Meetings & Incentives Worldwide Cuts Billing Turnaround from Weeks to Days

Meetings & Incentives Worldwide (M&IW) is a global event management company that plans and manages more than 3,000 meetings and events each year. With millions of dollars in annual event expenses and 95% of those costs billed back to clients, accurate, timely billing is essential to both customer satisfaction and cash flow. 

The Challenge

Every client invoice required extensive supporting documentation, including vendor invoices, receipts, and project-specific expense details.

Although SAP Concur captured the expense information, assembling the backup documentation remained a manual process. Internal auditors had to locate and organize supporting documents for every event before invoices could be sent to clients.

With some events involving hundreds of vendors, preparing billing packages became time-consuming and difficult to scale. 

The Solution

M&IW selected PivotPrime, Pivot Payables' automated billable expense reporting solution for SAP Concur.

PivotPrime automatically:

• Creates project-specific billing packages 
• Includes receipt and invoice images 
• Generates client-ready PDF statements in real time 
• Supports all SAP Concur expense types 
• Allows reports to be generated by job or project number 
• Provides secure access for both internal and external users 
• Supports custom report layouts tailored to business requirements 

Instead of manually assembling supporting documentation, users simply enter the billing period and project information to generate complete client-ready statements in seconds. 

“Once we had the ability to pull the backup we needed so easily, we knew Pivot Payables was going to be our partner for the long term—and we haven’t looked back. They are a collaborative partner and, in a business like ours with so many moving parts, that is huge.

When the Pivot team has ideas about how to help us be more efficient, they proactively consult with us to make sure we get the information we need. That is what we appreciate most about PivotPrime.”

— Carla Donahue, Director of Finance

Results

PivotPrime transformed M&IW's billing process from 100% manual to 100% automated, benefiting finance teams, event managers, auditors, and clients alike. 

Results at a Glance

• More than 3,000 events supported annually 
• 100% automated project billing documentation 
• 375 users access PivotPrime across the organization 
• Client invoices delivered in days instead of weeks 
• Customer payment cycles begin significantly sooner 
• Faster reimbursement improves overall cash flow 
• One client-ready document replaces multiple supporting files 
• On-demand visibility into billable expenses throughout each project's lifecycle 

By reducing invoice preparation from weeks to days, M&IW effectively accelerates customer payments—improving cash flow while providing clients with a single, professionally organized billing package. 

Looking Ahead

Today, PivotPrime is an integral part of M&IW's billing operations. Users across the organization can generate reports on demand, monitor project expenses throughout an event's lifecycle, and quickly respond to customer inquiries. The partnership continues to evolve as Pivot Payables delivers enhancements based on customer feedback and changing business needs. 

“We spend millions of dollars annually on event-related expenses, and 95% of those costs are billable to our clients. With the amount of backup documentation we need for client billing, what had been a manual process became overwhelming and time consuming.

Once we had the ability to pull the backup we needed so easily, we knew Pivot Payables was going to be our partner for the long term—and we haven’t looked back. They are a collaborative partner and, in a business like ours with so many moving parts, that is huge.

When the Pivot team has ideas about how to help us be more efficient, they proactively consult with us to make sure we get the information we need. When you are looking at the bottom line, you have to stay efficient, make sure your processes flow, and avoid spending unnecessary hours trying to organize things.

That is what we appreciate most about PivotPrime. We now have a solution that supports our end-to-end invoicing process, with the ability to capture, assign and bill back client project expenses.”

— Carla Donahue, Director of Finance