Gainflow · Medical device distribution
SAHPRA-ready quality management, plus case and consignment control — on the Microsoft 365 you already own.
South African device distributors carry four kinds of risk at once: regulatory, traceability, cash and people. Gainflow Medical gives your quality manager gated, auditable workflows, your reps quick capture on the phone between theatres, and your MD and FD one place to see the business.
Section 1
Where licence risk and cash leak in South African device distribution
Twenty-four pain points, following the distributor value chain from principal to paid invoice. Severity reflects the cost when it goes wrong: the licence, patient safety or cash. Pick an area to focus the list.
Regulatory
Traceability
Cash
People
Section 2
Find what protects the licence and the cash — then make it routine
Anchored to the outcomes a distributor lives or dies by
Specialist device distributors, and the moments they come to us
A South African specialist device distributor with 20 to 200 staff, representing one to six international principals, supplying private hospital groups and provincial hospitals — and running on spreadsheets, email and WhatsApp next to a mid-market accounting package.
The quality and regulatory manager is usually the champion. The MD and the FD sign. Gainflow Medical gives each of them something they can see: an audit trail for the certification body, a live view of cases and consignment, and the cash that goes with them.
SAHPRA ISO 13485
Certification is needed for licence renewals. It’s dated, non-negotiable, and a failed audit costs money.
An audit or a recall scare
A certification body finding, a SAHPRA inspection or a principal’s audit.
A new principal or product line
Principals increasingly audit their distributors’ quality agreements and traceability.
Cash pressure
Unbilled implants, slow hospital payments, consignment shrinkage found at year-end.
Growth or succession
A second warehouse, more reps, or an owner who wants visibility to step back.
Each person sees their own part of the business
Champion
Passing the ISO 13485 audit, SAHPRA vigilance and CAPA closure — with gated workflows and an audit trail to show the certification body.
Signs
Licence risk, growth and cash — in one place, without a big ERP project.
Signs
Case invoicing, commission accuracy and consignment value — with fewer write-offs.
Uses daily
Stock by lot and expiry, consignment counts and reconciliation cycles per hospital.
Uses daily
Rep visits, specialist coverage, case volume and monthly reports.
Uses daily
Phone-friendly forms between theatres — visits, expenses, commission and cases.
Section 3
Four modules, one Microsoft 365 environment
Gainflow Medical is packaged as four modules on one Microsoft 365 environment. Start with the one your next audit or cash problem needs, and add the rest as you go.
Module 01
An ISO 13485-aligned quality system your certification body can audit.
Module 02
Every case and every consigned unit, from booking to invoice.
Module 03
The rep’s day captured in minutes, on the phone.
Module 04
One place to see the business — live, not at month-end.
Gainflow runs operations and quality; the ERP keeps the books
Your accounting system stays the system of record for finance and stock. Gainflow captures the operational and quality work around it — so nobody re-types.
SharePoint, Microsoft Lists, Power Automate and Power BI. No new software to buy, and no new logins for your team.
SAHPRA, medical schemes, provincial hospitals and POPIA are built into the lists and workflows — not bolted on.
Built for the work a distributor actually does: principals, consignment, cases, reps and the licence that ties them together.
Section 4
From first conversation to your first module live
Map how quality, cases and stock really flow today.
We work with your quality manager, operations and reps to map the current processes — and find the spreadsheets, emails and WhatsApp groups doing the real work.
Quality manager, operations, sales
Confirm the options that make it yours.
A structured onboarding document for every list — visit types, specialists, devices, expense categories, areas. You confirm or amend the defaults; everything can change later.
Your onboarding coordinator
Bring your data across, not just your people.
Import templates for products, HCPs, suppliers and open cases, so you start with your own data on day one.
Operations, admin
Your first module live in weeks.
Environment set-up, role-based access, phone walk-throughs and training — with dashboards visible from the first day.
Everyone who uses it
Add modules and automation as you grow.
Every request goes on a shared backlog, is prioritised with you and delivered through the retainer — the next module, a new report, a new automation.
You and the Gainmaker team
A demo scripted for your role — the quality manager’s complaint-to-CAPA path, the FD’s case-to-invoice path, or the MD’s view of who needs attention.