Commercial teams regain time, compliance teams reduce audit findings, and HCPs experience smoother interactions when sign-ins move from paper to digital.
In life sciences, one of the simplest tasks in the field, the act of collecting a healthcare professional’s (HCP) signature, remains one of the most troublesome. What should be routine has become one of the most persistent sources of errors and inefficiency. Across the industry, audits continue to show the same trend: as many as 85 percent of HCP expense reports contain mistakes. These range from illegible handwriting on paper sign-in sheets to missing identifiers such as NPIs or state licenses, to misclassified attendees. Each error creates a cascade of extra work. Field representatives must revisit their records, compliance officers chase corrections, and finance teams struggle to reconcile mismatched data.
The impact is measured not only in paperwork but in time lost. Commercial representatives report spending an average of six hours per month correcting signatures and resubmitting expense reports. Many describe Friday afternoons consumed by closing out administrative tasks rather than focusing on HCP engagement. Some even face Saturday compliance calls when errors are flagged and require immediate resolution.
Compliance and finance teams face the same frustrations. When eight out of ten reports contain errors, audits become less about oversight and more about damage control. Typical issues include incomplete sign-in sheets, mismatches with the customer master, or missing state licenses. In our studies, compliance leaders acknowledged that entire audit cycles had become consumed by “chasing signatures” instead of analyzing engagement trends or preparing for new regulations.
The pressure on these processes is intensifying. More frequent HCP engagements tied to new product launches add volume, while evolving global transparency rules demand faster, more detailed reporting. Manual workflows whether paper-based or patched together with spreadsheets cannot keep up. Even well-meaning efforts to digitize with homegrown tools rarely solve the core problem: the absence of real-time validation and integration.
A growing number of leading life sciences companies have concluded that the solution lies in DSai™ Digital Sign-In with AI by Groupiz.ai. By capturing attendance electronically and validating data at the point of capture, errors can be reduced to near zero and valuable time reclaimed. DSai by Groupize.ai streamlines operations by validating HCP credentials through MedPro Systems Integration and automatically syncing data with Concur Expense.
For commercial teams, the difference is felt immediately. A commercial director at a large pharma company described how DSai™ “gave back Fridays” to the field force. Time once swallowed by clerical work was redirected toward follow-ups and planning. Compliance leaders noticed the change too. At a global pharma, one executive said the Saturday morning compliance calls that had become routine “simply stopped happening” once digital sign-in was adopted.
The benefits extend to healthcare professionals themselves. Physicians and staff consistently prefer interactions that are concise and respectful of their schedules. Digital sign-in options via QR code, tablet, or mobile app keep meetings on track and reduce interruptions.
Manual errors, by contrast, have even led to embarrassing incidents where doctors were asked to reimburse companies for meals because of misclassified attendees or overlooked state restrictions. A specialty pharma client in the U.S. reported that one such incident nearly derailed an important HCP relationship. With digital sign-in, opt-outs and restrictions are flagged in real time, preventing these situations entirely and preserving trust.
Perhaps the most underappreciated outcome is the quality of data produced. Clean, validated, real-time records provide organizations with a reliable view of aggregate spend and HCP engagement. Compliance officers shift from chasing corrections to proactive oversight. Finance teams close books faster with fewer adjustments. Commercial leaders gain confidence in analyzing engagement patterns.
Life sciences companies today face pressure to expand engagement, ensure transparency, and manage costs, all while reducing compliance risk. In this environment, manual sign-ins are no longer defensible. DSai™ is not about adopting new technology for its own sake, it is about removing one of the industry’s most entrenched pain points. By validating data at the source and eliminating the errors that once defined expense reporting, companies are freeing their teams, strengthening compliance, and improving every HCP interaction.
For an industry built on precision and accountability, the path forward is clear: replace outdated manual systems with digital sign-in, move from 85 percent errors to zero, and give every stakeholder the time and confidence to focus on what matters most.
