Dealing with rigid CRM reporting
DeepScribe is revolutionizing clinical documentation with an AI-powered platform that automates the creation of medical records. By enabling clinicians to record patient interactions and generate review-ready documentation, DeepScribe is reducing administrative burden and improving efficiency in healthcare.
However, as DeepScribe scaled, the finance and operations team faced a growing challenge: managing and tracking key financial metrics across multiple data systems. With critical data spread across HubSpot for revenue and pipeline, Redshift for product metrics, and QuickBooks for accounting, the team struggled to consolidate into one actionable source of truth.
Manual processes only added to the complexity. For reporting, the team relied on Google Sheets, which meant manually downloading data from various sources. "It was extremely manual, error-prone, and time-consuming," says Pavan. "If someone made a change, we'd have to backtrack—or worse, not even know what had changed."
This reporting made it nearly impossible to:
- Track real-time changes to Annual Recurring Revenue (ARR) as deals closed.
- Build cohesive business pulse dashboards for executive decision-making from multiple data sources.
- Have confidence in the accuracy of their data and team KPIs.
Recognizing the need for a more efficient, automated solution, DeepScribe turned to Equals.
Building scalable dashboards
Pavan knew that HubSpot reporting was rigid, making drill downs and looking at historical values extremely painful. He chose Equals for its powerful ability to write SQL to query multiple data sources (including HubSpot!) directly inside a full-featured spreadsheet. This allowed them to join data sources and build automated reporting in an environment their team was already familiar with.
“Our internal stakeholders are spreadsheet-savvy,” says Pavan. “With Equals, we could query data easily and use our Excel knowledge to transform it in one place, making our lives significantly easier.”
DeepScribe threw out HubSpot dashboards and Google Sheets in favor of Equals for:
- Core financial modeling: Dashboards that consolidated HubSpot data to create a holistic view of ARR movements over time.
- Cohort retention analyses: Cleaned HubSpot data to deliver analysis-ready, accurate views of intra-month contraction, expansion, and retention metrics—something the team couldn’t achieve before.
“Equals let us replace our error-prone, manual workflows with automated, scalable reporting,” Pavan shares. “In just weeks, we had the tools we needed to make data-driven decisions.”
Maintaining company alignment
With Equals, DeepScribe has unlocked a new level of efficiency and accuracy in its reporting processes. "Before Equals, we couldn’t trust the numbers we were sharing," says Pavan. "Now, we know the metrics are accurate, and we can make confident decisions based on them."
The impact has been immediate. By automating dashboard reporting and distribution, DeepScribe has cut its month-end reconciliation from 5-7 days to under one day, freeing valuable time to focus on business-critical projects. Clean, unified ARR and business pulse dashboards now serve as a trusted source of truth across teams, providing department heads with clarity on key KPIs. Leaders are asking more questions, requesting additional metrics, and finding new ways to use the data—all of which are now easy to deliver with Equals.
Looking ahead, DeepScribe plans to expand its core financial and business pulse dashboards to track more granular KPIs and gain deeper insights across departments.
"Equals has become indispensable to our reporting workflows," says Pavan. "It’s hard to imagine going back to a time without it. All our dashboards and metrics are now consolidated, accessible, up-to-date, and easy to use. We’re just getting started."