Medical Device Operations Software for VP Ops & Operations Leaders | Deviceflow

Your ops specialists spend 3–6 hours per day researching transactions from a shared email inbox. POs arrive as PDFs, bill-onlys come as photos, and every mismatch requires digging through threads to figure out what happened. Each touch costs $25-$50 in labor. A single bill-only passing through 3–4 hands costs $100–$200 before it becomes cash.

“Everything starts in the inbox. Someone has to go through each email, extract the information, and manually enter it into our system.”

Volume doubles = headcount doubles. Six CS reps at $60–80K each is nearly half a million a year in processing labor — money that could fund four quota-carrying reps instead. Hard to justify new billers at a growth-stage company, but your current team is at capacity and the next growth milestone will break them.

“We'd rather spend that on a sales headcount than somebody in the back office. That's the value proposition.”

Accounts live in CRM, orders in ERP, POs stuck in inboxes, inventory in spreadsheets. When someone asks “where is this order stuck?” the answer requires checking 4 different systems and asking 3 different people.

“All of our customer data and purchase orders are in Salesforce, all of our inventory and invoicing occurs in QAD. I manage all of our projects through Smartsheet. How do we get it all to interact?”

What happens when your best biller calls in sick? When the ops person who “just knows” how distributor X sends POs is on vacation? Tribal knowledge runs your operation — and tribal knowledge doesn’t scale.

“These people are earmarked to come into the hospital operations space, but we can't bring them in because they're stuck in this legacy process.”

Your reps self-report their own inventory counts — the same reps who are running between cases all day. That’s a conflict of interest built into the process. And even when counts are accurate, you only know where inventory is, not where it should be. Those are two different problems that require two different systems.

“A lot of our stuff goes on consignment. It goes out for our distributors — who knows what they do with it sometimes. It's kind of a black box.”