With Exante, Freshpaint turned invoicing from a half-day slog into a 15-minute review, improved DSO by more than 20% in just two months, and wiped out a backlog of invoices overdue by 60+ days, all without adding headcount or migrating to an expensive ERP.

About Freshpaint

Freshpaint is pioneering a new category of software for healthcare organizations, helping them run high-performance marketing programs while protecting sensitive patient data. Its customers include hospitals, insurers, pharmacies, and retail healthcare providers — institutions that demand accuracy, compliance, and trust.

At the time of implementation, Freshpaint was scaling rapidly with a lean finance function of just one person. Contracts were becoming more complex, billing volumes were rising, and manual processes were putting both cash flow and customer trust at risk. The company needed to modernize its financial operations before growth outpaced its ability to manage them.

Life Before Exante

Freshpaint’s finance team relied heavily on spreadsheets to manage contracts, revenue, and billing. With a single person overseeing all financial operations, the process was time-intensive, error-prone, and increasingly unsustainable as the company scaled.

Key challenges included:

• Manual, time-consuming workflows: Each closed-won deal had to be handed off from Sales, re-entered into spreadsheets, and converted into invoices by hand. A single billing cycle consumed almost a day every week, draining limited resources.

• High risk of disputes and errors: Because invoices were built manually, inaccuracies crept in, leading to billing disputes and undermining customer trust.

• Inefficient collections: Without automation, overdue invoices often lingered more than 60 days past due, leaving cash trapped in receivables and forcing Finance into reactive follow-ups.

• Slow, unreliable close: Month-end reconciliation was a week-long process, with fragmented data making forecasts inconsistent and visibility into cash flow limited.

For a company tripling in size, this patchwork of manual processes was more than inefficient — it was a bottleneck that threatened both revenue capture and financial transparency.

Why Exante

Freshpaint evaluated a range of options, from adding headcount to migrating to enterprise-grade ERPs. Neither was attractive: hiring more finance staff would inflate costs, while an ERP migration was both disruptive and expensive.

Exante stood out because it offered comprehensive automation in a single, easy-to-use platform that scaled with Freshpaint’s needs:

• Contract-to-Cash Automation: Exante captures closed-won deals and ingests contract data directly, triggering billing workflows automatically and eliminating cross-functional handoffs, manual data entry, errors, and disputes.

• Seamless Integrations & Ease of Use: Native connections to Hubspot, QuickBooks and Stripe, plus an intuitive user interface, meant Freshpaint was live in under a week with minimal disruption.

• Scalable & Cost-Efficient Growth: Unlike ERPs or tools priced by transaction volume, Exante scales billing and collections without ballooning costs or extra headcount.

• All-in-One Platform: Billing, collections, and revenue recognition run through a single system, giving Freshpaint visibility, audit readiness, and speed to close in one place.

For Freshpaint, Exante was the only option that combined automation, speed, and cost-efficiency while avoiding the pitfalls of traditional AR software.

Life With Exante

The transformation was immediate. What once took hours of manual effort now runs almost entirely on autopilot.

Billing is fully automated: every closed-won deal in the CRM now triggers a workflow, with invoices generated directly from the contract. This ensures customers are billed accurately and on time, without the errors or disputes that came from manual data entry.

Collections have also been redefined. Exante automatically sends reminders, tracks whether they’ve been opened, and flags risks such as bounced emails or unresponsive accounts. The finance team no longer wastes time wondering if invoices are landing — they have complete visibility and clear escalation paths when needed.

This transformation resulted not only in operational efficiency gains, but clearly measurable financial metrics. Within two months, Freshpaint improved DSO by more than 20% and eliminated its backlog of invoices overdue by 60+ days. Month-end close, once stretched into the following week, now wraps up days earlier — giving leadership timely, accurate financial visibility.

Importantly, implementation took less than two weeks, guided by Exante’s hands-on team. Instead of disruption, Freshpaint experienced an instant shift to automation.

“Exante has been an incredible partner during our rapid growth. It enables our lean team to bill customers accurately, get paid on time, and ditch the spreadsheets. We can instantly trace any number back to the source contract, giving us unmatched visibility, audit-readiness, and speed to close.”

— Justina Ramoskaite, Head of Finance & Operations at Freshpaint

Looking Ahead

For Freshpaint, Exante is more than a system upgrade — it’s a growth enabler. By automating billing, collections, and close processes, the company avoided the need to add headcount or invest in a costly ERP migration.

As Freshpaint expands its footprint in healthcare marketing, Exante will evolve alongside it, ensuring automation, accuracy, and revenue protection remain the backbone of its financial operations. What began as a way to save time has become a strategic advantage — allowing Freshpaint to grow faster, stronger, and with complete confidence in its numbers.