How Botify Transformed Its Finance Operations with Pivot
Botify is a leading agentic AI-powered organic search and performance marketing platform, enabling brands to maximize visibility, relevance, and growth across traditional and AI-driven search channels.
Before Pivot: No Procurement, No Visibility
When Anaïs Renaudeau d’Arc joined Botify as Head of Accounting, the finance operations were, in her words, “non-existent.”
Invoices arrived by email and were keyed directly into NetSuite, without any structured validation or procurement process. There was no guarantee that spend was approved upstream. Payments were often made without traceable managerial oversight.
“There was no procurement. We manually entered invoices and paid them without validation. The VP Finance had an overall idea of what was going on, but we lacked control.”
Given Botify’s global structure, with six legal entities across multiple time zones and currencies, Anaïs needed to rapidly implement a modern, centralized procurement process that could scale with their international needs.
The Search: Criteria-Driven, Human-Focused
Anaïs approached the project methodically. She defined a clear set of mandatory and optional criteria, both from an end-user and finance perspective:
Must-haves:
- Seamless NetSuite integration
- Support for multi-currency
- User interface in multiple languages
- Slack integration
- Strong user experience for non-finance teams
She evaluated six vendors and in her scoring matrix, Pivot stood out in the decision process. Her decision was validated by her trusted NetSuite integrator, IniWave, who confirmed Pivot’s rapid development and strong integration capabilities.
Deploying Pivot: From Zero to Scalable Structure
Anaïs focused on ensuring process adoption while preserving agility where needed.
Key changes included:
- Centralized invoice validation: Accountants now automate invoice entry. Anaïs reviews every invoice pre-closing, directly within Pivot’s workflow.
- PO enforcement: A clear policy was introduced: “No PO, no pay.”
Even legacy contracts are now registered with a PO for better tracking.
- Cross-functional approvals: Legal and InfoSec are now embedded into workflows for high-value spend, improving compliance (e.g. SOC 2 obligations). DocuSign is integrated into Pivot to streamline contract validation.
The Impact: Control, Time Saved, Change Underway
Although still early in deployment, Anaïs notes major gains:
- Efficiency: Her team saves countless minutes per day on invoice processing alone.
- Control: All expenses are pre-approved and traceable in one place.
- Visibility: Finance has a real-time, auditable view of spend and commitments.
- Compliance: SOC 2 processes are embedded into approvals across departments.
“We used to dig through Dropbox folders and emails. Now, everything lives in one place, and it’s not about adapting the tool to old habits. It’s about rethinking our internal processes to match the standards we need to hit as a growing SaaS company.”
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