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How does actual costs recording works?

To optimize invoice processing, the actual costs incurred after each event are recorded digitally to guarantee fast payment.

1. Why Is Submitting Actual Costs Important?

2. Submission Actual Costs


1. Why Is Submitting Actual Costs Important?

The actual cost recording takes place after the event ends by entering the invoice data provided by the service provider. These data are used for rapid invoice clearing and optimized invoice data processing. After invoice clearing, the invoice data are transmitted either to the specified incoming invoice workflow according to customer requirements or, depending on the customer’s specifications, to a payment service provider of their choice. Typically, this is Lufthansa AirPlus. There are two key reasons for this:

  • Both the customer and the provider save time by clarifying the clearing process before the actual invoicing, enabling faster payment initiation.
  • The data are recorded digitally and can be accessed by both parties at any time, allowing full transparency of the invoice processing workflow.

Note for Service Providers!

Please enter each service item individually with the applicable statutory VAT during actual cost recording. This is especially important for F&B services included in conference packages—these must also be listed as separate service items with their respective tax rates. Only then will the invoice meet legal requirements and pass through the invoice approval workflow.

2. Submission

After the event ends, an email will be sent for submitting the actual costs. This email contains a link that leads directly to the submission page. The submission process is similar to submitting an offer. The key difference here is that you can now also enter the actual quantities of each service in addition to the price.

Please note: When submitting actual costs, there is no automated confirmation email or similar notification.

E-Mail:

submission

 

Homepage:

Submission:

At the end of the submission page, you can also upload a copy of the invoice or add comments.

Please note: When submitting actual costs, there is no automated confirmation email or similar notification.

 

Tip: Always try to submit the actual costs as soon as possible after the event concludes. The invoice creation process from the MICE Portal is not dependent on this and continues as usual. If an invoice has already been created, actual costs can no longer be recorded. 

Important: Please note that actual cost recording is NOT the same as submitting an invoice. The invoice must still be sent to the billing address specified in the contract.

 

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