Vantage Partners Eliminates a 30-Day Billing Bottleneck

By automating billable expense documentation with PivotPrime, Vantage Partners began invoicing consulting fees and project expenses more than 30 days sooner—accelerating cash flow while delivering a better client billing experience. 

Company

Vantage Partners is a global consulting and training firm serving many of the world's leading organizations in biopharmaceuticals, healthcare, energy, financial services, technology, and manufacturing. Operating across multiple countries and currencies, the firm requires accurate, client-ready billing that meets strict customer requirements while supporting rapid project turnaround. 

The Challenge

Before clients could be invoiced, Vantage Partners first had to assemble complete billable expense documentation. Because consulting fees and reimbursable project expenses were billed together, consulting revenue often waited more than 30 days while finance manually prepared billing packages.

The process required reconciling expense reports line by line, copying receipts, managing multiple spreadsheets, handling currency conversions, and creating customer-specific billing formats. As project volume grew, delays slowed cash flow, increased administrative effort, and generated unnecessary questions from clients trying to reconcile their invoices.

For Vantage, expense documentation wasn't simply an accounting task—it had become the bottleneck preventing consulting revenue from being billed. 

The Solution

Vantage selected PivotPrime, Pivot Payables' automated billable expense reporting solution for SAP Concur.

PivotPrime automatically:

• Imports SAP Concur expense data 
• Generates customer-specific billing packages 
• Includes receipt images automatically 
• Performs automated data validation 
• Supports multiple currencies 
• Produces branded, client-ready PDF reports in minutes 

Rather than changing how Vantage worked, PivotPrime was configured around the firm's existing billing processes, allowing the finance team to automate documentation while maintaining complete control over customer billing requirements. 

"Once we saw the product demo, we didn't even consider other options. Pivot Payables didn't just hand us a tool. They delivered a solution that fit how we work."

— Carolyn Conroy, Director of Financial Operations 

Results

By eliminating the manual preparation of billable expense documentation, Vantage removed a critical bottleneck from its billing process.

Results at a Glance

• 30-day billing bottleneck eliminated 
• Consulting fees invoiced more than 30 days sooner 
• Accelerated cash flow 
• Expense data available within as little as 15 minutes 
• Billing packages generated in minutes 
• Two-person finance team manages the billing process 
• Dramatically fewer customer billing questions 
• One branded billing package with supporting receipts 

Perhaps the greatest business impact was the acceleration of customer invoicing. Instead of waiting weeks to assemble supporting documentation, Vantage now generates complete billing packages in minutes, allowing consulting fees and project expenses to be invoiced together more than 30 days sooner. Faster invoicing starts the customer payment clock earlier, improving cash flow while giving clients a single, professionally organized billing package that is easy to review and reconcile. 

Looking Ahead

Following the success of PivotPrime, Vantage Partners expanded its relationship with Pivot Payables by implementing PivotEQ to automate corporate credit card reconciliation. The additional automation provides real-time visibility into company-paid card activity, reduces manual follow-up with consultants, and further streamlines financial operations.

As Vantage continues to grow globally, Pivot Payables continues to evolve alongside the company, delivering enhancements based on customer feedback and changing business needs. 

"Adopting PivotPrime is one of the best decisions we've made on the business side of our company. Automation doesn't just make our lives easier—it makes our clients' lives easier too, and that's the real measure of success."

— Carolyn Conroy, Director of Financial Operations