MobilSense: Automated Enterprise Mobility Management Solutions

Welcome to the MobilSense Buying Guide. In an era where mobile workforces are expanding and wireless costs are becoming a top-five IT expense, managing mobile assets requires more than just a spreadsheet. MobilSense provides a sophisticated Wireless Expense Management (WEM) and Managed Mobility Services (MMS) platform designed to provide visibility, control, and significant cost savings.

This guide is designed to help IT leaders, Procurement officers, and Finance executives evaluate MobilSense’s capabilities. You will learn about their core 'MobilSentry' technology, how it integrates with your existing infrastructure, and the specific business scenarios where their automation-first approach delivers the highest ROI. By the end of this guide, you will have the necessary criteria to determine if MobilSense is the right partner to de-clutter your mobility environment and reclaim your IT budget.

MobilSense centers its value proposition on automation and deep visibility. Key capability areas include:

Automated Expense Management (MobilSentry):

• Invoice Normalization: Automatically aggregates bills from multiple carriers into a unified dashboard, regardless of format.
• Proactive Optimization: Uses algorithms to analyze usage patterns and recommend the most cost-effective rate plans for every line, every month.
• Zero-Touch Over-usage Alerts: Monitors data consumption mid-cycle and triggers automated alerts to users or managers when thresholds are breached.

Asset & Lifecycle Management:

• Inventory Tracking: Maintains a real-time database of every device, its user, its location, and its contract status.
• Procurement Workflow: A centralized portal for ordering new devices and accessories that adheres to corporate policy and approval hierarchies.

Advanced Analytics:

• Executive Dashboards: High-level visualizations of spend trends, ROI, and carrier performance.
• Granular Cost Allocation: Automatically splits and assigns mobile charges to specific departments, projects, or cost centers, ready for your GL.

Security & Compliance:

• Unused Line Identification: Flags 'zero-usage' devices for immediate suspension or cancellation to eliminate waste.
• Policy Enforcement: Monitors for non-compliant behavior, such as excessive international roaming or unauthorized third-party charges.

• Scenario 1: Large-Scale Construction Firm: A national construction company with 2,500 tablets in the field was suffering from unpredictable data overages. MobilSense implemented real-time threshold alerts and automated plan shifts, reducing monthly data overages by 85% within the first 90 days.
• Scenario 2: Healthcare System M&A: A healthcare provider acquired three smaller clinics, resulting in a chaotic mix of five different carriers and inconsistent billing. MobilSense consolidated all accounts into one dashboard, identified 200 'ghost lines' from the acquired entities, and saved the client $12,000 per month in unnecessary fees.
• Scenario 3: Global Logistics Provider: A logistics firm needed to allocate mobile costs across 50 different regional cost centers. MobilSense integrated with their Workday HR system to automatically assign every line to the correct department, reducing the Finance team's monthly reporting workload from three days to 15 minutes.
• Scenario 4: Professional Services Firm: A firm with a high-travel workforce used MobilSense to manage international roaming. The platform's automated 'roaming triggers' ensured that travelers were placed on temporary international plans only when they landed abroad, preventing 'bill shock' from standard per-megabyte rates.

MobilSense typically utilizes a tiered pricing structure tailored to the volume of managed lines:

• Per-Device/Per-Month (PDPM) Fee: The most common model, where customers pay a flat monthly fee for every active line under management. This makes costs predictable as the fleet scales.
• Percentage of Savings: In some audit-heavy engagements, a 'gain-share' model may be applied to the initial historical audit, where MobilSense takes a percentage of the credits recovered from carriers.
• Implementation Fee: A one-time setup fee covering data migration, carrier integration, and platform configuration.
• Tiered Service Levels: Pricing varies based on whether the customer chooses 'SaaS-only' (using the software internally) or 'Managed Services' (where MobilSense analysts handle the optimization and carrier disputes).
• Add-on Modules: Specialized features like Help Desk support or International Roaming Management may incur additional monthly costs.

