USC Consulting Group Uncovers $1.35 Million in Missed Billable Expenses

An internal audit revealed more than $1.35 million in project expenses that should have been billed to clients but never appeared on customer invoices. By implementing PivotPrime, USC Consulting Group eliminated the manual processes that allowed billable expenses to be overlooked, protecting future revenue and improving profitability.

Company

USC Consulting Group is a global management consulting firm that depends on accurate project billing to maintain profitability. While SAP Concur successfully captured project expenses, preparing the supporting documentation required for client invoicing remained a manual process. Every billable expense had to be matched with the appropriate client, project, allocations, employee information, and receipt images before an invoice could be sent. 

The Challenge

An internal audit exposed a hidden problem.

Over an 18-month period, USC Consulting Group identified $1.35 million in project expenses that should have been billed to clients but never appeared on customer invoices—an average of $75,000 per month in missed billable expenses.

The audit confirmed that the expense data within SAP Concur was accurate. The breakdown occurred during the manual preparation of client billing documentation.

Preparing each billing package required finance staff to:

• Review multiple expense reports 
• Organize expenses by client and project 
• Handle project allocations 
• Locate and include receipt images 
• Ensure each client received only documentation related to its projects 

The process was time-consuming and made it easy for legitimate billable expenses to be overlooked before invoices were issued.

The audit findings provided management with a clear business case for automating the preparation of billable expense documentation. 

"The audit results proved our suspicion of lost project expenses—$1.35 million spent but not billed back to our clients."

— Controller, USC Consulting Group 

The Solution

USC Consulting Group implemented PivotPrime, Pivot Payables' automated billable expense reporting solution for SAP Concur.

PivotPrime automatically:

• Imports SAP Concur expense data and receipt images 
• Organizes expenses by client and project 
• Supports split allocations across multiple projects 
• Includes receipt images automatically 
• Produces complete client-ready billing packages in seconds 
• Ensures customers receive only documentation related to their projects 

Instead of manually assembling billing packages, finance users now generate complete project documentation on demand, giving them confidence that every eligible billable expense is included before invoices are issued. 

Business Impact

By automating the preparation of billable expense documentation, USC Consulting Group eliminated the manual processes that had allowed billable expenses to be missed.

Business Impact at a Glance

• $1.35 million in missed billable expenses identified during an internal audit 
• $500,000 increase in billable expense invoicing during the first six months 
• Zero missed billable expenses after implementation 
• Client billing packages generated in seconds 
• Receipt images included automatically 
• Improved project profitability and cash flow 

Rather than relying on manual reviews of expense reports and receipts, the finance team now generates complete billing packages in seconds. Every client receives accurate supporting documentation, while USC Consulting Group has confidence that eligible project expenses are consistently included in customer invoices. 

Looking Ahead

Today, PivotPrime plays an important role in USC Consulting Group's client billing process. What was once a manual workflow prone to missed billable expenses has become an automated, repeatable process that supports profitability while providing finance with greater confidence in every client invoice.

For USC Consulting Group, PivotPrime didn't simply automate billing documentation—it helped eliminate hidden revenue leakage and established a more reliable billing process for the future.