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. 

"With the amount of backup that we pull out of our system, I can't stress enough how enormous the ability to assemble the backup documentation so easily is for our organization."

— 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. 

"Once we had the ability to pull the backup we needed so easily out of the system, we knew Pivot Payables was going to be our partner for the long term."

— Carla Donahue, Director of Finance