How Pennylane Unlocked 100% of Visibility on Spend with Pivot

‍Before Pivot: Different Tools, Different Systems.

There was little transparency or visibility into requests and incoming expenses. Pennylane was using a tool implemented by its IT team for compliance purposes, but the process was sequential, making it difficult to track key metrics. Each invoice had to be retrieved, entered, and validated individually, often requiring additional clarification from other teams.

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This not only slowed down processing but also increased the risk of delays and human errors. The lack of a centralized view over spend made it difficult to match invoices accurately to purchase requests.

Invoices had to be input and validated manually, leading to a lengthy, time-consuming process, “which made putting in one invoice a big deal,” said Sabrina Lenne, Accounting Manager at Pennylane. 

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The Search: A Tool that Could Support Pennylane’s Growth

As Pennylane scaled rapidly, their procurement and accounting teams realized they needed a procurement solution that could support their growth. 

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The previous system, implemented by IT, was not designed to support a high volume of requests or provide real-time visibility into spend. Processes were fragmented: purchase requests, approvals, and invoices were handled separately across departments, leading to manual work, delays, and disjointed communication.

“We needed a tool to centralize every purchase and have an overview of all spend,” said Oriane Bouvard, Procurement Specialist at Pennylane.

With Pennylane’s exponential growth, they needed a tool that could:

• Centralize all purchases requests.
• Provide an overview of all spend
• Connect processes

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The Results: Increased Visibility and Time Saved

Pennylane chose Pivot for its user-friendly experience, powerful Slack integration, and strong alignment with their culture of efficiency and collaboration. 

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With Pivot, Pennylane now has:

• 100% visibility on spend.
• Centralized approval workflows.
• Full control over renewals, ensuring no contract auto-renews unnoticed.

“Thanks to Pivot, we can validate a request in less than a week,” said Oriane.

Invoices are uploaded directly to Pivot, automatically matched with purchase orders, and synced with Pennylane’s system.

“It’s a game changer for the time saved,” added Sabrina Lenne, Accounting Manager. 

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The End: Transparent and Predictable Processes

Pennylane’s procurement process is now more transparent and predictable. Every request, approval, and invoice goes through Pivot, making it easier for teams to stay aligned. Slack integration keeps communication clear, and real-time visibility helps avoid last-minute surprises.

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For Pennylane, the biggest gain has been simplicity, processes that once felt fragmented are now straightforward and easy to follow.

Three words to describe Pivot, according to Sabrina: “Easy-to-use, scalable and collaborative.”