The Company
Bip (Business Integration Partners) is the leading consulting firm with Italian capital, a multinational with more than 4,500 professionals worldwide. Characterized by exponential growth, Bip has made efficiency and process control the pillars of its expansion.
The Challenge: The Paradox of Growth
Like any booming company, Bip found itself having to manage a side effect of success: fragmentation.
While the Major “Manifesto” Events (Conventions, Global Meetings) were managed by an internal team, there was a huge underworld: the “Long Tail”.
We are talking about hundreds of recurring initiatives — business lunches, welcome coffee, meetings with customers, small team buildings — which, added up, generated an enormous but ungoverned volume of expenditure.
This amount of work fell on a single figure in the Front Office, creating an unsustainable operational bottleneck and a total lack of visibility for Procurement.
“The events category is one of the most special indirect expenses. There are a multitude of suppliers for every small type of event... this brings a diversity and complexity to the agreements that is not found in other spending clusters.”
Bip was not just looking for a supplier, but a control center for all the mini-meetings and small daily events.
He chose Kampaay to implement a hybrid solution (Platform + Dedicated Team) capable of acting on three distinct business levels.
Level 1. MANAGEMENT: From 'Bottleneck' to Supervision
For Elena Ciriello, Front Office Team Leader, the challenge was operational: to get out of the daily emergency and be able to delegate.
Thanks to the platform, Elena has gone from manually managing email quotes (with peaks of 2 events per day) to a supervisory role through Admin Dashboard.
Key feature: Budget Dashboard and Admin Roles. Elena now assigns budgets and monitors spending without having to request manual reports.
“When my CFO asks me 'Elena, how much are we spending on events in Rome? ' , I no longer have to ask for reports or make estimates. I open the dashboard, go to the budget section... and here's the data. In three seconds.”
Level 2. OPERATIONAL TEAM: adoption and speed
The 'Long Tail' of events is made of speed. The operational team (Annalisa and Federica) needed a tool that wouldn't slow down their work. The combination of Self-Service Catalog (for catering and standard services) and Event Expert Support (for complex requests) has guaranteed 100% adoption.
The change: From 'chasing quotes' to 'quote ready in 2 minutes'.
The impact: The team has transformed a stressful task into a value-added activity, with the security of always having a human 'lifesaver' in case of unforeseen events.
“The great thing about Kampaay is that it's not just a platform... Is there an important event to organize from scratch? Or an emergency to be resolved? A message and they reply. They are an extension of our team.”
Level 3. PROCUREMENT: Governance and Vendor Consolidation
For the Purchasing Department, the goal was to eliminate 'Dark Spend' and reduce administrative burden. Kampaay acted like Master Vendor, consolidating hundreds of small suppliers into a single contracted partner.
The turning point: From the management of dozens of personal data to centralized invoicing.
The result: Kampaay has exceeded financial and qualitative KPIs, obtaining the “Gold Supplier” certification, a recognition that now allows Kampaay to compete even for the most complex and strategic events.
“Being a Gold Supplier is not a purely economic issue. For us, transversality is fundamental: Kampaay has the ability to satisfy multiple requests from different teams in an efficient way... You are Gold because you have passed a selection that includes financial analysis and, above all, the positive rating of the internal team.”
I risultati
In less than a year, the Kampaay model allowed Bip to bring the long queue of events to trial.
Operational efficiency: Smooth management of up to 40 events/month, freeing up more than 1,500 working hours per year from activities with low added value.
Vendor Consolidation: Move from dozens of fragmented vendors to a single Master Vendor with a single monthly billing flow.
Speed & Savings: Immediate access to negotiated rates and “flash” onboarding of new services, bypassing traditional qualification delays.
Scalability: A single partner capable of performing with the same effectiveness from the small recurring catering that can be activated on the complex event.
