How DoseSpot cut a 4-5 day billing process to 1 with Tabs

About DoseSpot

DoseSpot is a healthcare technology company that provides secure, cloud-based e-perscribing software for healthcare providers, dental offices, and integrated software platforms. Its mission is to improve safety, efficiency, and compliance across healthcare systems by making it easier for practitioners to generate, manage, and send electronic prescriptions. The platform supports more than 300 customers that collectively reach over 200,000 healthcare professionals.

The Challenge: Manual Processes Created Week-Long Closes

When Derrick Rankin joined as Financial Controller in 2023, DoseSpot’s billing process was almost entirely manual.

Each month, Derrick would download usage files for their 300+ customers, calculate monthly usage, and hand-enter invoices into their ERP. “The entire process was painful and time consuming. We bill in arrears, so I had to identify how many prescribers each customer had and manually input that data into NetSuite,” Derrick explained. “When we’re trying to close our books in five days, a four or five-day billing process is not a viable solution and it's definitely not scalable.”

Derrick and the team knew they needed to find the right technology to alleviate the pain within their revenue processes. An initial attempt to streamline the process with Maxio fell short. The implementation took nearly a year, and because DoseSpot’s usage data required heavy formatting, Derrick still spent a day or more preparing data before uploading it. Key limitations of this process included:

• Time-intensive, manual data entry: 4–5 days to complete monthly billing
• High risk of error: Heavy reliance on spreadsheets and manual data formatting
• Long and ineffective Maxio implementation: Nearly a year to go live, with ongoing workflow frustrations
• Delayed month-end close: 6–7 day close cycle, driven mostly by bottlenecks in billing

As Derrick recalled, “There were just a lot of points of frustration with Maxio. Wherever there’s human touch points, there’s a risk of error. And we were certainly having a higher error rate than we wanted. We needed to find something that worked for our business and Maxio was not the right solution”

Why Tabs? Speed, Flexibility, and an Intuitive Solution

After struggling with Maxio’s limited flexibility and long implementation timeline, DoseSpot turned to Tabs for a more efficient and scalable solution.

Two features in particular stood out: Tabs’ invoice ingestion capabilities and its modern, intuitive interface. 

“Having a tool that can read our contracts and create billing and revenue schedules accordingly is a game-changer. There’s no manual work needed on my end to make sure things are running smoothly - it just works.”

It wasn’t just the product itself that impressed Derrick; the high-touch, responsive onboarding and support from the Tabs team helped ensure a smooth and tailored rollout. “The user interface was just easier to use—definitely better than Maxio or NetSuite,” Derrick noted. “And during the implementation, the Tabs team really focused on understanding our billing process and driving toward what we needed. That flexibility was key.”

“Tabs was flexible and focused on helping us get to where we needed to be, as opposed to forcing us into a predefined structure. The implementation was fast, the UI was modern and intuitive, and the contract ingestion and overall billing experience was a night-and-day improvement over what we had with Maxio.” – Derrick Rankin, Financial Controller at DoseSpot

Tabs also gave the DoseSpot team the flexibility to handle their unique data structure and billing logic—something that proved difficult with Maxio’s more rigid platform. With Tabs, DoseSpot simplified invoice review and approval, making it faster and easier for the lean finance team to manage monthly billing.

In contrast to Maxio’s lengthy setup, Tabs was up and running fast. Implementation took just weeks, a fraction of the year-long effort required for Maxio. “We were incredibly surprised by the efficiency and quality of the implementation and getting us set up on Tabs. We had goals to send an invoice out by a certain date and we were able to send it out months before.”

Life with Tabs

Today, Tabs powers a dramatically faster and more accurate billing process at DoseSpot.

The monthly billing workflow is now simple and efficient: Derrick downloads usage files, submits them to Tabs, reviews the auto-generated invoices, and sends them out. All in a single business day. “For the month of May, I was able to issue invoices on business day one. Tabs cut out three to four days of effort,” Derrick shared.

The benefits extend beyond billing:

• 3-day faster close: DoseSpot now finalizes month-end close by business day 4 instead of day 7 - a 40%+ reduction in close time.
  
  
• 60% fewer billing errors: Eliminated manual formatting and multi-step uploads, significantly reducing risk of human error.
  
  
• 3-4 days saved per cycle: Freed up nearly a week of time previously spent on billing—allowing the team to focus on more strategic, high-value finance work.

With Tabs, DoseSpot’s lean finance team can now keep pace with the company’s growth—without being bogged down in manual processes. “Our goal is to close the month in five business days, and we’re doing it in four. We’re exceeding  expectations, which would be impossible if we weren’t using Tabs.” 

With their current success, Derrick is already looking to the future. Next on the roadmap: implementing Tabs APIs for even more automation and real-time insight. By continuing to modernize its finance operations, DoseSpot is positioning itself as a technology leader in the healthcare software space—one primed for growth.