PO & Billing Automation
From case to cash — automatically.
A PO hits the inbox as a PDF. Someone opens it, reads every line, looks up the case, and checks the contract price. If it matches — great, 15 minutes. If it doesn't — and it often doesn't — your team starts investigating. Wrong lot numbers, missing serials, pricing that doesn't match the contract. Three rounds of back-and-forth with the rep before a single case can be invoiced. Multiply that across hundreds of cases a month. Deviceflow structures the data at the point of origin — so POs match on the first pass and your team only touches what actually needs a decision.
- POs processed in minutes, not days
- Auto-match usage to contract pricing
- Same-day invoicing for bill-only orders
- Full audit trail on every transaction
“We're spending an hour per case just matching POs to our usage forms.”
From case to cash — automatically
The work between a completed surgery and collected revenue is where medical device companies lose weeks and dollars. Deviceflow automates the entire billing cycle — from PO intake through reconciliation to invoice generation.
PO Detection & Data Extraction
Purchase orders come in by email or portal. Deviceflow detects them automatically, extracts line items, quantities, pricing, and facility information. Then, Deviceflow assigns each PO to the correct case. No manual triage. No data entry. POs that sat in a queue for days are now processed in minutes.
- Auto-detect POs from email and portal
- Extract line items, pricing, and quantities
- Assign each PO to the correct case
- Process in minutes, not days
The difference
See how Deviceflow compares to legacy tools and manual operations for PO processing and billing.
| Feature | With Deviceflow | Legacy Tools | Manual Ops |
|---|---|---|---|
| PO Intake | Auto-detected from email, extracted and matched in minutes | Uploaded to a portal, still manually reviewed and keyed | Printed, sorted by hand, keyed line-by-line into ERP |
| Usage Matching | AI matches PO to case utilization, flags mismatches instantly | Side-by-side spreadsheet comparison, hours per batch | Rep memory and phone calls to confirm what was used |
| Pricing Validation | Contract pricing auto-applied, variances flagged before invoice | Manual contract lookup, errors caught after invoice sent | Best guess from last order, 8-12% credit/rebill rate |
| Invoice Generation | Auto-generated same day, routed for approval | Batch processed weekly after manual review | Created 30-60 days later when paperwork surfaces |
| Exception Handling | Only true exceptions reach your team, with full context attached | Every order reviewed, exceptions mixed in with routine work | Problems discovered when the customer calls to complain |
What's included
- Multi-format PO intake: POs arrive by email, fax, portal, or EDI. Deviceflow normalizes every format into structured data — no more printing PDFs and typing line items into your ERP.
- AI-powered data extraction: Line items, quantities, pricing, ship-to addresses, and contract references extracted automatically. Even handwritten POs and scanned faxes get processed accurately.
- Contract pricing validation: Every line item checked against facility contracts and GPO agreements before invoicing. Pricing mismatches caught before they become credits and rebills.
- Usage-to-PO reconciliation: Case utilization from the field matched to POs automatically. Quantity, product, and lot number discrepancies flagged for review — not discovered months later.
- Same-day invoicing: Bill-only orders invoiced the day the case closes. Revenue recognized immediately instead of sitting unbilled for 30-60 days while paperwork catches up.
- Exception-only workflow: Routine orders flow through untouched. Your team only sees the orders that need human judgment — pricing disputes, missing POs, quantity mismatches.
The cost of manual billing
Every bill-only order passes through multiple hands before it becomes revenue. Adjust the sliders to see what that processing costs your company.
Cases per month: 300
Touches per transaction: 4
Cost per touch: $25
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.
Human oversight by design
Deviceflow automates the repetitive coordination work your team shouldn't be doing manually. 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.
Validated for QMSR audits
Deviceflow ships with a full GAMP Category 4/5 validation package — URS, IQ/OQ/PQ protocols, requirements traceability matrix, supplier qualification, Part 11 access provisions, and tamper-evident audit-trail exports. Walk into your next QMSR inspection with the supplier documentation already prepared. Your quality team stays focused on the device, not on validating your ops stack.