Integrating Pivott with Microsoft Dynamics: A Case Study

A customer came to us with a familiar but painful problem: every month, their team was manually entering data to issue over 200 checks to vendors. They couldn't use recurring accounting transactions because they needed to apply vendor discounts, credits, and rebates each month — adjustments that weren't reflected on the invoices vendors sent. Before reaching out to Pivott, they were tracking all of it across multiple spreadsheets, doing the math manually, and entering checks one by one into their accounting system, Microsoft Dynamics. It was a major operational headache.

For a deeper look at the technical side of this integration, see our Microsoft Dynamics integration tutorial.

Step 1: Replace spreadsheets with Pivott

The customer migrated their spreadsheets into Pivott. From day one, Pivott stored all the vendor information required for payment processing, contract tracking, and accounting exports. Every contract was stored in the repository and linked to the vendor directory and properties. Once everything was in one place, Pivott went further — automatically extracting financial data directly from the contracts themselves.

To track the finances of these unique agreements, Pivott's Spend module was used to record core expenses alongside any deductions: discounts, credits, and rebates.

Step 2: Eliminate manual labor

Instead of manually processing hundreds of check requests each month, Pivott automated the entire data entry process with a single file export. This file contained everything Microsoft Dynamics needed. Rather than creating 200+ checks by hand, the team now uploads one CSV file. Problem solved.

Step 3: Introduce new capabilities

With the manual burden removed, the customer also gained capabilities they hadn't had before.

Key date reminders

Before Pivott, there was no centralized system for tracking key dates across contracts and vendors. Reminders lived in spreadsheets, but each manager maintained their own, and there was no company-wide visibility to prevent things from falling through the cracks.

The customer needed two key-date reminders per contract and an annual reminder per property — which added up to over 600 reminders to manage. Figuring out how to track all of that in a single spreadsheet had become its own overwhelming project.

Pivott solved this by automatically creating all the reminders on their behalf, then delivering consolidated weekly digests that surfaced only the actions requiring attention in the near future. Instead of scrolling through a global list of hundreds of reminders, each manager saw only what they needed to act on that week.

New reports

Before Pivott, around 400 people across the organization were regularly sending email requests for contract information, expense summaries, and commitment data. Each request required someone to manually compile data from disconnected spreadsheets.

Pivott addressed this by creating view-only accounts for a large group of users, putting the information directly in the hands of the people who needed it. For more complex questions, Pivott built reusable reports that could be accessed in multiple ways: some were scheduled for email delivery, others were read online, and some were downloaded as PDFs. At the end of the day, everyone had the information they needed without sending a single request email.

How Pivott made a difference

Pivott completely simplified and automated the customer's contract management process by integrating directly with Microsoft Dynamics. What was once a monthly grind of manual data entry became a smooth, efficient workflow.

By replacing spreadsheets with a centralized system, they saved significant time and eliminated a persistent source of errors. Contract tracking, vendor payments, and key date management all moved into one place — and automated reminders, centralized reporting, and seamless accounting integration gave the team the visibility and control they'd been missing. An overwhelming process became a streamlined one.