Bayshire Senior Communities Scales Care, not Complexity, with Sage Intacct and BT Partners
Industry
Senior living
Solution
Sage Intacct
Client Since
2023
Bayshire Senior Communities
In an industry where private equity ownership has become the norm, Bayshire Senior Communities stands out for doing things differently. Founded in 2016, Bayshire remains privately owned and guided by a simple philosophy: growth should always support better care.
From a single community to 21 today, Bayshire has expanded steadily across California — through both acquisitions and new development — while staying close to home. “We like to be in our communities,” says Jason Parrott, Director of Finance. “Our owner loves to be hands-on, meeting families, talking to residents. That’s a big part of who we are.”
Behind the scenes, Bayshire’s support office provides accounting, HR, legal, billing, and back-office services for all locations. As the company grew, so did the need for systems that could keep pace.
"Sage Intacct gives us the structure and visibility we need. BT Partners gives us the support to make the most of it. Together, they help us focus on what matters most — our residents."
Growth outgrew the system
For years, Bayshire relied on the accounting module within its electronic health record system, PointClickCare. It worked well enough when there were only one or two communities. However, once the organization crossed eight to ten entities, Jason says, “It became clear it wasn’t built for that kind of complexity.”
The system couldn’t consolidate across entities, required duplicate entries, and left too much room for human error. “There weren’t enough checks and balances,” Jason recalls. “It was easy for things to get out of balance. We were spending so much time fixing problems instead of analyzing performance.”
Paper-based storage added to the pain. “We had boxes of invoices in off-site storage,” Jason says. “If an auditor wanted to see one, we’d have to go dig through boxes and scan it. Audits were a nightmare.”
A modern platform built for multi-entity complexities
Bayshire’s search for a new financial system focused on multi-entity capability, efficiency, and audit readiness. Sage Intacct checked every box. A shared chart of accounts across entities would simplify operations, while electronic documentation would eliminate manual recordkeeping.
With guidance from BT Partners, Bayshire transitioned its accounting from PointClickCare to Sage Intacct in 2023. For Jason, a senior living community operator by background, the partnership was key.
“This was the first major software transition I’ve been involved in,” he says. “BT Partners made it manageable. They understood that we still had to run the business while implementing a new system. They were there every step of the way, helping us learn, solving problems, and keeping things moving.”
Two years later, that relationship remains strong. “Even now, if I have a question, I just pick up the phone,” Jason says. “They know our business, they know me, and I get answers quickly.”
Doubling without doubling staff
Before Sage Intacct, Bayshire employed two accountants to handle about 10 entities. Today, the company has doubled its number of communities without adding a single new accountant.
“The efficiencies are huge,” Jason says. “We’ve nearly doubled our entities and still have the same accounting headcount. That speaks for itself.”
Multi-entity allocations that once took hours now take minutes. Shared expenses, such as insurance, can be automatically split across communities. “It used to take hours to break those costs out,” Jason explains. “Now it’s done automatically.”
Month-end close has been cut from nearly a month to about 10 business days. Audits are smoother too, with all supporting documentation stored electronically. “We can even give auditors limited access to pull what they need themselves,” Jason says.
Real-time visibility for smarter decisions
With Sage Intacct at the core and integrations across payroll, accounts payable, and banking, Bayshire gains a real-time view of financial performance. Automated bank feeds alone save weeks of reconciliation work each month across more than 150 accounts. Because transactions flow in throughout the day, the team always has an up-to-date view of cash across every community.
Financial and operational data now come together in Power BI dashboards that pull daily from Sage Intacct and PointClickCare. Operators can see occupancy, labor costs, and expenses side by side, tracking trends in near real time.
“When you’re closing the books a month after the fact, it’s too late to fix anything,” Jason explains. “Now our operators see financial data as it happens, so they can make changes that impact the current month, not the next one.”
That visibility also fuels collaboration and accountability. Each community can compare its results with those of others nearby.
“We have P&Ls by location that show who’s leading in each area,” Jason says. “It sparks great conversations — and a little healthy competition. No one wants to be last.”
Partnership that fits the culture
For Jason, BT Partners’ responsiveness and consistency reflect the same values Bayshire brings to its residents — personal relationships, empathy, and care. “I always know who I’m talking to,” he says. “It’s not a faceless ticket system. They know our business and they care about helping us succeed.”
That partnership gives Bayshire confidence as it continues to grow. With two more acquisitions on the horizon and plans to explore additional Sage Intacct modules like budgeting and fixed assets, the company’s back office is ready for whatever comes next.
“Sage Intacct gives us the structure and visibility we need,” Jason says. “BT Partners gives us the support to make the most of it. Together, they help us focus on what matters most — our residents.”