How Impact Events Cut Finance Admin from 2 Days to 2 Hours

Impact Events cut finance admin from 2 days to 2 hours by connecting travel, finance, and logistics into one powerful event ecosystem.

The Challenge

Melbourne-based Impact Events has delivered high-end incentive travel, conferences, and franchise programs for more than 25 years. With nearly 70% of their events held overseas, the team is no stranger to complexity – coordinating flights, hotels, VIPs, expos, and financials across multiple time zones.

But as demand grew, so did the administrative burden. “We were using event software that couldn’t manage online components, so we had to build separate websites. On the financial side, we had to manually copy every invoice into our accounting system,” said Mike Tuzee, Managing Director. “It was clunky, potentially more error-prone, and time-consuming.”

For this reason, Impact Events needed a technology partner they could not only rely on but could confidently scale with as demand for their services continued to thrive.

The Solution

In searching for a long-term platform, Impact Events prioritized two things: flexibility and connectivity. Their goal wasn’t just to manage registration and build simple agendas; it was to bring travel coordination, financial processes, and attendee logistics into one connected ecosystem.

The team adopted EventsAir as their end-to-end event management solution after evaluating multiple platforms. The decision was driven by EventsAir’s robust support for group travel, accommodation logistics, and its ability to scale across event types, from 100-person VIP programs to complex, expo-driven conferences.

A critical turning point came with integrating their financial systems. Using EventsAir’s Xero Smart Connector, the team was able to eliminate manual re-entry of invoices and dramatically simplify reconciliation.

“We used to manually replicate invoices between two systems,” Mike shared. “Now that process is near real-time and far more accurate.”

Beyond finance, Impact Events connected their airline booking system (Galileo, via Trondent) to auto-sync into EventsAir, further reducing double-handling and improving data confidence.

“It’s not just one tool, it’s the entire ecosystem,” Mike added. “Flights, accommodation, accounting, apps, portals… they all talk to each other. That’s what makes the difference for us.”

The Results

The transition to a more integrated system brought immediate efficiencies. Manual financial admin has dropped by 80%, with tasks that once took two days now handled in a few hours per week.

With the Xero Smart Connector in place, the team reconciles daily instead of weekly, and has more visibility into the financial side of event delivery. But the benefits extend far beyond finance.

EventsAir also serves as the centralized hub for all major workflows managing travel itineraries, hotel allotments, agenda scheduling, attendee communications, and expo logistics within a single platform. Integrations with systems like Galileo (via Trondent) further streamline travel bookings by automatically syncing flight data into attendee records, removing the need for double entry, and improving data accuracy.

For a business where 60–70% of programs occur offshore, this level of integration ensures every moving part – from airport pickup to session check-in, runs smoothly.

The team has also seen huge time efficiencies in onboarding and training. New team members can now train through structured online modules and are up to speed with EventsAir within two weeks.

“It’s not just basic functionality,” Mike noted. “The training is detailed enough that staff can navigate key tools confidently by the end of their first fortnight.”

For Impact Events, the shift has been less about adopting new tech and more about making existing processes smarter.

“We’ve looked at other platforms,” shared Mike. “But for what we do, especially with logistics, EventsAir has been the most comprehensive and adaptable solution we’ve found.”

Impact Events are eager to explore more automation and AI-powered enhancements, particularly around financial forecasting and attendee personalization.

“We’re not standing still. Neither is EventsAir,” said Mike. “That’s what makes this partnership work.”