Our client is a highly specialized medical technology company dedicated to helping doctors and patients in some of the world’s most challenging clinical environments. Their mission is to design and deliver accurate, affordable, and accessible diagnostic solutions to locations where reliable healthcare infrastructure is limited or non-existent.

Delivering diagnostic medical devices to remote and inhospitable regions is complex – but ensuring a continuous supply of consumables required to perform lifesaving tests is even more critical.

Strict medical compliance regulations require full traceability of devices and consumables from manufacture through to end use. This includes tracking:

• Batch and serial numbers
• Use-by dates
• Temperature and humidity conditions
• Perishable product characteristics
• Inter-company and inter-warehouse transfers

The client’s existing approach relied heavily on manual processes, spreadsheets and email-based tracking. Inventory movements were time-consuming, error-prone and difficult to audit. Frequent external audits added further pressure, requiring complete and accurate records at all times.

KeyNode Solutions implemented a Salesforce-based automation strategy to simplify inventory management while maintaining strict compliance requirements.

Key elements of the solution included:

• Order Automation: Customer orders were automatically generated from Salesforce Opportunities, using record types to separate medical devices from consumables.
• Lifecycle Device Tracking: Ordered devices were converted into Salesforce Assets, enabling full lifecycle tracking.
• Real-Time Inventory Control: Consumables automatically deducted inventory levels, preventing Sales Reps from selling out-of-stock products.
• Custom Inventory Management: Automation enabled stock transfers between warehouses and intake of new stock from external suppliers, ensuring accurate inventory visibility.
• Improved Forecasting: Accurate inventory data supported reliable product demand forecasting.
• Accounts Receivable Automation: Invoices were automatically matched to orders and payments, including part and installment payments.
• Bulk Inventory Import Automation: Files received from suppliers containing multiple devices and consumable batches were automatically processed, eliminating hours of manual data entry and allowing inventory to be updated immediately upon warehouse receipt.
• Customer Support Enablement: Standard Salesforce Case Management was implemented to manage customer support and service issues.

As a small but highly specialized medical organization, the solution needed to be powerful yet easy to use – designed for medical professionals, not technical specialists.

The outcome delivered measurable business impact:

• Manual, error-prone processes were eliminated across inventory and compliance management.
• Full end-to-end traceability supported ongoing audit and regulatory requirements.
• Inventory movements became faster, simpler and more accurate.
• Spreadsheet-based tracking and manual data imports were completely removed.
• Fewer staff were required to manage inventory, saving significant time and operational cost.
• Real-time data was immediately available for forecasting, inventory planning, and audits—no more waiting for monthly Excel reports to be updated.

• Salesforce Sales Cloud
• Salesforce Service Cloud
• Salesforce Flow Automation
• Apex Code (embedded within automated data import processes)

To learn more about how KeyNode Solutions can help you, please call us at 1-858-215-5371 or email hello@keynodesolutions.com today!