As a cloud-native SaaS platform, the technical requirements for MobilSense are minimal:

• Browser Compatibility: Fully supported on the latest versions of Chrome, Microsoft Edge, Safari, and Firefox.
• Connectivity: Standard high-speed internet access; no local server installation is required.
• Mobile Access: The platform is mobile-responsive, allowing managers to approve requests or view alerts from smartphones/tablets.
• Data Feeds: Requires SFTP or API access for carrier invoice delivery and HRIS/ERP data synchronization.
• Email System: Integration with corporate email (O365/Google) for automated alert delivery and workflow notifications.

To successfully deploy MobilSense, an organization should meet the following prerequisites:

• Stakeholder Buy-in: Alignment between IT (responsible for device management) and Finance/Procurement (responsible for bill payment and cost centers).
• Process Readiness: A defined internal policy for device issuance and decommissioning to ensure the software reflects the current physical inventory.
• Data Access: Authority to grant MobilSense 'read-only' or 'manager' level access to carrier portals (EDI or web-based) for automated invoice harvesting.
• Point of Contact: A designated Mobility Manager or Telecom Analyst who can act on the optimization recommendations provided by the platform.
• Change Management: Readiness to migrate from manual spreadsheets to automated workflows, which may require updating internal accounts payable processes.

A typical MobilSense implementation follows a structured 8-12 week path:

• Discovery & Data Gathering (Weeks 1-2): Identifying all carrier accounts, gathering historical invoices, and defining organizational cost-center structures.
• System Configuration (Weeks 3-4): Setting up the MobilSentry platform, configuring user permissions, and establishing automated data feeds from carriers.
• Historical Audit & Baseline (Weeks 5-6): MobilSense performs a deep dive into the last 3-6 months of billing to identify immediate savings opportunities and 'ghost' lines.
• Training & UAT (Weeks 7-8): Training the admin team on reporting, portal navigation, and automated alert management.
• Go-Live & Optimization (Week 9+): Transition to monthly automated reporting and the first round of proactive plan optimizations.

MobilSense provides several tiers of support to ensure platform success:

• Dedicated Account Managers: For enterprise clients, a dedicated strategist provides quarterly business reviews (QBRs) and proactive optimization advice.
• Technical Support: US-based support team available via phone, email, and a dedicated ticketing portal.
• MobilSense University: An online knowledge base containing documentation, video tutorials, and best-practice guides.
• Managed Services: An optional tier where MobilSense acts as an extension of your IT team, handling carrier help desk inquiries, device procurement, and end-user troubleshooting.
• Response Times: Industry-standard SLAs with prioritized response for critical system issues.

MobilSense offers robust integration capabilities designed to minimize manual data entry:

• Carrier Integration: Direct EDI (Electronic Data Interchange) and API connections with major global and regional wireless carriers for automated invoice pulling.
• MDM/UEM Sync: Integration with Mobile Device Management platforms (like Workspace ONE, Intune, or Jamf) to reconcile active devices in the field against active lines on the carrier bill.
• ERP/AP Integration: Capabilities to export formatted billing files (CSV, XML, or direct API) into accounting systems like SAP, Oracle, or NetSuite for streamlined cost-center allocation.
• SSO: Support for SAML 2.0 and Azure AD for secure, centralized user access management.
• Technical Effort: Most integrations are handled by the MobilSense implementation team, requiring only API credentials or SFTP access from the client.

MobilSense maintains enterprise-grade security standards to protect sensitive billing and employee data:

• Data Encryption: All data is encrypted at rest and in transit using industry-standard protocols.
• SOC 2 Compliance: The company undergoes regular SOC 2 audits to ensure rigorous controls over data security, availability, and privacy.
• RBAC (Role-Based Access Control): Granular permission settings ensure that managers only see data for their specific departments.
• Data Residency: Options for data storage that comply with regional privacy laws (e.g., GDPR considerations for multinational clients).
• Audit Trails: Comprehensive logging of all system changes, user logins, and data exports.