DeepScribe cut month end reconciliation from one week to one day

Discovering the opportunity

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.

As DeepScribe scaled, the finance and operations team faced growing challenges in tracking financial performance and key metrics. With data scattered across multiple systems—HubSpot for revenue and pipeline, Stripe for billing, Redshift for product metrics, and QuickBooks for accounting—Pavan, DeepScribe's Finance and Business Operations Analyst, struggled to unify their data in one place to build actionable insights.

For reporting, DeepScribe relied on manual updates in Google Sheets, which made real-time visibility impossible. “We were downloading data from HubSpot and other sources into Google Sheets, but if someone made changes, we had to backtrack—or worse, we wouldn’t even know what had changed,” explains Pavan. “It was extremely manual, error-prone, and time-consuming.”

These changes made it virtually impossible to:

• See real-time changes to ARR as deals closed throughout the month.
• Build cohesive business pulse dashboards for executive decision-making from multiple data sources.
• Have confidence in the trustworthiness of their data and team KPIs.

Recognizing the need to automate their data and reporting workflows, DeepScribe turned to Equals.

Implementing changes

DeepScribe chose Equals for its powerful ability to write SQL to query multiple data sources 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.”

Working with Equals Experts, DeepScribe built strategic reports and analyses, including:

• Core financial model: Dashboards that consolidated HubSpot data to create a holistic view of ARR movements over time.
• Cohort retention analysis: Cleaned HubSpot data to deliver analysis-ready, accurate views of intra-month contraction, expansion, and retention metrics—something the team couldn’t achieve before.

The onboarding process was seamless, with initial dashboards up and running quickly. “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.”

Unlocking growth

With Equals, DeepScribe has unlocked a new level of efficiency and accuracy in its reporting processes. The finance team, once bogged down by manual data wrangling, now has the tools and time to focus on strategic insights and decision-making.

Real-time visibility into ARR has transformed the way decisions are made. "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

Looking ahead, DeepScribe plans to build on its success with Equals. The team is expanding its core financial and business pulse dashboards to track more granular KPIs and gain deeper insights across departments. With their HubSpot instance now cleaned up with the help of Equals Experts, DeepScribe also plans to get to data parity between HubSpot and Stripe to enable revenue reporting based on invoice data.

“Equals has become indispensable to our reporting workflows,” Pavan shares. “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.”

With Equals, DeepScribe has transformed reporting from a necessary chore into a strategic asset, empowering its team to move faster and focus on delivering value to its customers.