Client Profile
Menno Haven, a non-profit continuing care retirement community (CCRC) based in Chambersburg, Pennsylvania, has been dedicated to serving residents for over 60 years.
With a commitment to providing high- quality independent living, personal care, skilled nursing,
and home care services, the organization needed a modern financial management system that could
keep pace with its evolving needs.
Video Testimonial
Impact of a Partner with Industry Knowledge
Impact of IntelliConnect
Impact of Training With an ERP Implementation
Ryan Fritz, CFO of Menno Haven, recognized the growing inefficiencies in their previous system. “When I first got here, if we could get financials done by the 15th of the month that was considered great. But that wasn’t great because we were going to the finance committee without being able to review those reports.” The outdated system lacked flexibility and transparency, making it difficult to analyze financial data effectively.
Seeking the Right Solution
Menno Haven explored options, ultimately narrowing its choices to Sage Intacct and NetSuite. The deciding factor was the industry expertise and hands-on support of Intellitec Solutions. “The references and just talking to them made the difference,” Fritz shared. “You know how sometimes your gut tells you, ‘Hey, I think I can work with this team’? That’s how we felt about Intellitec.”
For Controller Adria Long, Intellitec’s deep understanding of the senior living industry was a game-changer. “We felt like Intellitec knew our business better,” she said. “We had reached out to our auditors and other organizations using Sage, and we felt that with the industry we were in, Sage Intacct was the best solution for us.”
A Seamless Implementation with Immediate Benefits
With Intellitec leading the implementation, Menno Haven saw a smooth transition to Sage Intacct. “Intellitec did a lot of the heavy lifting and made the implementation pretty seamless,” Long explained. “They had direct access to our Microsoft GP system, so they were able to pull things directly from GP into Sage. We just had to provide them with our new chart of accounts and the mappings.”
Sara Follin, Accounts Payable Coordinator, echoed this sentiment. “I was hesitant about switching systems, and Intellitec was able to listen to my discomfort and have an understanding of, ‘Yes, humans don’t like change. It’s scary.’” She continued, diving into how they resolved her fear with the training, “The big thing that I really enjoyed the most was the hands-on training that we would receive versus NetSuite. I’m a hands-on learner and they provided that versus ‘Here’s some field guides. Good luck’. It’s that human touch that we wanted in the first place and still get from them.”
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Faster Month-End Close, Smarter Conversations, Better Collaboration
Since adopting Sage Intacct, Menno Haven has realized significant efficiency gains. “We’ve cut our close time from over two weeks to eight days or less,” Fritz noted. “We’re well on our way to our goal of closing in five days.”
Beyond time savings, the transparency and accessibility of financial data have transformed how Menno Haven operates. “Before, our department supervisors and administrators didn’t have access to the system. They would just get Excel spreadsheets with their financials each month,” Long said. “Whereas now they can log into their dashboard, look at their financials, look at a line item, and drill down to the actual bill that they should have signed off on.”
The improved reporting capabilities of Sage Intacct have also led to more collaborative financial discussions. “We meet monthly with our managers and quarterly with senior leadership to review financials,” Fritz explained. Before, these meetings were reactive, looking at past data and trying to explain discrepancies. Fritz continued, “Now, our managers come in prepared with real-time insights. It’s not Finance looking down on them and saying ‘You should be doing this’ or ‘Shame on you.’ We’re partnering to see what we can do together.”
Shifting to Strategic Decision-Making
With the time savings, the Finance team now has the ability to focus on industry benchmarks, and with the improved reporting, they can get specific by service line. For example, Fritz explained “One thing my finance committee really appreciates is when you can take it down to a per resident per day for nursing or rehab, or personal care, they can easily tell because it takes the variance out. For example, ‘Well, I have additional volume, so my revenue should be up, but does it coincide with that?’.” This additional insight is allowing Menno Haven to have much more accurate planning & budgeting, and a stronger bottom line.
Follin highlighted how the shift has impacted the team’s strategy. “Our CFO makes a comment that we used to feel like we were just putting out fires all day long. Now, we’re becoming financial analysts. We’re able to actually take a step back and look into things, not just hurry up and get it done.”
Turning PCC Data into Real-Time Financial Insight
One of the most impactful improvements has been IntelliConnect, the proprietary integration that Intellitec created between Sage Intacct and PointClickCare (PCC), the organization’s electronic health records system. This integration seamlessly takes statistical and financial information entered on the clinical side, such as daily census and cash, and maps it to Sage Intacct.
