Bottom Line Improvement = Profitability

Bill expenses back to your clients and projects? You want to read this.

DO THE MATH.

MULTIPLE EXPENSE REPORTS + RECEIPT STACKS = CHAOS

When billable expenses are scattered across expense reports, AR teams must manually piece together documentation — slowing billing and reimbursement.

For many organizations, the reimbursement clock starts only after expenses are manually identified and documented. That delay slows invoicing and ties up cash. PivotPrime eliminates the friction by automatically pulling billable expense data and receipts from reports, generating project-ready billing packages in minutes.

Bottom Line Improvement Calculator

See how improving billing operations accelerates reimbursement and unlocks team capacity — strengthening the bottom line without adding staff or changing how projects run.

1 | LET'S START WITH YOUR NUMBERS

Average Number of Projects You Bill Monthly

Sample starting point – adjust to match your volume

Hours to Prepare Billing Docs Per Project

Enter hours to prep for ONE PROJECT — the calculator will do the rest

Billing Team Size (FTEs)

Staff dedicated to preparing billing documentation

Hours per FTE per Month

We’ll use this to calculate the total hours spent on preparing billing

Operational Utilization (Practical Capacity %)

%

Tip: You can drag the slider thumb, or type a % (default: 80%).

Fully-Loaded Hourly Cost

What is the total cost per hour for a FTE including benefits, etc.

2 | NOW LET'S COMPARE NUMBERS

Your Scenario Today

With PivotPrime

Hours per Month

–

Number of hours currently spent on preparing billing docs. Your team is busy!

How we calculate this: Projects per month × Hours per project.

Fewer Hours

–

Automation means your team is knocking it out of the park!

How we calculate this: Projects per month × 15 minutes per project.

Costs per Month

–

Manual processes are expensive and open to errors.

How we calculate this: Hours per month × Fully-loaded hourly cost.

Much Lower Costs

–

Automation boosts productivity, lowers costs, and eliminates errors.

How we calculate this: PivotPrime hours per month × Fully-loaded hourly cost.

Labor-only estimate; excludes PivotPrime subscription.

Project Capacity per Month

–

Your team can only bill so many projects per month. This limits your organization’s ability to scale.

How we calculate this: Your current billed projects per month (from your input).

Your New Project Capacity

–

Look at how many projects your team could process using PivotPrime!

How we calculate this: (Billing Team Size × Hours per FTE) ÷ 15 minutes per project × Utilization (80%).

Theoretical capacity (100% utilization): –

Broad takeaway: With the same team, PivotPrime increases capacity from ~– to ~– projects per month. (Labor-only; subscription separate.)

THE CASE FOR PIVOTPRIME

Project Billing Capacity / Month

–

PivotPrime

Current Project Capacity/Month –

Hours / Month

–

PivotPrime

Hours You Spend/Month –

Costs / Month

–

PivotPrime

Your Current Costs/Month –

PROJECT EXPENSE ALLOCATIONS & IMAGES — ASSEMBLE IN MINUTES

CLICK TO OPEN SAMPLE PIVOTPRIME REPORT

Contact sales

Click to Email | Call 425-490-9647

Our billing needs to reflect the same professionalism and accuracy our clients expect — especially when projects span countries and currencies. Before PivotPrime, reconciling complex expense reports took hours and introduced unnecessary risk. With PivotPrime, that work is completed in minutes, allowing our team to focus on insights instead of mechanics.

It’s one of the best operational decisions we’ve made — for both our team and our clients.

Carolyn Conroy

Director of Financial Operations, Vantage Partners

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