Medical Device Operations Automation for Distributors & Manufacturers | Deviceflow
The work gets done before you sit down.
Your team starts with what actually needs their expertise.
Typing data into the ERP is 20% of the work. The other 80% is the investigation — chasing missing lot numbers, reconciling pricing, going back and forth with reps before a single case can be invoiced. Deviceflow handles both — extracting the data and closing the gaps. No EDI required. No ERP changes. No new apps for your reps.
No commitment. No sales pitch. Just a walkthrough with your data.
For the teams that keep revenue moving
Medical device distributors and manufacturers run on the same loop: reps send emails and texts, someone copies data into the ERP, someone else chases what's missing. Deviceflow works in the space between what your field team sends and what your systems need — reading emails and texts, extracting the data, and pushing it into your ERP. No app downloads. Minimal friction.
The Space Between
What happens between what your field team sends and what your systems need — and what your team can stop doing manually.
Your team is doing the work your systems can't do for themselves
Your ERP can tell you a PO is unmatched. It can't read the PDF, find the case, check the contract price, and chase the rep for the missing lot number. That's the 80% — the investigation, reconciliation, and back-and-forth that buries your team. At $360K/year for a mid-size operation, hiring another person just puts them in the same inbox. Deviceflow closes the gaps your systems can see but can't fix.
What arrives
📸
Charge sheets as photos
Handwritten forms after surgery
📧
POs as email attachments
PDF purchase orders from hospitals
💬
Inventory moves by text
Transfers, consignment requests, trunk stock
📞
Case details by phone and email
Scheduling, implant requests, special orders
Deviceflow
Reads, structures, and acts
Reads emails and attachments. Extracts the data. Matches it against contracts and inventory. Pushes it into your ERP.
1Reads the email, text, or photo
2Extracts data, checks pricing and contracts
3Creates records and triggers workflows
What changes
✅
Invoices created automatically
Billed same day, not 45 days later
📋
Cases confirmed and tracked
Nothing unbilled, nothing missed
📍
Inventory visible across territories
Every trunk, every consignment site
🙌
Your team handles exceptions
Work that actually needs their expertise
60-80% of field inventory has zero ERP visibility. Every unaccounted unit is revenue you can't bill. Deviceflow extends your systems into rep trunks, hospitals, and consignment sites — one customer recovered $1.4M in previously unaccounted inventory within weeks of going live.
“Our field inventory and our system inventory don't match. We're constantly doing physical counts to figure out what's actually there. It costs us thousands in the reconciliation process.”
Each touch costs $25-$50. Each transaction passes through 3-4 hands. One enterprise ortho division has 5 full-time analysts — $300K+ in salary — doing nothing but manual bill-only matching. Deviceflow converts texts, emails, and photos into automated workflows. Customers cut billing errors 60% and shorten payment cycles by 15+ days.
“The order entry and transcribing isn't too bad — it's all the investigative work and follow-up. You might have multiple cycles of that before you have everything you need to submit usage.”
POs sit in inboxes. Charge sheets never get submitted. Cases close and nobody sends an invoice. One Fortune 500 orthopedic division found over $100M in stalled, unmatched bill-onlys — revenue sitting in a queue because nobody had reconciled them. Deviceflow tracks every case from surgery to cash. Unmatched bill-onlys surface automatically. Nothing slips through.
“By the time we collect the data, get it out to the customer and wait for them to return payment — our normal cycle is right about 45 days, which is brutal.”
The math behind every transaction
What does your coordination work actually cost?
Every bill-only passes through multiple hands before it becomes cash. Adjust the sliders to see what that costs your company.
300
501,000
4
28
Your annual processing cost
$360,000
Estimated annual savings with Deviceflow
$252,000
Based on 70% reduction in manual processing
The formula: 300 cases × 4 touches × $25 per touch × 12 months = $360,000/year in processing labor.
Get a custom savings estimate for your team20-min call. We'll use your real numbers, not these defaults.
What your team stops doing manually
PO matching, charge sheet entry, inventory transfers, compliance tracking, approval chasing. Deviceflow reads the unstructured inputs your team gets every day — emails, photos, texts — and turns them into actions in your systems. Your team handles what actually needs their expertise.
Built for reps who live on their phone
Built for reps who live on their phone
Your reps aren't sitting at a desk — they're between cases. Deviceflow gives them a mobile-first experience to submit bill-onlys in 60 seconds, check inventory, and track orders from the parking lot. No app to download. No login to remember. Just open, tap, and move on to the next case.
