Senior living teams often grow up on a familiar stack: the EHR handles care, finance runs in the EHR’s basic GL or QuickBooks, and CRM tracks pipeline. That setup gets you moving, but it starts to pinch when growth, lender expectations, and portfolio reviews require a single, consistent story across communities. That’s the moment to anchor finance on Sage Intacct, an assisted living facility software, and let data flow cleanly between systems — so leaders read the same numbers, the same way, on a steady rhythm.
Here’s a practical overview of what changes when you adopt an assisted living facility software solution like Sage Intacct as the accounting core, connect CRM and billing through its APIs, and ask senior living consultants with real sector experience to facilitate the solution design so it scales.
Where most teams begin — and why it strains over time
When each system speaks a slightly different dialect, the symptoms are easy to spot. Numbers arrive late or don’t line up, so time is spent reconciling instead of making decisions. Portfolio-to-community comparisons take exports and elbow grease. Close slows when intercompany and eliminations turn into side projects. Forecasts wobble because pipeline dates live in one place, service mix another, and cash somewhere else. None of this is dramatic on its own, yet together it drags on margin, speed, and credibility.
The pivot: a finance hub with open connections
Sage Intacct provides a stable backbone for finance, with a multi-entity structure designed to support intercompany transactions and eliminations, along with dimensional reporting that reflects how you operate — by community, level of care, payer, and service line. Using the platform’s APIs to integrate key data points ensures that CRM, billing, and the ledger present a unified story on a consistent schedule.
We’re not talking about ripping out assisted living facility software that works. We’re talking about giving finance a reliable home and letting operational data land there in a format leaders can read every week.
One language the whole portfolio can read
Comparability lives or dies on definitions. The backbone is a shared glossary. Communities carry stable IDs that never change, even if names do. Levels of care reflect how teams manage them, with effective dates when levels shift. Payer buckets use the same list across sites, so “private pay” in one community means the same thing everywhere. Revenue rolls into service lines leadership already tracks. Use that same structure in planning and actuals, and plan-versus-actuals stops turning into a translation exercise.
What improves once the hub is in place
With a solid financial application at its core, the week feels more predictable. Leaders can start with a portfolio view, delve into a community, and continue drilling down to the underlying activity without exporting files or piecing together spreadsheets. Because revenue is recognized within a common framework, the numbers are consistent across sites, credits taper off, and aging stabilizes.
The monthly close process follows a consistent pattern. Intercompany transactions and eliminations behave the same way each month. The AR subledger aligns with the GL at the start of the cycle, and the morning cash view shows what has actually cleared. Variances are identified early enough to address rather than just explain, making follow-ups shorter and more targeted. When lenders or auditors request materials, finance retrieves them from the same assisted living facility software systems used to run the business, which helps keep deadlines manageable and the discussions focused on fact-based decisions.
Proof points you can relate to
Senior living operators that we’ve worked with to connect their existing assisted living facility software systems talk about three consistent wins:
- Faster packages. Close materials are ready when leadership meets, not days later.
- Cleaner revenue. Services translate into charges consistently, reducing adjustments and stabilizing aging.
- Portfolio visibility. Performance by community and care level is displayed in a single place, so trends are obvious without juggling systems.
That’s the finance-centered version of a single source of truth: one set of numbers, in the same structure, that holds up under scrutiny.
Where senior living consultants make the difference
Choosing a partner with extensive senior living experience is important. The sector has its own patterns, such as care levels, second-person fees, payer mix, frequent entity changes, and a partner who understands this environment can effectively translate those realities into Sage Intacct. The best senior living consultants tailor Sage Intacct so that revenue connects to services, AR aging starts accurately, and plan-versus-actuals align seamlessly without a remapping exercise.
BT Partners brings that mix of product depth and industry context. We’ve configured Sage Intacct for multi-entity senior living portfolios, mapped operational data to finance without drama, and set up the reviews and lender packs that leadership reuses every month. If you want a senior living consultant who delivers results faster and keeps those results durable after go-live, we’re built for that.
Next steps
If your team is still reconciling reports or waiting on numbers, putting Sage Intacct’s assisted living facility software at the center and linking CRM and resident billing to it sets you up with a single, steady version of the truth. Senior living consultants can help you get there in a way that fits how your teams already work. Curious how it would look for your portfolio? We’re always up for a conversation.
