Case Study · MICE & Incentive Travel
How one of Asia's leading MICE operators distributed 1,200 travel documents in 45 minutes
1,200
Tickets
45 min
Zero Errors
2 days
Reduced to 45 min
90%
Faster distribution
2×
Productivity gain
100%
Delivery accuracy
$500K+
Forex exposure controlled
$500K+
USD exposure
Forex exposure brought under control
Unreconciled issued balances of ~$500K USD. P&L closure time reduced from 5–6 months to under one month of group ending.
Leading Asian MICE Operator
Client type
1,200 Attendees
Per event
High-Volume Incentive Travel
Program type
Large Ops & Finance Teams
Organisation
The Challenge & The Solution
Before Travelexic
- Document distribution took 2 full working days
- Manual passport and visa verification
- Multiple email and phone follow-ups
- Data entry errors and wrong document allocation
- No real-time visibility into project progress
- $500K+ in unreconciled forex exposure
- P&L closure taking 5–6 months post-tour
Travelexic Implemented
- AI-powered smart forms
- OCR extraction and validation
- Automated document matching and distribution
- Branded attendee app
- Real-time dashboards
- Expense and P&L automation
- Vendor ledger reconciliation
Results at a Glance
| Metric | Outcome |
|---|---|
| Ticket distribution | 1,200 tickets in 45 minutes |
| Distribution speed | 90% faster |
| Productivity | 2× improvement |
| Delivery accuracy | 100% — every document to the right person |
| Data entry errors | Zero (down from 2 per 100 records) |
| P&L closure | 5–6 months reduced to under 1 month |
| Forex exposure | $500K+ unreconciled balances brought under control |
Business Impact
Operational efficiency
- 2 working days reduced to 45 minutes
- Manual document handling eliminated
- Teams focused on customer experience
Financial impact
- Real-time visibility into liabilities
- Project closure within one month
- $500K+ forex risk brought under control
Attendee experience
- Personalised app experience
- Instant access to tickets and itineraries
- Live updates and in-trip support
"In an internal time and motion study, we have identified 2× productivity gains. What used to take days of manual coordination now happens in minutes."— Senior Business Leader, Leading Asian MICE Operator
Scale MICE operations without scaling headcount.
See how Travelexic works for operators running high-volume incentive travel programs.