“We still had a lot of manual processes in GP, and we wanted to become more proactive and less reactionary,” Long said. “With the integration between PCC and Sage, it’s been great because that was a huge journal entry that we had to do manually each month, and it took a lot of time. That integration alone has saved us at least half a day’s work each month.”
Long continued, “It’s an automatic integration that pulls the cash transactions from PCC into Sage and then once a month, automatically pulls in revenue information from PCC to Sage. If there’s any errors, I will get a notification.” By eliminating manual data entry, the integration not only saves time but also improves accuracy and real-time insights for the entire organization.
Fritz summarized, “It’s cut a lot of the ‘what ifs’ or where we could have done something wrong out of the equation.”
“The impact of our Sage implementation has been huge because there is more insight into the everyday financial.”
Adria Long – Controller
The Impact of Going Paperless
Going paperless and transitioning to a digital workflow has also significantly affected operations, improving financial accuracy and productivity. Follin shared how this shift has significantly changed her role in accounts payable: “Everything was a very manual process. We were dealing all in paper so, stacks and stacks of paper on my desk. We decided when we switched to Sage Intacct that we were going to start scanning in all of our invoices. That was a huge change. It has made my job night and day. I don’t have stacks of paper that I have to carry back and forth with me. I have the capability to say, ‘I need to work from home today. No problem. Your invoices are electronic’”.
Looking at how it has helped the entire team, Long added, “The impact of our Sage implementation has been huge because there is more insight into the everyday financial. A lot of times our administrators and directors had no idea what was going on budgetarily within their department. Now, they have real-time access and can come to us with questions. So, it’s really brought a lot to light that we’ve been able to make a lot of improvements on.”
Saving 650 hours Annually in Accounts Payable
More than going paperless, the move to Sage Intacct has been a major efficiency boost.
“From an AP perspective, I’d say we’re saving between 2-3 hours per day, just from the simplicity standpoint of the system,” Follin shared. “Instead of logging into 3 different platforms to pull information to go verify against our bank, it’s all right there in my system. When I get asked a question from a vendor, I can click it to get the answer and move on with my day.”
The impact in Accounts Payable has had ripple effects throughout the organization, with Follin noting, “Our financial reporting has been better and more accurate. We can make changes to our GLs, we can make changes to our prepaid modules, and it flows through the system so that administrators and directors can see it immediately. So that I can see the change immediately going, ‘Oh, somebody just updated this journal entry. Great push it through it.’ It’s really streamlined.”
A Lasting Partnership
For Menno Haven, the relationship with Intellitec has been just as valuable as the technology itself. “I think what makes Intellitec a good partner is that they are available to help you, even after implementation,” Long emphasized.
“Another piece that has made them a great partner is the fact that they do know our business, and they didn’t just know Sage. They knew PointClickCare and what that integration can look like,“ Fritz expanded on how the Intellitec team prioritizes communication & training, saying, “It was always very helpful. They were timely. They were quick to respond. If there was an issue, it’s like, ‘Hey, let’s hop on a call, and we’ll get this together’. That’s what I really appreciated because it wasn’t like they were just off saying, ‘We’ll fix it’ but you didn’t know how or what was being fixed, because at the end of the day, it’s our system.”
Follin added, “The best things about Intellitec are the customer service and the responsiveness. You can tell with this team that you’re still a priority, even though you’ve been with them now for a year. They’re checking in to make sure that your needs are still being met and what else can they do to help.”
Looking to the Future
With a strong financial foundation in place, Menno Haven is now exploring additional modules, including purchasing and inventory management, as well as enhanced donor contribution tracking. For other senior living organizations considering a financial system upgrade, Follin had this advice: “Talk to Intellitec. Have a conversation. You won’t be sorry.”
“Where we’re at today, I thought it would take us at least two years to get to when we made this switch and we’re already way ahead of where I want it to be.”
Ryan Fitz – CFO
Menno Haven’s transformation with Sage Intacct and Intellitec Solutions showcases the power of the right technology paired with expert guidance. “With going to Sage and Intellitec to help us with it, we definitely now aren’t looking in the past. We’re looking to the future,” Fritz shared. “I have nothing but positives to say about Sage and Intellitec. Where we’re at today, I thought it would take us at least two years to get to when we made this switch and we’re already way ahead of where I want it to be.”