The Challenge
Our client is a global leader in live experience design and production, responsible for some of the world’s most ambitious shows and events.
During a particularly intense season, they faced a challenge – their long-term procurement software was still in development, yet their teams needed a reliable system immediately to manage quotes, approvals, and payments across a packed calendar of projects.
The project finance system needed to support multiple stakeholders – legal, approvers, and finance – within one seamless workflow.
It had to be fast enough to keep up with the pace of live projects, yet structured enough to guarantee compliance.
The solution required both speed of delivery and an understanding of how event production workflows operate under real-world pressures.
The Solution
We built a bespoke interim project finance system tailored specifically for client’s needs.
Designed with simplicity in mind, it allowed quotes to be entered quickly via a secure portal, then reviewed by the legal team before being routed for approval.
Once approved, purchase orders were generated automatically, streamlining what had previously been a time-consuming manual process.
Vendor communication was built into the workflow. Suppliers received automated requests for invoices, which could then be submitted, managed, and tracked within the same system.
Payments were monitored and reported in real time, while automated notifications ensured that every stakeholder – whether in legal, approvals, or finance – was kept aligned throughout.
To support oversight, dashboards and reports were created to provide clear visibility of each stage of the process. This reduced delays, improved accountability, and allowed the client’s teams to concentrate on delivering shows rather than chasing paperwork.
The Result
The result was a seamless, fully functional quote-to-payment workflow that carried our client through one of its busiest periods.
It is a solution designed for the realities of live event delivery.
- A single system designed to connect legal, approvers, and finance teams in one process
- Automated vendor communications, drastically reducing manual administration
- Dashboards and reports providing live oversight at every stage
- Improved compliance and accountability built into the workflow
- A flexible solution purpose-built to bridge the gap until long-term software could be deployed
By combining speed with precision, the system provided our client with the structure they needed, without slowing the pace of production.
