Prospa Billing, a leading healthcare billing services provider for dental and oral surgery practices, needed a more efficient way to manage complex insurance billing processes across a growing client base. Manual spreadsheets and siloed communications were slowing operations and limiting scalability. Partnering with M2 Strategy, a Smartsheet Platinum Partner, Prospa Billing transformed its workflows, eliminated manual bottlenecks, and turned Smartsheet into the operational backbone of its business.
Client Challenges
Siloed and Disorganized Data
Prospa lacked a centralized, scalable system with strong reporting capabilities, which caused:
Reliance on spreadsheets and email threads, creating inefficiencies, errors, and delays in claim resolution
Limited visibility into claim status made it difficult for clients and leadership to track progress or identify bottlenecks
Lack of Standardized and Automated Workflows
Prospa used a manual process for claims, follow-ups and onboarding, leading to:
Client onboarding required repetitive setup steps that consumed significant time and resources
Lack of automation slowed workflows and diverted staff attention from high-value tasks
Flag claims that have been entered incorrectly
M2's Customized Solutions & Implementation
M2 implemented a comprehensive Smartsheet-based automation strategy to enhance corporate operations across multiple departments
Solution 1
Smartsheet Control Center for Client Onboarding
Designed a company-wide blueprint that automated client setup and standardized workflows across all new clients to ensure consistency and scalability
- Configured with rules to flag overdue claims and data entry mistakes, improving accuracy and reducing manual tracking
Solution 2
Dynamic View for Targeted Transparency
Implemented role-based dashboards so executives, employees, and clients only see relevant information
Created real-time visibility into claim status and office performance without overwhelming users with unnecessary data
Results Achieved
Significant Business Growth
- Expanded client base 8x in four years (25 → 200 clients)
- 20–25% annual growth achieved, supported by automation and scalable systems
Operational Efficiency & Scalability
- Reduced client onboarding to 2 minutes
- Grew from 60 → 400 employees while maintaining efficiency through structured workflows
- Improved engagement and accountability
