Case Study - Power BI Financial Dashboard Development for Medefy
Ranae Peterson • September 3, 2025
Introduction: Limited Visibility in a Data-Rich Environment
Medefy, an innovative SaaS company operating in the healthcare benefits space, was experiencing growing pains when it came to financial visibility. As the company scaled, so did the complexity of its data and reporting needs. While Medefy had access to the financial data it needed, their existing tools lacked the agility, clarity, and depth to turn that information into meaningful insights.
Their reporting systems relied on a patchwork of static spreadsheets and basic tools that were not designed to handle the unique demands of SaaS financial reporting, especially in an industry as dynamic and tightly regulated as healthcare benefits. Without modern analytics infrastructure in place, the finance team found it increasingly difficult to understand, monitor, and communicate financial performance at the pace the business required.
The Challenge: Static Tools for a Dynamic Business
Medefy’s finance and executive teams faced several recurring challenges due to limited access to centralized, real-time financial insights. These issues included:
-Difficulty analyzing and reporting on SaaS-specific financial metrics, such as Monthly Recurring Revenue (MRR), Customer Acquisition Cost (CAC), Customer Lifetime Value (CLTV), and churn rate, all of which are critical to financial forecasting and performance evaluation.
-Static and disconnected reporting tools that lacked the ability to support trend analysis,
time-based comparisons, or real-time visibility into financial performance.
-Manual workarounds to consolidate data from multiple systems,
resulting in wasted time, increased risk of human error, and reporting delays.
-Limited drill-down capability,
which made it difficult for the finance team to trace performance fluctuations back to specific drivers, accounts, or segments.
These issues weren’t just operational hurdles; they were preventing the finance team from playing a more strategic role in the organization. Without reliable, accessible data, decision-making was slower, less confident, and often reactive rather than proactive.
The Solution: A Financial Dashboard Tailored to SaaS and Scalable Growth
To help Medefy address these pain points, Brewster Consulting Group designed and delivered a custom Power BI financial dashboard solution, built specifically to support the company’s SaaS business model and provide executive-level visibility into real-time performance. The dashboard environment was created not just to serve current needs, but also to scale alongside the business.
Key Features and Capabilities
- Centralized financial KPIs in a single, interactive reporting environment, eliminating silos and streamlining workflows across teams.
- Flexible metric tracking designed around SaaS-specific needs, ensuring relevance as the company evolved and expanded.
- Dynamic filters and time-based comparisons, giving users the ability to identify performance trends, outliers, and growth opportunities over time.
- Drill-down functionality, allowing users to move from high-level summaries to account-level financial data within seconds.
- User-friendly design, accessible to both finance analysts and executive leadership, supporting self-service exploration and faster insights.
The solution also helped reduce the burden on internal teams by automating data flows
and eliminating repetitive manual reporting tasks.
Results: Empowered, Efficient, and Insight-Driven
The rollout of the Power BI financial dashboard created a meaningful and immediate shift in how Medefy approached financial management and strategic planning.
Leadership and finance teams now have on-demand access
to the metrics that matter, including real-time snapshots and historical trends. Instead of waiting days or weeks for manually compiled reports, decision-makers can now track performance daily, identify issues early, and adjust course with confidence.
The platform has improved communication across departments
as well, everyone from the CFO to customer success has a shared understanding of how the company is performing. This has enabled better collaboration
around financial goals, more efficient budget reviews, and stronger alignment on revenue strategy.
Internally, the finance team has freed up dozens of hours per month
that were previously spent on data cleaning, reconciliation, and report creation. That time is now focused on higher-value work like scenario modeling, revenue optimization, and stakeholder engagement.
Conclusion: From Manual Reporting to Strategic Finance Enablement
By partnering with Brewster Consulting Group, Medefy was able to move from fragmented, reactive financial reporting to a centralized, data-driven decision-making environment.
The tailored Power BI dashboard solution has given the company the structure, scalability, and clarity it needed to operate with precision and confidence in a competitive SaaS landscape.
Today, Medefy is not just tracking financial performance, it’s strategically leveraging it to drive growth, improve forecasting, and build long-term value for stakeholders.
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!
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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