As hotel operators wrap up one of the most demanding times of the year (budget season), many are reminded that capital planning remains one of hospitality’s most important and time-consuming administrative duties. But for companies using the Quore CapEx management tool, the process has become faster, clearer, and dramatically less stressful. Designed specifically for hotel operations and asset management, Quore’s CapEx tool replaces spreadsheets, binders, and email chains with an organized digital workflow that streamlines requests, accelerates approvals, and can improve long-term financial forecasting.
Budgeting for capital expenditures, including furniture, fixtures, and equipment (FF&E), mechanical systems, technology infrastructure, and property improvements, is notoriously complex. Gathering bids, validating needs, routing approvals, and forecasting replacements can take weeks or months for many management companies. Quore eliminates that friction by connecting capital planning directly with the system that operators already use for daily workflow, maintenance, and communication.
We know budget season is one of the most stressful times of the year for hotel teams. Our CapEx tool helps management companies map out budgets, streamline approval flows, attach supporting documentation, and forecast needs up to 15 years ahead. It takes the confusion and chaos out of the equation. Richard Bradbury, Vice President of Product at Quore
Budget Season, Simplified Through Automation
Instead of juggling documents or relying on outdated spreadsheets, hotel teams using Quore begin with a simplified digital asset profile. When a property is onboarded, every piece of equipment (HVAC units, kitchen systems, guestroom case goods, IT hardware, and more) can be logged into Quore’s Inventory app per property.
From there, Quore’s CapEx workflow enables operators to:
- Submit and approve requests instantaneously
- Keep track of pending and in-progress requests
- Identify recurring repair patterns with visibility across an entire portfolio
- Attach vendor bids, quotes, supporting documentation, and photos directly to each request
- Forecast asset replacements up to 15 years in advance
- Easily convert work orders into CapEx requests
This ensures decisions are based on actual asset performance, not guesswork.
Real-World Impact: OTO Development’s Journey with Quore
Few operators understand this transformation better than Kevin DeMark, Senior National Director of Facilities at OTO Development. DeMark, who has been with OTO for 20 years and oversees facilities management for 55 hotels, said the company’s shift to Quore CapEx was a turning point.
When we first began exploring CapEx tools, everything was managed through Excel and handwritten notes,
DeMark said. There was no visibility, no workflow, so we were concerned things might slip through the cracks. We needed something electronic—something consistent. Quore offered all of that out of the box.
OTO tested multiple systems side by side, piloting Quore in five hotels and another solution in five. The difference was immediately clear.
Quore grew with us,
DeMark said. The other system just wasn’t evolving. As we took on new hotels, sold others, or changed managers, Quore was the standard. Now every property, even newly opened ones, launch with Quore from day one.
DeMark highlighted several advantages that have reshaped OTO’s CapEx process:
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Multiple bid comparison:
Having all bids attached in one place ensures discipline and transparency.
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Photo documentation:
A picture tells a thousand words, helping our corporate team understand on-property conditions immediately.
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Workflow-driven collaboration:
It’s not a one-way submission—it’s a conversation between general managers, regional teams, and corporate.
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Historic data visibility:
We can see lifecycle patterns of assets.
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Improved leadership alignment:
Weekly CapEx meetings supported by Quore have boosted the speed of approval decisions.
DeMark also noted the convenience of mobile approval capability, which he called a coming game-changer for regional leaders who are always on the move.
Continuous Enhancements Improve Efficiency Portfolio-Wide
This year, Quore launched a new CapEx Report designed to give hotel teams visibility into capital expenditure requests at every stage of the process. The report allows users to easily filter and review requests in real time. Quore also introduced greater flexibility within the approval workflow, ensuring smoother, more customizable routing across teams. And with the latest expansion to mobile, approvers can now review and take actions directly from their mobile device, empowering faster decisions from anywhere.
These enhancements reflect our commitment to supporting both property teams and above-property leaders,
said Bradbury. The goal is to make CapEx not just easier, but more accurate, more transparent, and more strategic.
As operators shift from this year’s budget cycle into execution mode, tools like Quore help them move from reactive spending to proactive planning. Linking capital requests to operational data enables companies to extend asset life cycles, forecast expenses with accuracy, and protect revenue by reducing unexpected capital expenses and emergency repair costs.
Budgeting doesn’t have to feel overwhelming,
OTO’s DeMark said. Quore gives us the visibility, communication, and historical insight we need to plan responsibly and execute confidently.
About Quore
Quore empowers hoteliers to elevate guest experiences and optimize operations. As the leading hospitality operations platform, we streamline workflows across housekeeping, front desk, engineering, and management. Our solutions, trusted by over 7,400 hotels worldwide, including brands like IHG, Marriott, and Choice, simplify daily tasks from managing maintenance and guest requests to conducting inspections and tracking capital expenditures. Founded in 2012, Quore is a Tennessee-based company recognized for its rapid growth and commitment to employee well-being. Quore was named to the Inc. 5000 list of America’s fastest-growing private companies, a Top Workplace by The Tennessean, and one of Forbes’ Best Startup Employers.
