A customer approached us with a unique challenge: every month, their team was manually entering data to issue over 200 checks to vendors. They couldn’t use recurring accounting transactions because the team needed to apply vendor discounts, credits, and rebates every month which weren’t reflected on the invoices sent by vendors.. Before contacting us with this problem, they were tracking all in multiple spreadsheets — causing them lots of manual work every month to do the math and manually add checks to their accounting systems, Microsoft Dynamics. It was a major headache for them, until they called Pivott!
The customer moved their spreadsheets into Pivott. Right from the start, Pivott stored all the vendor information that was required for payment processing, contract tracking, and exports to accounting. Then, we made sure every contract was stored in Pivott’s contract repository and linked to the vendor directory and properties. Once everything was in Pivott, we took it a step further by automatically extracting financial data directly from their contracts.
To track the finances of these unique contracts, Pivott’s Spend-module was used to track core expenses and any deductions, such as discounts, credits and rebates.
Instead of manually processing hundreds of check requests each month, Pivott automated the entire data entry process with a single file export. This file contained all the necessary information for Microsoft Dynamics. Instead of creating over 200 checks manually, Pivott now provides one CSV file that can be easily uploaded. Problem solved.
With Pivott, our customer gained access to new abilities that transformed how they are managing contract management.
Before implementing Pivott, they didn’t have a centralized system for tracking key dates for their contracts and vendors. Reminders were tracked in spreadsheets, but each manager had their own method, and there was no company-wide visibility to prevent mistakes.
The customer wanted two key-date reminders per contract and an annual reminder associated with properties. But figuring out a way to manage over 600 reminders in one spreadsheet became an overwhelming task on its own. We solved this problem by automatically creating all the reminders in Pivott, eliminating the need for manual spreadsheet setup. We then provided the team with consolidated digests, showing only the reminders that required action in the near future. This centralization made the reminder system more efficient and reliable, ensuring they only receive the few actions they needs to take each week–rather than an overwhelming global list.
Before Pivott, the customer would receive regular requests from around 400 people in their organization regarding contracts, expense commitments, and information summaries. Each request came via email and required manual work to compile data from disconnected spreadsheets. To solve this, we created view-only Pivott accounts for a large group of users to make the information available to the people who need it. For more complex questions, Pivott created reusable reports that could be accessed in multiple ways: some scheduled them for email delivery, others read them online, and some downloaded PDF copies. At the end of the day, everyone was more efficient and had information at their fingertips.
Pivott was able to completely simplify and automate our customer's contract management process by integrating with Microsoft Dynamics. Pivott turned what was once a major headache into a smooth, efficient workflow. By replacing manual data entry and spreadsheets with a centralized system, they saved time and eliminated errors. Pivott made it easy to track contracts, manage vendor payments, and stay on top of key dates — all without the hassle of manual work. Automated reminders, centralized reporting, and seamless integration with their accounting system gave them the visibility and control they needed to run more efficiently. What was once an overwhelming task has now been transformed into a streamlined process — thanks to Pivott!
