From 40-60 hours of Excel per week and 6-month overdue receivables to realtime control of thousands of pharma regulatory filings
A multi-tenant platform for a regulatory filings firm serving the leading pharmaceutical companies operating in Mexico. A documented 70% reduction in processing times.
COO, owner or managing partner of a regulatory consultancy, customs brokerage or filings firm serving corporate pharmaceutical clients (medication import/export), Mexican regulatory affairs, or SAT/COFEPRIS compliance. If your team spends 40 to 60 hours a week consolidating data in Excel and receivables run up to 6 months late for lack of visibility and automated reporting — this case describes your situation.
The client
- Industry
- Foreign trade and Mexican regulatory affairs — filings management for the pharmaceutical industry (medication import/export)
- Client
- Regulatory filings firm serving the pharmaceutical industry (Mexico City)
- Model
- Multi-tenant platform — serves the leading pharmaceutical companies operating in Mexico
- Starting point
- Migration from a previous custom system
Even with an existing system, operations still depended on Excel and hand-built reports.
- Despite already having a previous custom system, the team spent 40-60 hours per week consolidating Excel files
- Receivables overdue up to 6 months due to lack of visibility and automated reporting
- Reports for each pharma client generated manually, case by case
- No granular traceability of import/export filings for medications
- Growing risk in SAT audits and COFEPRIS regulatory compliance
- No data segregation when serving multiple pharmaceutical multinationals
A multi-tenant platform with 10 specialized modules for pharma regulatory filings: executive KPI dashboard, pharma client management with tax data and medication catalogs (names, tariff codes, dosage forms, manufacturers, presentations), work orders, electronic invoicing, master catalogs, configurable reporting, scheduled emails, bulk upload, 2FA security and an embedded user manual.
A platform built specifically for pharma filings
The system explicitly models medication import/export with its permits, COFEPRIS codes, specific authorities, extension deadlines and renewals. Built with deep pharma-regulatory domain knowledge — not a generic filings platform adapted to the sector.
End-to-end work order flow
Opening → Follow-up → Payments → Resolution → Invoicing → Renewal. Some invoices bundle up to 200 work orders from a single pharma client — modeled as a normal case, not an exception.
CFDI 4.0 electronic invoicing
Stamping via MySuite, SAT cancellation and payment complements, built into the collections flow.
Audit and security
OTP-based 2FA and a detailed audit log with typed audit codes: every action recorded with user, date and affected entity.
Native ES/EN bilingual support
Designed from the first module for corporate clients with leadership in the US and Europe.
Stack & architecture
Results
Isolation between corporate clients, plus a detailed audit log for SAT/COFEPRIS audits with no open findings.
Notifications to pharma client contacts and scheduled recurring reports (daily, weekly), with no manual intervention.
“We went from spending 40 to 60 hours a week consolidating data in Excel to having thousands of filings for the country's largest pharmaceutical companies controlled, reported and billed on time. Our receivables stopped running six months late.”
Timeline & phases
Platform migrated from a previous custom system. Built incrementally, module by module, respecting what was already working. The successful modernization shows that the FSG methodology knows when to respect legacy and when to modernize it.
Lessons learned
- The client came from a previous custom system: the lesson was to migrate while respecting what already worked and modernize only what was blocking growth. The 40-60 hours a week in Excel were a symptom, not the root cause — the cause was the lack of automated reporting and multi-client segregation.
- The pharmaceutical sector demands extreme regulatory compliance: designing the audit log with typed audit codes from day one avoids rework when the first SAT/COFEPRIS audit arrives. It's not an optional feature — it's contractual defense.
- Native ES/EN bilingual support is essential when the client serves pharma corporations with C-suites in the US and EU. It wasn't built as an afterthought; it was designed from the first module, which avoided the double build that teams adding it later typically suffer.
