No more maverick buying – how DATEV makes MICE procurement smarter.

DATEV eG has gradually transformed its event procurement from a manual process into a fully integrated, transparent, and compliant MICE procurement system.

The challenge: maverick buying without transparency & control

Before the introduction of the MICE portal, event procurement at DATEV was handled in a decentralized and largely uncoordinated manner by individual departments and secretariats. Although centrally negotiated terms were available on the intranet, it was neither clear whether nor to what extent these were actually being used. Events were organized across the company without the procurement, tax, or accounting departments having a consolidated overview. Determining the actual total volume was only possible with considerable effort via general ledger accounts and vendor invoices. This lack of overview was more than just an organizational problem. There was no comprehensive insight into which departments were booking how many events at which hotels and under what terms. In particular, it was not possible to identify top hotels and high-volume suppliers, which significantly limited targeted supplier management. Closely linked to this was the problem of so-called “maverick buying.” Event bookings were often made directly by secretariats and departments with the hotels—frequently without utilizing centrally negotiated terms and without creating an SAP purchase order. As a result, there was a lack of both contractual standards and a reliable, verifiable data foundation.

However, the lack of transparency was not limited solely to the procurement process itself. From a tax perspective as well, there was a significant need for action. The necessary traceability for the proper taxation of events and incentives was lacking. During tax audits, it was only possible to a limited extent to provide evidence of events held and their correct tax treatment, as relevant information was fragmented. In addition, the operational management of hotel room blocks was handled by an external travel agency, which maintained them in Excel spreadsheets and handled communication with the hotels. This process was costly, lacked transparency, and did not provide a real-time view of occupancy, available rooms, or cancellation deadlines.

The solution: step-by-step integration from Ratefinder to OBE integration

Together with MICE Portal, DATEV developed a solution that was not implemented in a single step but evolved over several years in successive phases. This phased integration proved crucial for long-term success and high acceptance throughout the company.

Subsequent management is handled via the company’s internal Online Booking Engine (OBE), which allows participants to book rooms independently. Billing is handled via the established OBE process with partners onesto, CRC, and AirPlus. This enables the management and allocation of room quotas in real time.

The implementation: turning affected stakeholders into active participants

The success of the rollout at DATEV is largely due to a consistently implemented change management approach. This approach deliberately did not rely on introducing new guidelines, but rather on the early and active involvement of future users. The goal was to turn those affected into active participants and thus ensure acceptance from the very beginning.

The process began with a clear mandate from the Executive Board, jointly supported by the Procurement and Finance departments. This cross-departmental alignment underscored the strategic relevance of the project and established the necessary legitimacy early on.

A user committee was established as early as the selection phase, comprising general ledger users from the decentralized procurement units. This committee played a central role: its members independently evaluated the potential online portals in terms of functionality, practicality, and user-friendliness. The results were directly incorporated into the final selection decision. This not only took into account the subsequent acceptance within the company but also actively helped shape it.

Subsequently, the user committee oversaw an extensive pilot phase. During this phase, the portal was intensively tested, iteratively optimized, and specifically adapted to DATEV’s requirements. Technical integration posed a particular challenge due to high IT security requirements. Only after the SAP connection was successfully implemented and a stability and testing phase lasting several weeks was completed could the next step proceed.

The company-wide rollout was ultimately carried out via the intranet. Concurrently, targeted communication and training measures were implemented for the decentralized procurement offices and secretariats. In doing so, deliberate reference was made to existing internal regulations—particularly competency guidelines. This allowed the new solution to be integrated into the existing governance framework without introducing additional guidelines.

This approach proved to be a key success factor: The combination of early involvement, transparent communication, and a practical rollout led to high acceptance and sustained use of the solution throughout the company.

"With MICE Portal, we’ve gradually moved from a decentralized, hardly traceable event procurement process to a fully integrated solution. From the Ratefinder and hotel database to today’s booking platform—including SAP integration and OBE—we’ve built a process together that brings transparency, compliance, and efficiency together."

Jasmin Feldmeier
Procurement Services / Travelmanagement | DATEV eG

The results: fully integrated MICE Procurement with measurable impact 

The phased rollout of the MICE portal has fundamentally transformed DATEV’s event procurement. The results are evident across multiple dimensions and demonstrate the sustainable value of the partnership.

For DATEV, the launch of the MICE Portal means much more than simply digitizing individual booking steps. It represents a fundamental shift: from decentralized, non-transparent event procurement to a fully integrated, compliance-compliant, and continuously evolving strategic MICE management system.

"One of the key lessons from our project was this: we made the people affected part of the solution. By involving the main bookers from decentralized units early on in the selection and pilot phase, we were able to roll out the portal across the company—without introducing a new policy."

Jasmin Feldmeier
Procurement Services / Travelmanagement | DATEV eG

About DATEV eG

DATEV eG, headquartered in Nuremberg, is one of Germany’s leading software and IT service providers and ranks among the largest cooperatives in Europe. Since its founding in 1966, DATEV has been developing software and IT solutions for tax advisors, auditors, attorneys, and their clients. Its portfolio includes solutions for accounting, human resources, taxes, business planning, and management consulting. Data security, data protection, and compliance are at the heart of its entire range of services.

With 9,051 employees, 40,293 members, and approximately 750,000 customers, DATEV generated revenue of 1.514 billion euros in the 2024 fiscal year. In addition to its headquarters in Nuremberg, the cooperative has a presence throughout Germany with 22 branches.

Due to the size of the organization and the large number of internal events as well as seminars for members and clients, the company generates a significant MICE volume. From internal employee events to specialized and product training sessions, all the way to large-scale events for the membership, events are continuously planned and executed across DATEV. Efficient, transparent, and compliance-compliant event procurement is therefore a key lever for the company’s financial and tax management.