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Flagship Client Story · Workflow Modernization

The network that outgrew its spreadsheets

A veteran-founded government services company built a nationwide network of 700+ credentialed healthcare providers delivering medical examinations for federal programs. They grew it from $12M to $31M on spreadsheets, email, and grit. Then the spreadsheets started breaking. We built the platform that runs the network now — recruiting, credentialing, billing, and payments in one system, with $54.5M billed through it in the last twelve months.

Client
U.S. government services company · nationwide provider network
Engagement
Since 2023 — design, build & ongoing delivery
Scope
Recruiting · credentialing · billing · payments · provider portal
Network
700+ credentialed providers · multiple federal prime contractors
$54.5M billed, trailing 12 months
$48.3M paid to providers
700+ credentialed providers
4 prime contractors, one billing engine
2023 engaged · live & growing
The starting point

Success was breaking the back office

The business model is demanding by design: federal prime contractors need medical examinations performed nationwide, and this company finds the providers — recruits them city by city, collects and maintains their credentials, activates them with the right contractor, ingests the billing, takes its commission, and pays the providers. Every step ran on Excel files, email threads, and institutional memory.

Before
Prime contractors sending billing as Excel files, worked by hand
An "Excel database" with hand-written queries as the system of record
Recruiting tracked in inboxes — who's on it, which city, what stage?
Credentials expiring silently until a contractor bounced a provider
Providers calling to ask when — and what — they'd be paid
After
Partner billing imported and normalized automatically
One platform as the system of record for the whole network
A live recruiting pipeline by specialty, partner, and city
Credential expirations surfaced months ahead, per provider
A self-service payment portal with 18 months of statements

The honest version of this story: the client built a great business before we arrived. What they needed wasn't a rescue — it was infrastructure that could keep up with where the business was going.

The trajectory

Spreadsheets got them to $31M. The platform carried them past $48M.

Annual payments processed through the network, from the platform's live dashboard.

$11.8M
2019
$12.0M
2020
$21.2M
2021
$24.6M
2022
$30.9M
2023
$44.1M
2024
$48.8M
2025
+5% YTD
2026
Spreadsheet eraPlatform era (engaged 2023)
The spreadsheets didn't fail at $12M. They failed at $30M — exactly when the business could least afford them to.
Growth is what breaks manual operations — always at the worst moment
What we built

One platform for the whole provider lifecycle

Find the provider. Credential the provider. Activate them with the right contractor. Ingest the billing. Pay them — and show them the money. Every stage is one system now.

1 · Recruit staffing requests by specialty · partner · city live pipeline & recruiters 2 · Credential licenses · malpractice · partner-specific packets expiration tracking 3 · Activate per-partner assignment rate types · start dates groups & clinics 4 · Bill partner files ingested commissions computed % and $ models 5 · Pay provider pay & profit statements · finance reports · exports One platform · one provider record · one audit trail dashboards & reporting · lookup management · role-based admin · document storage Provider payment portal self-service statements · 18 months of history · group manager views
The provider lifecycle, end to end — with the payment portal giving the network a window into its own money. Diagram recreated for publication.

Two commission models, one engine

One prime contractor pays percentage-based commissions; another pays fixed dollar amounts per exam type, date-aware, with overrides. The billing engine handles both without special cases — because both were designed in, not bolted on.

The familiar enemy: Excel in, chaos out

Every partner sends billing in its own file format. Import pipelines normalize them all into one ledger — the same "many formats in, one pipeline out" discipline we apply in every engagement.

Compliance that watches itself

Licenses, malpractice insurance, and partner packets all expire. The platform surfaces what's expiring across 700+ providers before a contractor ever has to bounce one.

Go deeper

Every solution has its own story

Recruiting

A doctor in every city the mission needs

Staffing requests by specialty and city, worked through a live pipeline.

Read the story → Credentialing

Credentialed, current, and provable

Document packets per partner, with expirations surfaced months ahead.

Read the story → Billing

$54.5M through one billing engine

Partner files normalized; percentage and dollar commissions computed line by line.

Read the story → Provider Portal

Providers who can see their money

Self-service statements and 18 months of history — fewer calls, more trust.

Read the story →
The outcome

Infrastructure that earned the growth that followed

$54.5M
billed through the platform, trailing 12 months
$48.3M
paid out to network providers
58%
payment growth since the platform era began (2023→2025)
700+
providers recruited, credentialed & paid through it

Figures read from the live production dashboard, July 2026. Client identity withheld under confidentiality; diagrams recreated for publication. Pre-2023 growth belongs to the client's spreadsheet era — we only take credit for keeping up since.

What this means for you

The same work, productized

Mapping the provider lifecycle before building — understanding recruiting, credentialing, and billing as one connected operation, not three departments.
→
Operational Intelligence Assessment →
Architecture for a business still growing 40%+ — module boundaries, partner-specific rules as configuration, and a data model built for the next contractor, not just the current ones.
→
Fractional CTO & Technology Leadership →
Replacing the Excel database with pipelines and workflows — imports, commission engines, expiration tracking, and a portal that ended the "where's my payment?" calls.
→
Workflow Modernization →

Is your growth running on spreadsheets that are quietly failing?

The best time to build the platform is before the spreadsheets break. The second-best time is now.

Book an Operational Intelligence Call