Ideal Client Example: Hopin

Virtual events platform scaling globally with distributed teams

About Hopin

A fast-scaling virtual events and hybrid engagement platform, that enables organizations to host immersive online experiences — from global summits to local community meetups. They went fully remote during their scale-up and hired globally at pace (300+ employees). They have teams in marketing, customer success, and product all spending across tools, vendors, and events.

Company Structure

Teams & Roles

Sales & Partnerships

Attend/host events, manage travel/hospitality expenses

Require fast access to budgets, mobile-friendly expense tracking, and quick approvals

Marketing & Events

Handle vendors, booths, and sponsorships across regions

Need multi-currency support, vendor invoice management, and automated workflows

Operations & Finance

Oversee budgets, reimbursements, and compliance

Primary users of approval flows, real-time spend visibility, and accounting integration

Engineering & Product

Purchase SaaS/dev tools occasionally

Benefit from user-level control and receipt automation for one-off tech expenses

Stakeholders

Finance Leadership

Make financial decisions, track spend, enforce compliance

Key decision-makers; need robust reporting, control, and integrations (e.g., Xero)

Department Heads

Oversee budgets and team efficiency

Stakeholders in team-wide adoption and ensuring ease of use across functions

IT / Procurement

Ensure data security and approve new tools/vendors

May vet Pleo's security and integration compatibility before full deployment

Pain Points

Global Complexity

  • ●Multiple currencies, time zones, and vendors
  • ●Inconsistent workflows for approving and reporting expenses

Manual Receipt Hassles

  • ●Teams submit receipts manually (or late), causing delays
  • ●Receipts are often missing or unclear for finance reviews

Slow Reimbursements

  • ●Employees front costs and wait for repayment
  • ●Hurts morale and productivity, especially in remote roles

Limited Visibility

  • ●Difficult to track live spending across distributed teams
  • ●Budget owners can't make real-time decisions

Pleo Solution

Virtual & Physical Company Cards

Instantly issues smart virtual/physical cards with team and spending limit controls

Removes friction for remote, frequently traveling event staff

Real-Time Expense Tracking

Transactions appear instantly in the Pleo dashboard

Enables proactive budgeting and oversight for distributed teams

Automated Receipt Capture

Mobile app lets employees snap and auto-match receipts on the go

Saves time and prevents lost receipts, especially during live events or travel

Custom Spend Rules by Team/Region

Set automated rules for approvals, currencies, and department limits

Ensures compliance without micromanagement; adapts to Hopin's global footprint

Expected ROI

Expense Reimbursement Cycle

Before

7-14 days avg

After

1-2 days

Manual Admin (per employee/month)

Before

~2 hours

After

<30 mins

Visibility into Live Spend

Before

Low

After

High (real-time)

Policy Compliance

Before

Difficult to enforce

After

Easy via app-based rules