HEALTHCARE & PHARMA DISTRIBUTION
The admin layer of pharmaceutical distribution.
Order-to-cash, principal reporting, tender submissions, regulatory documentation. Work that appears in nobody's job description but consumes a day a week from people you hired to sell. We ran distribution centres like yours for two decades.
What we keep finding.
Order-to-cash runs on email attachments. POs arrive as PDFs and scans, get keyed manually, and every exception routes through the same two people.
Principal reporting eats the month-end. Different templates for different principals, assembled by hand from three systems, late more often than anyone admits.
Tender responses are rebuilt from scratch. The answers exist — in a folder, in someone's inbox, in last year's submission. Nobody can find them under deadline.
Regulatory documentation is tracked in a spreadsheet. Product registrations, licence expiries, and change notifications, managed by one person who cannot go on leave.
Today
- PO received (email)instant
- Manual key-in45 min
- Credit check1 dayWaiting, not working
- Stock allocation4 hrs
- Order confirmed20 min
After
- PO receivedinstant
- Auto-extract & validate90 sec
- Credit check prompt2 hrs
- Auto-allocateinstant
- Order confirmedauto
Where we can help.
Purchase order extraction and validation — pulling structured data from PDF and scanned POs into your system, with an exception queue for anything ambiguous
Principal report assembly — collecting from source systems into each principal's template, on schedule
Tender and RFP response library — your own past answers, searchable in plain language, so submissions are assembled rather than rewritten
Regulatory documentation tracking — registration and licence expiry monitoring, renewal prompts, document completeness checks
Quotation turnaround — faster quote generation from your own pricing structures and templates
Customer and account correspondence — status updates, delivery notifications, routine enquiry handling
Internal knowledge assistant — your SOPs, product information and procedures, queryable by your team
Sales operations reporting — pipeline, coverage, and activity reporting without the manual assembly
What we don't work on
We do not process patient data, clinical records, prescription information, or anything protected under your principals' data agreements. We do not touch pharmacovigilance systems, regulatory submissions to authorities, or anything with a clinical dimension. If a workflow needs that data to function, we design a human step around it or we tell you it's out of scope.
Our principals audit us. Will this create a problem?
It shouldn't, and that's by design. Everything we build sits outside the systems your principals audit, runs in your own accounts under your own credentials, and produces a full activity log. The data boundary means nothing protected under a principal agreement enters an AI system. We'd rather scope a project smaller than create an audit conversation you didn't plan for.
How this usually starts.
Process Survey
Two to three weeks.
Priced after the session.
Three to five core processes drawn, every opportunity scored on effort and impact, and a costed twelve-month roadmap. You own it whether or not you work with us again.
Team Training
One to two days.
Priced per cohort, not per head.
Your team learns to use AI on their actual work, and leaves with a prompt library built around your processes. Your documents, not demo data.
Build
Three to four weeks.
Priced after the survey.
One to three workflows built, tested, documented and handed over — and where nothing off the shelf fits, a custom application built the same way.
Every engagement is scoped and priced after the session, against work we've both seen. If your problem doesn't need us, we'll tell you, and point you at something cheaper.
Start with ninety minutes.
Book a Process Room Session. We'll draw one process properly and tell you honestly whether AI belongs in it.