Small and medium-sized businesses need strong selling processes to sustain success and scale to the next level. However, manual processes caused by outdated customer relationship management (CRM) software, low employee CRM adoption, and a lack of technology altogether hinder the sales process and stunt the organization’s growth. 

​Let’s take a look at how much of an impact manual tasks have on your business.

Leaf Software Solutions and Microsoft are helping empower small and medium-sized businesses to maximize ROI and improve seller productivity. As a Microsoft partner, Leaf handles implementation and ongoing maintenance of Microsoft Dynamics 365 Sales to optimize solution adaptation and support user training so that your team can start quickly reaping the benefits of a modern CRM.

Learn how Leaf Software Solutions with Dynamics 365 Sales can help your organization increase profitability and productivity by building stronger relationships.

Connected internal and external data sources give your employees the information they need to act fast.

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Automation and streamlined applications simplify work in the back office and on the frontline.

Modernized processes
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Build solutions with less effort using generative copilot and AI. Go from idea to solution in no time. ​

Keep IT in full control and reduce shadow IT risk, with centralized administration tools and governance. ​

REDUCE
​repetitive tasks
Leverage end-to-end automation and process modernization.

DRIVE
​digital transformation
Foster a culture of automation with the full host of Power Platform solutions.

SCALE
efficiently
Scale automation and give IT controls they need to drive a secure and compliant organization

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Company overview
Created in 2016, West Harbor Healthcare operates five nursing
homes in northern California, with two in Redding and others
in, Fremont, Yuba City, and Petaluma. The 650-person company
also provides physical, occupational, and speech therapy,
and is introducing new home health and hospice services.

Executive summary
Previous software:

• Microsoft Excel

Results with Sage Intacct + Sage Intacct Planning

• Reduced budget creation time by 50%.
• Introduced budget vs. actuals reporting not
• previously possible.
• Gained new business insights for informed decisions.
• Eliminated 40 hours a week of manual accounting work.

West Harbor Healthcare runs five nursing homes in northern California that it acquired since launching in 2016, as well as a separate business entity providing physical, occupational, and speech therapy to facility residents. Swiftly growing to a 650-person workforce and about $65 million in revenue, West Harbor Healthcare aims to double in size within several years through further acquisitions, while also rolling out new home health and hospice services.

Those ambitious growth goals required robust and sophisticated financial management that West Harbor Healthcare lacked with its use of Excel for budgeting and QuickBooks for accounting.  Putting together an annual budget required administrators at each nursing home to manually input about 400 lines of data into a spreadsheet, which was then reviewed and revised by West Harbor Healthcare’s director of operations and Mette O’Connor, controller at the Carlsbad, Calif.-based company.

​​“By the time I got the draft budget, it would have formula errors and mismatched items,” said Mette, who joined West Harbor Healthcare in late 2018.  “We could never get it completely clean because we have seven separate budgets, and we had no way to compare the budget to our actuals on an ongoing basis. It was craziness,” said Mette. West Harbor Healthcare solved its budgeting pains with Sage Intacct Planning, cutting its budget creation time, improving collaboration with facility administrators, and gaining new insights that are helping improve both cost-efficiency and patient service levels.

West Harbor Healthcare selected Sage Intacct for both accounting and budgeting in 2019 after a look at Oracle NetSuite. Native integration between Sage Intacct Financial Management and Sage Intacct Planning would provide a unified solution, based in the cloud. “I wanted a one-stop shop so I wouldn’t be using different software for budgeting and different software for accounting,” Mette said. “We’re streamlining everything with Sage Intacct and have a three-person finance team for a $65 million company,” ,” said Mette. Team size would need to double if West Harbor Healthcare had remained on Excel and QuickBooks for budgeting and accounting, Mette estimated.

With self-implementation aided by Sage Intacct support, West Harbor Healthcare deployed Sage Intacct Planning in fall 2019, a year after it went live with the accounting component. Mette had facility administrators continue inputting budget data into spreadsheets when creating the 2021 budget, but plans to have them use Sage Intacct Planning in the future. Overall, West Harbor Healthcare cut its budget creation cycle from three months to six weeks, a 50% reduction.

West Harbor Healthcare is now achieving critical business insights with budget vs. actual reporting in Sage Intacct, a huge improvement over the limited comparisons between financial statements and spreadsheet budgets of the past. The company now has line-item breakdowns around the patient days metric that reflect labor, overtime, food costs, nursing supplies, and other expenses across departments. “If we spot an issue in overtime or food costs by analyzing budget vs. actuals, we’re able to make changes in real time before a problem gets out of hand,” Mette said. “The biggest thing is having data at our fingertips to make informed decisions without looking at 20 different reports,” said Mette.

Collaboration between finance and operations is also improved, as the CEO, director of operations, and nursing home administrators can access Sage Intacct reporting themselves. “Our facility administrators are chomping at the bit to get their final numbers every month,” Mette
said. “They’re learning more about finance and financials because they can run Sage Intacct reports themselves. They find it easy and like it very much,” said Mette. Insights gained aren’t just financial — facility administrators are also identifying areas for improvement in services. Plus, Mette is no longer spending hours producing ad hoc Excel reports based on specific requests from the operations side.

