Digital invoicing of MICE services
Innovative purchasing process for companies
Digital billing of MICE services
Innovative purchasing process for companies
Manual invoicing processes in the MICE sector are still widespread, but cost companies unnecessary time and are prone to errors in many respects. For example, over 75% of invoices in the MICE sector do not comply with the legal requirements for tax accounting in Germany. From the event search to digital invoicing with subsequent reporting – the purchasing process in the MICE sector benefits from digitally optimized process chains that build on one another.
MICE purchasing via a digital booking platform (with highlighted invoicing process):
Control in MICE purchasing
MICE can do more than just process bookings. The purchase of MICE services is not only digitized and optimized, but so are the associated process chains. Various control elements can be used to increase efficiency and exploit potential savings in MICE purchasing. This means that booking MICE services via a platform becomes a productivity lever for companies thanks to consistent structuring and sequencing of processes. Uniform standards are created for purchasing, specialist departments, accounting, and controlling, which simultaneously improve quality management, make processes more efficient, and make approvals more transparent.
Search, find, book, and invoice digitally—All on the MICE Portal
We see every challenge in MICE purchasing as an opportunity for innovation and further development. Invoicing is as individual as your company and your events, but there is still a lot of untapped potential for optimization. See the benefits of digital billing for yourself.
Procure-to-Pay (P2P): increasing efficiency in the purchasing process
The process refers to the targeted integration of purchasing and accounts payable systems to improve efficiency.
A structured procure-to-pay process (P2P process) combines all steps from the event inquiry, booking and execution through to invoicing and payment in an end-to-end digital workflow. For corporate MICE procurement, this means greater transparency, reliable documentation and better quality management in digital event purchasing .
A well-integrated P2P process in the event sector offers companies:
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Clearly defined booking and approval workflows: These can be automated on booking platforms and efficiently linked to budget specifications.
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Standardized order numbers: With this identification, all invoices can be assigned to a purchase order, the associated department or cost center.
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Digital invoice verification: The MICE services actually required are automatically compared with the original booking (e.g. number of rooms booked, agreed conference packages, additional services).
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Central processing and archiving: Digital filing for all receipts so that they are available, retrievable and analyzable (also with regard to legal retention periods).
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Seamless transfer to ERP and financial systems: Payments are automatically triggered with the booking and can be booked correctly.
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Automatic detection of deviations: Compares the entered data and thus recognizes excessive cancellation rates, missing items or incorrect tax rates.
A structured P2P process ensures that the event budgets specified by companies are planned, but also that can be controlled and monitored in a targeted manner – from the submission of the offer through to payment processing.
up to %
Cost savings
up to %
Time saving
Pay smart, be smart: Invoices and digital payment processing
The structure of an event invoice is as multifaceted as the hotel market itself. Due to the different invoice formats, invoice clearing takes a lot of time and usually requires consultation with the invoice issuers. With a digital platform provider and the option of digital billing, the payment process can be significantly improved and optimized. With digital payment processing, up to 30% of costs and up to 75% of the time invested can be saved.
Challenges posed by manual invoicing in the MICE purchasing process:
Servicing many vendors and complex accounting
Multiple internal correction loops
Various invoice formats and tax requirements
Delayed payment of invoices
Seamless integration for efficient processes
Interfaces to the booking platform are essential because they enable seamless integration into existing ERP or SRP systems (e.g. SAP, Coupa, etc.). They automate data exchange - for example for bookings, approvals or invoices - and thus ensure efficient, error-free processes. Whether payment processing in accounting or evaluation by the tax consultant – everyone involved benefits from structured and correct data. Manual tasks are reduced, transparency is increased and the entire event purchasing process is managed centrally, digitally and across departments.
Digital billing improves:
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Agility of departments and teams
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Transparent and secure billing thanks to clearly defined process chains
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Efficient handling and processing of invoices for reliable information and comparatively faster payment processing with hotels or locations thanks to a suitable invoice format
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Invoice clearing for accounting and tax consulting
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Cost control over the event budget through clear account management
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User-friendliness, as the information is used throughout the event purchasing process for a complete value chain
From inquiry to billing - digital value chains
The establishment of end-to-end process chains via interfaces and partnerships makes so much sense because it digitally connects the entire value chain in event management - from inquiries and bookings to invoicing and tax considerations.
Thanks to standardized interfaces and clearly defined G/L accounts, all relevant data, such as booking details, approvals and payment information or cost centres, flows automatically into the respective systems. This allows processes to be efficiently linked across departments. Purchasing, accounting, controlling and even external partners such as tax consultants work with the same, structured event information.
The result: manual transmission errors are avoided, queries are reduced and tax-relevant information (e.g. VAT allocation, project allocation, travel expenses) is directly displayed and processed correctly. This creates a clean, transparent database for companies with just a few clicks, which is not only legally compliant, but also saves resources and enables well-founded decisions for budget planning, supplier evaluation or ESG reporting.
Smarter billing is possible!
Manual and cumbersome was yesterday: Discover our innovative billing of MICE services for your purchasing process. Smart billing thanks to suitable interfaces and optimized invoice processing.
Get to the end faster
Whether payment processing or invoicing – the digitalization of processes via a platform makes savings potential available. Let our experts advise you on the savings you can make in your MICE purchasing.
