Client Profile
Luthercare, a nonprofit senior living provider, prides itself on creating a true community, serving both seniors and children. The team manages two locations in Pennsylvania, both of which have independent living and personal care, with one location offering nursing. Luthercare also offers two childcare centers that care and nurture children up to age 12. By providing high-quality care and lifestyles in Lebanon and Lancaster counties, Luthercare excels in making a meaningful community impact.
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Implementation Done Right: A Client’s Story
Sage Intacct + PointClickCare Integration
Team Held Back By Technology
As the company grew, their older technology unfortunately created more problems than it solved and was limiting the team. Jim Walko, Senior VP Finance at Luthercare, explains, “We were in an older ERP and AOD that didn’t have very many integrations. A lot of it was manual. A lot of it was monotonous, time-consuming work that really didn’t pan well for us as an organization.” Since Sage Intacct was gaining prominence in the healthcare space and with its potential for integrating with other systems, it soon became an obvious choice. Walko continues, “The sell with Sage was there are a lot of integrations, and Intellitec has proprietary ways to have their data directly integrate.”
Marissa Picchini, CFO at Luthercare at the time, now CEO, previously worked with Intellitec to implement Microsoft Dynamics at another company. She saw firsthand how well the team worked together and was confident in their expertise and capabilities. Luthercare knew they were not just choosing a product but also a partner to help them drive success in the senior living industry.
Guiding the Way
With the ability to streamline a Sage Intacct implementation through personalized, hands-on support, Intellitec quickly became Luthercare’s trusted advisor. Walko says, “They really became a partner in the process. They didn’t just hand the workbook off and have us complete it. They gave us insight. They gave us direction. They gave us what-if scenarios based off how we’ve done things in the past and the days of old.”
By offering insight into how Sage Intacct works, and truly listening to their needs and wants, Intellitec put Luthercare at ease. Lindsay Saenz, Director of Finance and Accounting at Luthercare, shared, “Our implementation team was really great. They were with us every step of the way. We had a Sage Intacct implementation plan that we would open up during each meeting, and go through, to make sure we were on track. They were very thorough, with every part of the implementation.”
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PointClickCare Integration
Two of the key reasons Luthercare chose to work with Intellitec are their experience in the senior living industry and their proprietary integration with clinical solutions. Being able to seamlessly integrate Sage Intacct with PointClickCare (PCC) through their IntelliConnect offering has been a game-changer for Luthercare – dramatically saving time while maintaining accurate financial records. Walko explains, “I have colleagues who don’t use Intellitec, and they don’t have that direct integration. They have to do it through a journal entry. While it may not take a lot of time, if the entry doesn’t balance or something doesn’t work, there’s just that little bit of human error in there that could add just a little bit of extra work.”
Saenz says, “Without that integration between PCC and Sage Intacct, we would not have been able to reduce our close time as much as we have.” She continues, “We have a daily feed that gets imported from PCC to Sage Intacct automatically. Every night that activity comes over, and that has been much better. Previously, we would import activity once a month, but now we can see every day what’s going on in PCC, and we have that detail in there.” This up-to-date data allows the team to make quick decisions, with real-time insights.
From 18 to 5 Day Close
Before the migration, Luthercare’s monthly close took 15 to 18 days mostly due to time-consuming manual adjustments. After transitioning and fully implementing the PCC integration with Sage Intacct, Luthercare reduced their average monthly close time to 5 days. Walko jokes, “So, five days complete close. Six days is reporting, and then we get to have fun for 2 weeks until we start all over again.”
“Without that integration between PCC and Sage Intacct, we would not have been able to reduce our close time as much as we have.”
Jim Walko – Senior VP of Finance
Getting back to business, Walko notes, “The integrations have been really great from the stance that it allows us to adjust how things are coded and how the data is being pulled through. From a reporting standpoint, the same way we can adjust where things sit, and as things are closed, things are done. It’s a seamless transition. There’s no journal entering. There’s no export/import of any of those. Even ADP, a slight export/import, but again, all integrated through Intellitec’s integration solutions.”
From Spreadsheets to Streamlined
With all this time saved, the finance team can prioritize other important tasks, from better reporting, to more projects that drive positive outcomes, to being able to take vacations when they want.
