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How a Sterile Pharmacy Compliance Leader Eliminated Manual Bottlenecks, Without Leaving Salesforce

Pharmacerts was losing valuable time to manual invoicing, fragmented client portals, and multi-step workflows. By automating their entire compliance operation inside Salesforce, they transformed administrative chaos into a seamless, one-click experience.

Client:

Pharmacerts

Location:

USA

Industry:

Medical

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About Customer

Pharmacerts is a specialized laboratory and service provider for sterile pharmacy compliance, primarily focused on USP <797> standards, a U.S. regulation governing sterile compounding environments. As a B2B healthcare compliance company, Pharmacerts helps pharmacies maintain sterile environments by offering testing, kits, software, and training solutions.

Client Challenges

Pharmacerts was facing several operational bottlenecks that demanded significant time and manual effort from their team:

Invoice Management: Invoices were being created without a payment link option, and invoice statuses had to be updated manually after each payment transaction.
Client Portal, Hierarchy Visibility: Pharmacerts operated a hierarchical client model, but top-level account users were unable to view studies, reports, or invoices belonging to their child or grandchild branch accounts.
Quote & Opportunity Sync: Syncing Quotes with Opportunities after product changes was inconsistent, and there was no streamlined way to add custom details when generating Quote PDFs.
Portal User Management: Activating or deactivating a Contact as a portal user required multiple manual steps, making the process slow and error-prone.
Media Creation: Each sample location required Media records to be created manually, one at a time.
Data Backup: There was no reliable, automated process to back up the Salesforce org, leaving critical data at risk.

Pharmacerts needed to automate these processes to save time, reduce manual effort, and build a more organized and scalable system.

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Solutions

Pharmacerts implemented a fully automated system within Salesforce to address each challenge:

Automated Invoice Lifecycle: Built an end to end invoicing system that generates invoices with an embedded payment link, sends them directly to clients, accepts payments, automatically updates invoice statuses upon completed transactions, and delivers payment confirmation receipts all without manual intervention.
Hierarchy Based Data Access: Configured role based data visibility so that account users at all levels top, child, and grandchild can access relevant studies, reports, and invoices according to their position in the hierarchy.
Flexible Quote Generation: Enabled Quotes to be created with product-level modifications without affecting the original product records. Dynamic notes can be added inline, and multiple customized Quote PDF formats can be generated on demand.
One Click Portal User Management: Simplified Contact portal access to a single click enabling or disabling portal users instantly, eliminating multi step friction.
Bulk Media Creation: Introduced a streamlined process to create multiple Media records simultaneously using associated sample locations, replacing the previous one by one manual approach.
Automated Data Backup: Established a scheduled backup process for the Salesforce org, with options for daily or weekly frequency, ensuring data is always protected and recoverable.

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Results

Centralized Invoice Management: Integrated multiple invoicing touchpoints within Salesforce, giving the team a single platform to manage, track, and report on all financial transactions.
Improved Client Visibility: Eliminated data silos across account hierarchies, empowering senior account stakeholders with complete visibility into all branch-level activities and compliance records.
Faster, Accurate Quoting: Reduced quote turnaround time by enabling dynamic product customization and multi-format PDF generation without disrupting core product data.
Streamlined User Administration: Cut down portal user management to a single action, freeing up administrative time and reducing the risk of access errors.
Operational Efficiency in Media Handling: Replaced repetitive manual Media creation with a scalable, bulk creation workflow tied directly to sample locations.
Data Security & Business Continuity: Established a reliable, automated backup cadence, ensuring the Salesforce org data is consistently protected against loss or corruption.

By leveraging Salesforce automation, Pharmacerts successfully eliminated its key operational inefficiencies from invoicing and client data access to quote management, user administration, and data protection. The result is a faster, more organized, and more reliable system that strengthens client engagement, reduces administrative overhead, and empowers the Pharmacerts team to focus on what matters most: delivering high-quality sterile pharmacy compliance services.

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100%

Salesforce data protected with scheduled backups

70%

Reduction in manual admin time across invoicing & user management

3x

Faster quote turnaround with dynamic PDF generation

Jayme Poirier

Data Manager

Exceeding expectations from day one, Astonous is a company who always delivers!It has almost been two years since we signed up with the Astonous Shipping App. The app has tremendously cut down our time monthly when creating shipping labels as well as it is integrated with our online Salesforce customer portal making it easy for customers to also easily create shipping labels.Since then, Astonous has assisted with improving Salesforce overall from Quoting, Document views, Orders, Invoicing, customer portal, lightening pages, data backups, custom processes as well as day-to-day issues that arise that need a technical pair of eyes. Astonous turns possibilities into reality!I have nothing but wonderful things to say about every part of my experience with Astonous. I email them almost every day and enjoy our partnership overall.