Case Study - How a Healthcare IT MSP Captured an Extra $50,000 Per Month with Brewster's Data Solutions

Ranae Peterson • September 3, 2025

Introduction: Turning Data Chaos into Revenue Clarity

In a competitive and compliance-driven industry like healthcare IT, accurate data isn’t just a nice-to-have, it’s mission-critical. When a large managed services provider (MSP) in the healthcare IT space approached Brewster Consulting Group, they were struggling to gain control of their data after forming a new services division through the acquisition of four separate companies.

Each acquired business brought its own systems, reporting practices, and invoicing inconsistencies. What resulted was a tangled mess of unreliable reports, missed revenue, and operational inefficiencies. Leadership knew they needed clarity, structure, and most importantly, a system that would help them scale without losing revenue or clients. Their billing process was a mess, so they engaged Brewster Consulting Group to provide process improvement consulting services to fix their billing problem. Brewster was brought in to untangle the complexity and design a solution that would deliver both measurable ROI and long-term operational benefits. The results were transformative.

Uncovering Lost Revenue and Saving Time

The first step was to understand the existing billing environment. Brewster’s team met with internal stakeholders to map out current processes and pain points. Misaligned metrics, manual invoicing errors, and the absence of unified data governance were found to be costing the company heavily.

Working closely with the client, Brewster rebuilt their data architecture using a combination of SQL Server for warehousing, Alteryx for process automation, and Power BI for visual reporting and operational dashboards. These tools not only delivered clean, reliable insights, but also enabled seamless automation across invoicing, reporting, and service quality metrics. To further enhance consistency and alignment across teams, Brewster also developed a custom-built data dictionary, standardizing key business terms and definitions throughout the organization.

Almost immediately after implementation, the client uncovered $50,000 in monthly revenue that had been previously unbilled due to reporting errors. In addition, over 40 hours per week of manual labor were eliminated through automated workflows, freeing up teams to focus on strategic work rather than repetitive data cleanup.

Key Deliverables & Results

-$50,000 in Monthly Revenue Unlocked: By rebuilding the reporting and invoicing system, Brewster helped the client identify previously missed billing opportunities, bringing in $600,000 annually in new revenue.

-40 Plus Hours Per Week Saved: Process automation using Alteryx streamlined routine data prep and billing activities, giving back valuable time to finance and operations teams.

-Unified Data Governance: Brewster introduced a company-wide data governance framework and built a shared data dictionary to align teams on KPIs, definitions, and reporting practices.

-Operational Dashboards with Power BI: Dashboards gave managers real-time insight into performance metrics, allowing them to pinpoint and address inefficiencies faster.

-Restored Client Trust: By eliminating data discrepancies, REEF restored confidence among clients and salvaged several at-risk relationships—reinforcing its reputation for reliability in a high-stakes industry.

Conclusion: Data as a Revenue Engine

This case study highlights how mature processes can be more than just a backend function; it can be a powerful revenue engine. With the right architecture, governance, and automation, even the most chaotic systems can become strategic assets. For this healthcare IT MSP, Brewster Consulting delivered not just structure and accuracy, but a clear financial payoff and a path to sustainable scale.

“Our organization was so thankful to have the opportunity to work with Brewster Consulting Group. They transformed the way we present data to our clients in a way that sets us apart from competitors. Bringing numerous data sets together from many applications in a way that’s digestible and tells a story isn’t easy, and Brewster made it happen.”

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At Brewster Consulting Group, we recognize that managing data can be a daunting task for small and mid-sized enterprises. Allow us to assist you in harnessing the potential of operational intelligence! Reach out to one of our specialists today to refine your data strategy, optimize your processes, and establish solid governance. Ready to cultivate data analysis and propel scalable growth? Your journey begins right here!

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Turning Data into Direction: Why Small Businesses Need Fractional Analytics

By Ranae Peterson • October 9, 2025

Many small businesses are laser-focused on growth, sales, and staying afloat. In that constant hustle, one of the most valuable assets, data , often gets overlooked. Even when businesses “look at the numbers,” that doesn’t always mean they’re collecting the right data, tracking the right KPIs, or translating those insights into actionable strategies. Fractional analytics bridges that gap. It allows small businesses to access experienced data analysts or analytics teams on a part-time or project basis, essentially bringing enterprise-level data expertise without the full-time cost. Think of it as analytics-as-a-service for small business owners who need clarity and insight but can’t justify a full analytics department. The Reality: Why Data Gets Overlooked While most business leaders know data is “important,” it can be hard to see its impact until it’s visualized through dashboards, real-time reporting, or guided by a professional who knows how to turn information into action. Without these tools and expertise, business decisions often rely on gut instinct instead of insight, leading to inefficiencies, missed opportunities, and in some cases, failure. Statistics show that: About 20% of small businesses don’t survive their first year. Nearly 50% fail within five years. Around 65% close within ten years. While the reasons vary, from financial mismanagement to poor planning, many of these challenges stem from a lack of data visibility or poor data management . In other words, the root cause often isn’t just financial; it’s analytical . Real World Analogy Imagine running a restaurant without ever checking what inventory levels, most frequent orders, or best margin products. You might think you’re doing well because the restaurant is busy, but when you do the books, you’re not actually making any money. Now, imagine having a fractional analytics consultant helping you organize and visualize your data. They don’t need to be in the kitchen every day, but when they are, they bring order to chaos, tracking inventory and margin by menu item, predicting staffing needs, and saving costs by cutting waste. That’s what fractional analytics does for your business data. It helps you understand what’s really happening across operations, finance, and customer service so you can make smarter, faster decisions. Common Operational Challenges Solved by Fractional Analytics Here are a few common pain points small businesses face that fractional analytics services can address: Inefficient reporting and manual data entry. Lack of clear KPIs or performance tracking. Inconsistent financial forecasting. Missed revenue opportunities due to incomplete data. Poor inventory or resource management. Lack of clarity around customer behavior and profitability. Benefits of Fractional Analytics for Small Businesses Engaging a fractional analytics provider offers far more than just numbers and dashboards. It’s about empowering smarter decisions without breaking the bank. Cost efficiency: Avoid the high salary and benefits of full-time analytics hire. Speed to impact: Gain immediate access to expertise, no lengthy onboarding or training required. Scalability: Bring in analytics support when you need it and scale it up as you grow. Better decision-making: Replace guesswork with data-driven insights and actionable KPIs. Time savings: Spend less time in spreadsheets and more time growing your business. Long-term cost reduction: Identify duplicate payments, missed invoices, and inefficiencies that quietly drain profit. Fractional analytics also enhances cash flow management and enables business leaders to spot opportunities for optimization, often resulting in measurable growth and sustainability. Why It’s a Make-or-Break Decision Choosing whether to work with a fractional analytics consultant could be the difference between surviving and thriving. Many business owners don’t realize that outsourced analytics is even an option, one that offers flexibility, affordability, and strategic insight without high overhead. The truth is, small business leaders don’t have to do it all alone, nor do they need to rush into hiring a full-time team. Fractional analytics gives them the best of both worlds: the expertise of a senior data strategist and the flexibility of a part-time engagement. Final Thoughts In today’s competitive market, data-driven decision making isn’t optional; it’s essential. Small businesses that embrace fractional analytics gain clarity, confidence, and control over their operations. By investing in the right insights today, they set up the foundation for sustainable growth tomorrow. If your business is ready to move from guessing to growing, now’s the time to explore what fractional analytics services can do for you.

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