How Pearl Reclaims 15 hours Per Week With Automated RevOps Reporting
“Grid doesn’t just help with external reporting; they’ve become an invaluable internal BI tool for our whole company. The platform continuously reveals crucial insights that might have otherwise gone unnoticed.”
About
Pearl is pioneering the future of dentistry with the world’s first FDA-cleared AI for clinical pathology detection. Named one of TIME’s best inventions of 2022, Pearl has been cleared for chairside use in over 120 countries.
Challenge
Surfacing holistic business insights from disparate CRM data sets
As Senior Director of Operations at Pearl, Kevin Stout and his RevOps team are the de facto data analysts. Like many other analysts using HubSpot’s CRM, they found reporting on individual objects (like Companies and Deals) simple. However, creating actionable cross-object reports was time-consuming for Kevin and his team.
For instance, Kevin’s team couldn’t immediately address crucial investor questions surrounding MRR or churn, even with detailed sales and customer records. Plus, whenever a new metric was introduced to the reporting process, the time investment increased exponentially. Kevin needed a faster way to sift through large amounts of data to deliver the metrics that matter most to stakeholders in less time.
More specifically, he needed a purpose-built SaaS reporting solution that would:
- Serve as a single source of truth for metrics: Kevin needed a solution to consolidate and contextualize the data spread across his CRM into a unified view. This would reduce manual lift and provide stakeholders with insights faster.
- Standardize revenue metrics: With so many ways to slice the data, Kevin had to clarify and standardize definitions so that reports on things like New Sales ARR met stakeholder needs.
- Offer an intuitive, self-service UI: Since Pearl tracks many different business segments, RevOps took on a high volume of internal reporting requests to increase visibility and ensure accuracy. A user-friendly dashboard would eliminate bottlenecks and empower other teams to do their own reporting.
Luckily, Kevin didn’t have to search for long. One of Pearl’s investors recommended Grid, which automates data tracking and analysis. Within weeks, Pearl had an executive dashboard that provided the answers to investors’ most pressing questions.
Solution
Establishing a single source of truth for performance reporting
With Grid, Pearl streamlined external reporting while establishing a comprehensive BI system that drives cross-departmental decision-making.
Grid fully equips Pearl to:
1. Synthesize complex data points into digestible, investor-ready metrics
Instead of sifting through and synthesizing multiple reports on individual data types, Pearl’s RevOps team uses Grid’s dashboards to spin up comprehensive, investor-friendly deliverables in minutes. Plus, the platform’s HubSpot integration syncs the data in real time, ensuring they always use the most up-to-date numbers.
Now, Kevin can provide answers to pressing questions quickly, building investor confidence with every report. “Grid has the technical depth to handle the relationships between data types, Kevin explains. “For instance, it knows which deals in HubSpot to sum for company-level ARR, which is an absolute gamechanger.”
In addition to board reporting, the broader organization can build specific dashboards for each team’s reporting requirements. That way, RevOps, finance, customer success, and leadership can access the metrics they need, drawing from the same source of truth.
2. Standardize metrics calculations
Grid standardizes the calculation of each metric using industry-recognized formulas for consistent and accurate reporting.
Instead of going back and forth with stakeholders on New Sales ARR calculations, Kevin and his team defer to Grid’s standard formula. Now, Pearl measures metrics in the same way as the other companies in its investors’ portfolios.
Grid’s Metrics Library also saves RevOps the time and effort of documenting these metrics for users. Today, if a team member has questions about a calculation, Kevin’s team can quickly share the documentation, instilling trust in what they report.
3. Automate internal BI reporting for all teams
Grid’s dashboards automate internal reporting throughout the company. “Grid became the executive dashboard that we didn’t know we needed,” Kevin says. “Now, anyone on any team can produce an accurate report.”
While Kevin’s team builds ARR reports, Pearl’s VP of Customer Success, Bobby Cooper, also uses Grid to segment churn by cohort and make decisions that strategically improve retention. Best of all, he unearths these insights in seconds without pulling on RevOps.
Results
Faster metrics reporting, enhanced BI, and improved forecasting
Grid has transformed Pearl’s reporting process from a burden to a competitive advantage, delivering board-ready insights that guide strategic initiatives.
And the results speak for themselves:
- 15 hours saved per week on RevOps reporting
- 95% automation of complex sales pipeline reporting
- 1 source of truth for RevOps, finance, sales, and customer success
With a scalable foundation for turning complex CRM data sets into high-level metrics, Kevin is now automating even more of Pearl’s reports. Using Grid’s cohort views, he plans to build pipeline forecasts that predict future sales and measure conversion rates. Automating these two functions will uncover insights that accelerate the sales cycle and generate revenue faster — key factors that solidify investor trust.
