How does Deviceflow integrate with our ERP system?

Deviceflow integrates with your existing ERP through secure API connections. We support direct integrations with QuickBooks, Fishbowl (REST API), NetSuite, and Business Central, with additional connectors in development. For systems without a native connector, we offer a configurable data export that maps to your ERP's import format. Many customers start standalone and add ERP sync once the workflow is validated.

How do you get field reps to actually use the system?

Reps simply email photos of their charge sheet to a dedicated address — the same behavior they already do. Deviceflow reads the email, extracts structured data using AI, and creates the bill-only automatically. No app download, no login, no training. We see 90%+ adoption within the first month because we remove friction instead of adding it.

Is Deviceflow SOC 2 and HIPAA compliant?

Yes. Deviceflow is built on HIPAA-compliant infrastructure with encryption at rest and in transit. We maintain a BAA with every customer and are completing SOC 2 Type II certification. Our infrastructure runs on AWS with role-based access controls, audit logging, and data isolation between customer tenants. Your data is never used to train AI models.

How much does Deviceflow cost?

Pricing is based on the number of active distributor agents or rep teams, typically $25-$50 per active agent per month. No per-transaction fees, no seat licenses for internal teams. Most customers see ROI within 2–3 months through reduced reconciliation labor and faster invoicing cycles.

How does billing data get from Deviceflow into our accounting system?

Once a bill-only is matched to a PO and reconciled, Deviceflow generates the invoice and pushes it to your accounting system. For QuickBooks, line items, pricing, customer info, and PO references flow through without manual entry. Your team goes from manually keying every invoice to reviewing only the exceptions.

Do you offer loaner kit and consignment tracking?

Yes. Deviceflow provides full field inventory management including consignment sets, trunk stock, and loaner kits. Track which kits are at which locations, what's been used, and what needs replenishment in real time. When a rep submits a bill-only, inventory is automatically decremented at that location.

We already have software for this. Why would we switch?

Deviceflow doesn't replace your CRM or ERP. We solve the messy, document-heavy workflow between a surgical case and a clean invoice that most companies bridge with Smartsheets, email chains, and manual data entry. Our email-first approach solves the adoption problem that kills most internal tools.

How does the PO email extraction work?

Deviceflow monitors your existing customer service email inbox. When a hospital sends a PO as a PDF attachment, AI extracts all fields — line items, quantities, pricing, PO number, facility name, dates — and creates a structured record. The extracted data is displayed alongside the original PDF for verification, then automatically matched to the corresponding bill-only from the field.

Can we start small and expand later?

Absolutely. Most customers start with a single distributor or pilot region for 30–60 days before rolling out company-wide. We load your product catalog and a handful of accounts, onboard one or two distributor teams, and run live cases. You don't need to commit to a full deployment on day one.

How long does implementation take?

Most customers are live within 2–4 weeks. Week one covers data loading and configuration. Week two is user onboarding. By week three, you're running live cases. ERP integration can run in parallel or be added after the core workflow is validated.

Does Deviceflow handle contract pricing by account?

Yes. Deviceflow supports account-specific contract pricing at the SKU level. When a PO comes in, we automatically validate line item pricing against your contract for that account. Discrepancies get flagged for review before invoicing, catching pricing errors before they become AR problems.

Where is our data stored? What's the architecture?

Deviceflow runs on AWS cloud infrastructure with data encrypted at rest (AES-256) and in transit (TLS 1.2+). Each customer's data is isolated in a separate tenant. We maintain automated backups, audit logs, and role-based access controls in US-based AWS regions.

What happens when the AI gets something wrong?

Every automated action uses confidence scoring. High-confidence decisions execute automatically. Lower-confidence results route to your team for review. For regulated workflows, nothing irreversible happens without human approval. Every action has a complete audit trail.

Is our data used to train AI models?

No. Your data is never used to train AI models — not ours, not anyone else's. Your operational data stays yours. You can export everything anytime, and we delete your data on request.

What about permissions and role-based access?

Deviceflow supports granular role-based permissions. Distributor reps can submit bill-onlys and view their own accounts but cannot adjust inventory or see pricing for other distributors. Your internal team can be assigned to specific distributor groups. Managers get full visibility across all distributors and accounts.

Which ERP systems does Deviceflow integrate with?

Deviceflow integrates with the ERPs medical device companies actually use: NetSuite, SAP Business One, Microsoft Dynamics Business Central, QuickBooks, Fishbowl, Macola, JD Edwards (JDE), and Epicor. We work alongside your existing ERP as an overlay — no modifications to your system, no IT project, no frozen-environment complications. For ERPs without a native connector, we offer configurable data export mapping.

Does Deviceflow support UDI compliance and traceability?

Yes. Deviceflow captures lot numbers, serial numbers, and expiration dates at every product movement — from receipt to field placement to surgical usage. When a recall hits, you can trace every affected unit across every location in seconds. This supports FDA UDI requirements and gives your quality team the traceability data they need without adding manual steps for reps.

FAQ — Medical Device Operations Automation & ERP Integration | Deviceflow

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