bookers use the online tool to generate quotes and book services.