How an insurance leader slashed report handling time by 60% and tripled data usability with BI support 
                     How We
Cut Reporting 
Time by 95% 
for a Growing 
Insurance 
Business
www.fbspl.com
Client Overview
A California-based insurance company headquartered in Laguna Hills, employing between 51 to 
200 people were initially engaged with us for our Virtual Employee (VE) services and, over time, 
began exploring additional ways to optimize their internal operations. With a growing need to 
enhance their performance monitoring processes, they approached us to improve their reporting 
capabilities using Business Intelligence (BI).
Their leadership was eager to embrace a data-first mindset. However, their existing tools were 
holding them back. What began as a simple KPI reporting request quickly turned into a full-fledged 
BI transformation powered by Tableau, with the goal of making business insights not just accessible, 
but actionable.
Insurance Case Study | www.fbspl.com 2
The Challenges
Like many mid-sized insurance firms, Suncoast 
relied heavily on Excel. But in this case, “heavily” 
was an understatement. Their reporting processes 
depended on bloated Excel files over 500MB in 
size, with more than 100,000 rows of data 
spread across multiple tabs. These spreadsheets 
powered three crucial reports: Claims, Quotes, 
and Policy Audits.
The process for refreshing these reports was manual and exhausting. Employees had to:
§ Download raw reports from multiple systems
§ Copy and paste data into predefined templates
§ Drag formulas manually across hundreds of rows
§ Refresh multiple pivot tables spread across tabs
This tedious process took more than one hour per report, leading to delayed decisions and a high 
risk of human error. Worse still, minor missteps like a misplaced formula could compromise the 
integrity of the entire report.
Beyond inefficiency, the situation posed operational risks. With growing data volume and 
increased report usage, the cracks were starting to show. The leadership needed a scalable, 
foolproof system that was faster, smarter, and immune to human inconsistencies.
Insurance Case Study | www.fbspl.com 3
The Turning Point
The pivot happened during a routine conversation around VE services when our team introduced 
the client to our BI capabilities. The conversation quickly moved from performance support to 
performance transformation.
The client shared frustrations about the current system, and our SME stepped in to analyze their 
workflow. The opportunity to replace their manual Excel-based system with a fully automated 
Tableau dashboard became clear.
They weren’t just looking for a vendor. They wanted a partner who could:
§ Understand the logic buried in their Excel files
§ Replicate it with pixel-perfect precision
§ Make the experience seamless for non-technical users
§ Deliver it fast, without disrupting day-to-day operations
What started as a peripheral discussion became the foundation for long-term strategic 
collaboration.
Insurance Case Study | www.fbspl.com 4
Client’s Vision
Suncoast’s vision was simple but ambitious: get rid of Excel without sacrificing the comfort of Excel.
Their ideal solution was one where reports looked and felt like their familiar spreadsheets but 
required no manual work. They wanted drag-and-drop simplicity, where uploading a CSV would 
automatically update a dashboard with minimal effort.
The leadership also wanted:
§ Speed: Refresh reports in minutes, not hours
§ Accuracy: Eliminate formula mishaps and data inconsistencies
§ Adoption: Ensure that team members could use the solution easily
§ Scalability: Create a solution flexible enough to adapt as reporting needs evolved
And above all, they wanted to stop fighting with Excel and start making decisions faster.
Insurance Case Study | www.fbspl.com 5
How We Revamped Their Operations
From the start, we took an agile and consultative approach. The revamp wasn’t just about building 
dashboards; it was about understanding their logic, improving workflows, and designing with the 
end user in mind.
Here’s how we brought it all to life:
1. Deep-Dive Discovery
We analyzed existing Excel files to uncover logic, calculations, formatting, filters, and data 
dependencies. We paid special attention to how pivot tables were used, what filters were most 
frequently applied, and how users interacted with the data.
2. Modular Dashboard Design
Instead of overwhelming the client with a complete overhaul all at once, we worked on one 
report at a time, starting with Claims. We created wireframes and prototypes in Tableau, 
mimicking the Excel tabular layout but enhancing it with drill-downs, slicers, and dynamic filters.
3. Drag-and-Drop Data Upload System
We set up a G Drive-powered automation process where the client could simply upload a new 
CSV file. The backend logic would then refresh the Tableau dashboard within 5 minutes, all 
without writing a single line of code or refreshing anything manually.
4. Feedback-Driven Iterations
Each version was reviewed by the client’s team. From adjusting the color scheme to refining 
filters, their input shaped every iteration. This ensured we weren’t just checking boxes; we were 
aligning the solution to how they think and work.
Insurance Case Study | www.fbspl.com 6
5. Tableau Cloud Deployment
Each version was reviewed by the client’s team. From adjusting the color scheme to refining 
filters, their input shaped every iteration. This ensured we weren’t just checking boxes; we were 
aligning the solution to how they think and work.
Measurable Impact
Within just a few weeks of go-live, the results were impossible to ignore. Here’s how the 
transformation measured up:
Metric Before After
Report Refresh Time 1+ hour per report