With Planning, West Harbor Healthcare is building on its successes with Sage Intacct for accounting. For example, Mette has automated previously manual accounting work that consumed up to 40 hours a week — 15 to 20 hours in accounts payable, and another 20 hours in payroll journal entries. Time to close the monthly books is down from 30 days to 10, and West Harbor Healthcare no longer struggles with
intercompany accounting across multiple entities. “My goal is complete automation in every area possible so we can have a lean finance staff and take care of those people with good salaries and benefits,” Mette said. “As we continue to grow, we’re able to easily pull in new facilities and companies into a great framework that can grow along with us,” said Mette.

Built for nonprofits
As your organization grows, manual processes drain your productivity and it’s difficult to analyze your growing range of data. While you’re managing multiple donors and funding sources, increased demand for services, and changing regulatory requirements, we’ve built our accounting software with you in mind. Sage Intacct customers have experienced efficiency gains up to 60% and dedicate more time to strategic decision making.
We provide intuitive core fund accounting with a dimensional general ledger and accounts payable automation, comprehensive grant tracking and billing, automated revenue recognition, easy-to-use reporting and dashboards, and a HIPAA-compliant advanced audit trail. 

Real-time visibility and insights
Senior living organizations need visibility into financial and operational metrics to make more informed decisions about programs, fundraising, staffing, and more. The Sage Intacct real-time reporting allows you to measure performance for financial, operational, and outcome metrics. Every transaction in the system is tagged with dimensions, so finance teams can sort, view, filter, and report on the specific information they need.

True cloud technology with open API
As an innovator in the cloud space, Sage Intacct has honed a true cloud model. Sage Intacct was built to deliver multi-tenant financial management, on a platform purpose-built for finance. This allows all users to be on the same version, without complicated and expensive upgrades. Our open API lets you connect to existing or future systems. This means you can leverage key data from electronic medical records like EMR Connect for Sage Intacct, patient billing, patient management, payroll, budgeting, and other systems to track metrics that are central to your organization’s operations and programs.

Challenges shifting to
a remote workforce

Understanding and controlling costs

Service disruptions
(i.e., loss of electives)

“With the timely information we have in Sage Intacct, we’re distributing responsibility across the business and helping people be proactive about their budgets. Our department heads are able to see the impact of any resident revenue loss as soon as it happens so they’re never behind the ball and can make adjustments as needed before we get to month-end.”

Alicia Summers
Corporate Controller, Agemark Senior Living

Discovering cloud software that grows with your business
​Agemark Senior Living is an organization with over three decades of experience in assisted living development and management. To create communities where seniors are empowered to thrive, the business operates several services with various income streams, including multiple levels of resident care, residential rental fees, investment partnerships, property ownership, facility management, and other evolving models.

​After initially running its back office on the Sage 50 on-premises accounting software, Agemark Senior Living had the foresight to migrate to Sage Intacct back in 2005. ​ However, despite the benefits of a cloud-based solution, the finance team struggled with increasingly complex accounting practices as the company continued to add new locations. Alicia Summers, corporate controller at Agemark Senior Living, remembers, “Previously, we had disjointed finance operations and high turnover, because every community had its own bookkeeper, and they each did things their own way. This often led to inconsistent workflows, inaccurate information, and duplicate vendors or invoices across our properties.”

In preparation for even more expansion, Agemark Senior Living decided in 2010 to centralize all financial operations and reconfigure its implementation of Sage Intacct to take full advantage of the software’s multi-entity capabilities. By optimizing their use of the modern system, the finance team cut their monthly close in half, gained comprehensive visibility into key metrics for improved decision-making, and grew headcount just 20% as the organization’s network burgeoned from 10 to 25 communities.

The power of consistent, efficient multi-entity visibility
Most of all, Agemark Senior Living benefits from Sage Intacct’s powerful reporting functionality. For instance, the system’s ability to tag transactions with multiple dimensions makes it easy to compare and contrast financial and operational data specific to various departments, locations, and vendors, as well as different types of services, employees, customers, and rooms. As a result, the finance team can rapidly produce hundreds of reports each month, such as trailing and year-to-date profit and loss, individual community net operating income, balance sheets, and industry specific rent roll and occupancy snapshots that summarize other key metrics.

“It’s awesome that Sage Intacct lets us consolidate our entities together by state, property size, time in operations, or any other groupings we need in order to compare apples to apples,” shared Alicia. “Before, it would have been impossible to track some of the things we do now — like supplies across departments, supervisor hours versus assistant hours per resident, resident costs compared with their level of care, income from private versus state customers, or dining spend differences between locations,” says Alicia. 

​Agemark Senior Living also utilizes Sage Intacct to create a weekly live budget for each community director. These reports automatically remove non-controllable costs such as utilities, calculate a percentage of actual revenues, and use that amount to determine allowable remaining spending for individual departments. 

Having this valuable data in Sage Intacct helps the organization build accurate forecasts and proposals for new projects based on expected startup costs, occupancy rates, management fees, and other predictions to ensure a new community’s profitability. All of this insight supports more informed, proactive decision-making throughout the business, including when to open new positions, invest in new capital expenditures, or raise rents.

Most recently, Sage Intacct’s reporting flexibility played
a critical role during the Covid-19 pandemic. Not only did increased visibility help the company maintain its A/R aging targets despite external economic pressures, Alicia was able to quickly secure assistance from government programs. “As soon as the Paycheck Protection Program and other loan forgiveness opportunities came available, we were ready,” explained Alicia. “Because we had the numbers we needed at our fingertips in Sage Intacct, I was able to determine exactly which wages, workers’ compensation, utilities, and rent were eligible and pull all the data required to apply. In fact, we submitted our applications on day one and got funding for every single community in the first phase,” concluded Alicia.