One project with quick returns was leveraging Intellitec’s expertise to adjust data and add labels to Fixed Assets, streamlining the insurance renewal process. This was a lot faster compared to the manual data entry previously done in Excel. Walko clarifies, “We were able to put all our units by their address and then by their unit number, even if they weren’t labeled that way originally, and then we can sort it and do a lot of additions. With Excel, we would have had to try to make assumptions before. So, that took significantly less time than it did in the past.”
Saenz highlights the impact of their new approval process and Sage Intacct’s audit trails on her work, discussing how these tools streamlined operations and enhanced accountability. “The workflow approvals and audit trails have been really helpful. Both of those were much improved from our last system. We like how you can attach documents within the software. That’s really helpful for us, especially for our vendor profiles, being able to attach contracts to unite things like that. The bank reconciliation process has improved a lot with their functionality with the importing of bank feeds and matching rules that you can create. That has saved us a lot of time,” explains Saenz.
“The sell with Sage was there are a lot of integrations, and Intellitec has proprietary ways to have their data directly integrate.”
Jim Walko – Senior VP of Finance
Training That Sticks
When asked about Intellitec’s training, Walko said, “The training’s been really great, was really great, and still is. Intellitec gave us in-depth training on every module we would be using. They provided us with do’s and don’ts. I’m a CPA. Most of them are CPAs or accountants, so they understand internal control, and that was always a big thing for everyone, especially in the audit space.”
After going live, Intellitec’s availability and hands-on expertise remain as reliable as ever. Luthercare has since collaborated closely with Intellitec’s team to implement additional tools following the Sage Intacct implementation. Walko remarks, “We implemented a 3rd party AP automation platform that has direct integration that we went through with Intellitec. They were great to jump on calls with. They were great to look at why the integration doesn’t work, or what isn’t connected here. If I’m not sure of something, I send that inquiry over, and they’re very quick to respond.” This level of support and responsiveness post-implementation is critical to Luthercare’s systems and processes running smoothly for the long term.
Saenz adds, “They are still in communication with our team, and they still help us out as needed, though it’s not very often. They’ve also been really helpful with other solutions that we need… They’ve suggested different solutions for those as well. Some through them, and some not through them. So, they’re willing to help us out in whatever area we need, not just Sage Intacct.”
New AP Workflow and Solver Integration
The new AP workflow solution has been transformative in their operations. By automating key tasks and integrating the solution with Sage Intacct, they’ve reduced errors and increased accuracy in financial reporting. Saenz explains, “We don’t have to spend a lot of time with the ADP data anymore like we used to. For all our invoicing we’re able to just click to view the bill in Intacct. We’re able to click on a link, and it takes us right to our AP workflow that shows approvals and images of the invoices, and anything related to the bill.”
Luthercare has also implemented Solver, a strong business intelligence solution with an open API integration with Sage Intacct. Walko explained, “We had been using Excel in a server environment where again, very manual, very reliant on the server to make sure that it would not crash, and it was a lot of Excel workbooks talking to one another, and just a human error you accidentally put a comma in a dollar space, and all your formulas are gone.” Intellitec helped the team review the options to improve the situation.
“Ultimately it came down to two things: one, Solver had a direct integration with Sage, which others did as well. But honestly, and I’m not trying to gloat them up, but basically, it was Intellitec who was the partner that was the solution to help us with the integration,” he continued.
More Than a Vendor
Luthercare is very happy with their choice of ERP partner, with Intellitec bringing not just technical expertise, but also being approachable and personable so they can all enjoy a collaborative, impactful relationship. Saenz describes the team by saying, “The Intellitec team is very easy to work with. Very patient with us as we moved through things. Very knowledgeable.” She continues, “I would certainly recommend working with Intellitec for any implementation need.”
“Intellitec isn’t just a vendor. They’re a partner. They really want to get and understand your needs and wants.”
Jim Walko – Senior VP of Finance
Walko expanded on this with, “Intellitec isn’t just a vendor. They’re a partner. They really want to get and understand your needs and wants. They’re not just out to sell a solution but to provide the solution for growth. Not just for the moment, they really look into what your plan is, and tailor it to exactly how you’re asking, not just give you a brand box and walk away.”