[Image: Deviceflow mobile experience for field sales reps]
Automated case processing & set readiness
Automated case processing & set readiness
When a rep requests a set, Deviceflow confirms availability, routes approvals, and coordinates fulfillment—automatically. Self-service audits, replenishment alerts, and real-time location tracking mean the right sets are ready when cases are scheduled. No more last-minute scrambles.
[Image: Order Processing & Inventory Management]
Unified case scheduling & coordination
Unified case scheduling & coordination
One calendar for every case across your organization. Reps schedule from their phone. Preference cards stay current for every surgeon. Bill-only and PO processing happens automatically after usage. No more chasing paperwork after the case.
[Image: Case Scheduling & Management]
Intelligent purchase order automation
Intelligent purchase order automation
POs come in by email or portal. Deviceflow extracts the data, matches to cases and inventory, verifies contract pricing & any exceptions. What used to take 7-14 days now takes minutes. Fewer billing errors. Faster payment cycles.
[Image: Purchase Order Automation]
Automated set coordination across locations
Automated set coordination across locations
When a case needs a set from another location, Deviceflow finds the nearest available, coordinates the transfer between reps, and confirms delivery timing—automatically. What usually takes multiple calls and emails happens in minutes. Cases don't get cancelled because a set was stuck somewhere.
[Image: Inventory Transfers & Logistics]
Returns & incident tracking
Returns & incident tracking
When a rep needs to return or report a defective device, Deviceflow handles the paperwork — logs the incident, notifies quality, triggers a replacement, and maintains the audit trail for MDR requirements. No more back-and-forth between field, quality, and shipping.
[Image: Returns & Incident Tracking]
Compliance that runs itself
Compliance that runs itself
Deviceflow tracks expiration dates at the lot and serial level, sends proactive alerts before anything expires, and blocks expired products from being allocated to cases. When a recall hits, the system identifies affected units across your entire network—warehouses, hospitals, rep vehicles—and coordinates retrieval automatically. Complete audit trail for FDA inspections.
[Image: Compliance & Quality Control]
Works with your existing systems
Works with your existing systems
Connect Deviceflow with your ERP, accounting software, and communication tools. Automate SMS and email notifications to customers and reps, sync with shipping carriers for real-time tracking, and integrate with QuickBooks, SAP, and other enterprise systems. One platform that works with everything you already use.
[Image: System Integrations]
Visibility across your entire operation
Visibility across your entire operation
See every case, every set, every PO—in real time. Track which accounts are growing, which reps are hitting targets, where inventory is sitting idle. Flag exceptions before they become problems. No more piecing together reports from five different systems.
[Image: Analytics & Business Intelligence]
Human oversight by design
Deviceflow automates the repetitive coordination work your team shouldn't be doing manually. But when a decision matters — recall execution, compliance submissions, billing exceptions — the system routes it to your team for approval. Every automated action has a complete audit trail. No irreversible decisions happen without a human in the loop.
A Big-4 orthopedic distributor recovered $1.46M in 60 days
Medical device distributors and manufacturers use Deviceflow to eliminate the coordination work that buries their ops teams — and start seeing results in weeks, not quarters.
$1.46M
recovered inventory value
80%
reduction in compliance workload
80%
decrease in inventory variance
50%
decrease in expedited fulfillment
David Elleman
COO, Big-4 Orthopedic Distributor
From scattered spreadsheets to $1.46M in recovered assets - without changing how their team works
Discover how a large medical device distributor transformed years of logistics debt and scattered spreadsheets into clean, automated workflows — without changing how their team communicates.
Why medical device teams switch from spreadsheets and legacy tools
Your ERP is a financial system — it stores clean data, it doesn't create it. The tools in the middle column still need someone to read, type, and match before anything happens. And most require EDI from trading partners who don't support it. Deviceflow reads whatever arrives — emails, PDFs, photos — and pushes structured data into your ERP. No EDI. No ERP changes. No 12-month implementation.
Live in 48 hours. Proving value in 30 days.
Most platforms take 6-12 months to deploy and years to see ROI. Deviceflow runs a pilot with your real data, your real workflows, and your real team — before you sign anything.
Pick a territory or a team. We configure your real inventory, your real workflows, your real data. See results in 30-60 days before expanding.
No 6-month IT project. No infrastructure changes. Reps onboard via a 30-minute call. Operations gets a 30-minute dashboard walkthrough. We then support your adoption of the product.
Cancel anytime. Your data stays yours — full export, no lock-in. We deploy before formal contracts because we'd rather prove value than negotiate terms.
Frequently Asked Questions
We'll walk you through your actual workflows — not a generic demo. Bring your messiest process and we'll show you what it looks like handled.
How many hours a week does your team spend turning emails and photos into ERP data?