Case Study — Healthcare / Finance Operations
A 100+ Facility Accounting Operation Cut GL Review Time 75%+ and Eliminated Manual Error Hunting at Month-End
Built for
A 100+ facility outsourced accounting operation
Industry
Healthcare / Outsourced Accounting
Focus
GL Automation · Month-End Close · Cost Reduction
Review Time Reduction — Per Facility
75%+
GL review cut from several hours to under 1 hour per facility — every month, across the entire portfolio.
Portfolio Scale Covered
100+
Skilled nursing and assisted living facilities reviewed automatically each month-end — with full audit trail and correction status tracking.
Reporting Speed Gained
Instant
GL flags surface automatically after AP close — replacing a multi-hour manual scan with a structured, on-demand review workflow.
The Opportunity

A proactive finance team ready to scale without scaling headcount

An outsourced accounting operation delivers month-end financial reporting for a growing network of skilled nursing and assisted living facilities across the Midwest. With 100+ facilities to close each month, the team had built a rigorous, high-quality process — and identified GL review automation as exactly where it needed to go next.

The goal was to give accountants an automated first pass on GL classification errors before they ever touched a spreadsheet, compressing a multi-hour manual review into a focused, exception-based workflow — and giving finance leadership real-time visibility into correction status across every facility.

⏱
Manual line-by-line review

Accountants downloaded Schedule of Expenses reports from Sage Intacct and manually examined every invoice line for GL misclassifications — a process taking several hours per facility, every month.

📊
No automated error detection

GL accounts were assigned automatically by Sage, but misclassifications were caught only through manual review — making errors a systemic risk, not a one-off problem.

📑
Downstream restatements

Errors missed during month-end review created corrective journal entries, restatements, and management report revisions — adding work and risk after the close.

📉
No portfolio-wide visibility

Finance leadership had no single view of review status, correction progress, or error frequency across facilities — making it difficult to manage quality at scale.

The Solution

Ledger Classifier — automated GL review built for a 100-facility month-end close

A purpose-built platform, Ledger Classifier, was designed and deployed to connect directly to Sage Intacct via API. After each month-end AP close, the system ingests expense data across all facilities, runs a 16-rule detection engine to flag potentially misclassified invoices, and presents accountants with a structured review interface — showing only what needs their attention, grouped by GL account, with plain-language explanations and suggested corrections.

Automated rules engine

16 configurable detection rules identify likely GL misclassifications — vendor-GL mismatches, unusual amounts, missing recurring vendors, and more — before any human review begins.

Exception-based review interface

Accountants see only flagged invoices with full context: why it was flagged, the suggested GL, and a one-click decision flow — confirm, dismiss, or report a missed error.

Portfolio status tracking

Finance leadership sees real-time review status and correction progress across every facility — from Not Started through In Progress to Done — on a single dashboard.

— Screen 1 of 3 — Facility Dashboard —
LC
Ledger Classifier
· Portfolio

Run Analysis

October 2025  ▾
To doHigh
Search facilities…
⊞ Display
◑ In Progress (3)
Cedar Ridge Care
Cedar Ridge
● 2 high   ● 3 review
0/5 flags
Northside Manor
Northside
● 2 high   ● 1 review
1/3 flags
Lakeside Terrace
Lakeside
● 2 high   ● 2 review
2/4 flags
○ Not Started (4)
Prairie View
Prairie
● 3 high ● 1 review
0/4 flags
Oakfield Manor
Oakfield
● 2 high
0/2 flags
Riverbend Care
Riverbend
● 1 high ● 1 review
0/2 flags
Stonegate Manor
Stonegate
● 1 high ● 2 review
0/3 flags
● Done (2)
Fairhaven Center
Fairhaven
● All resolved
3/3 flags · 100%
Brookline Manor
Brookline
● All resolved
2/2 flags · 100%
Facility Dashboard — Every facility in the portfolio appears as a card showing open flag counts (red = high priority, yellow = review), progress through the review, and completion status. Accountants see exactly where to focus — no spreadsheet hunting required.
— Screen 2 of 3 — GL Review with Flag Detail Panel —
LC
Ledger Classifier
· Portfolio
← All facilities
Run Analysis
Cedar Ridge Care
October 2025
AllFlagged (5)
1/5 groups

Review corrections (3)
Flags
● Cintas Corp
● ComEd
● Grainger Ind.
● Twin Med Inc.
● Amazon Business
Date Doc Description Dept Debit Status
550013   SUPPLIES – HOUSEKEEPING ● 1 high Mark as reviewed
10/03/25 INV-7731 Bill – Cintas Corporation 100 3,200.00 ● High
10/10/25 INV-2219 Bill – Ecolab Inc. 100 890.00
Totals · 550013 8,200.00
570016   REPAIR & MAINTENANCE – EQUIPMENT ● 2 high Mark as reviewed
10/06/25 INV-COM02 Bill – ComEd 4,200.00 ● Confirmed
10/14/25 INV-5501 Bill – Grainger Industrial Supply 4,800.00 ● High
10/20/25 INV-3312 Bill – Johnson Controls 1,200.00
Totals · 570016 10,200.00
580065   OTHER PROFESSIONAL FEE ● 1 review Mark as reviewed
10/03/25 INV236990 Bill – Apploi Corp 627.00
10/10/25 INV-1122 Bill – Amazon Business 1,250.00 ● Not an error
← 1 of 5 →
×
Cintas Corporation
$3,200.00
550013 — SUPPLIES – HOUSEKEEPING
INV-7731 · Posted 10/03/25 · Doc 10/01/25 · APJ
● High priority  ·  Rule 5 — Vendor GL mismatch
Why flagged

Cintas Corporation provides laundry & linen services. Their last 9 invoices at this facility were posted to 560013 (Supplies – Laundry), not 550013. This appears to be a GL mismatch.

Suggested action
Move to 560013 — Supplies – Laundry
Your decision
Confirm error
Wrong suggestion
Not an error
3 corrections ready
ComEd → 560010 · Amazon → dismissed
Cintas → pending confirmation
Done in Sage ✓ — push all corrections
GL Review Interface — Invoices are grouped by GL account. Flagged rows are highlighted with color-coded priority dots. Clicking any flagged invoice opens the detail panel — showing the exact rule that fired, a plain-language explanation, the suggested correction, and three decision buttons. Confirmed corrections queue automatically for one-click submission to Sage Intacct.
— Screen 3 of 3 — Corrections Summary & Sage Submission —
Review corrections
Cedar Ridge Care · October 2025

×

To submit3
Total amount$9,200
Reported1
Fix in Sage · 3 items
Cintas Corporation$3,200
550013 Supplies – Housekeeping → 560013 Supplies – Laundry
ComEd$4,200
570016 R&M – Equipment → 560010 Utilities – Electric
Grainger Industrial Supply$1,800
⚑ reported manually · Rule 2 — Amount over threshold
→ 610100 Fixed Assets
Back to review
Done in Sage ✓
Corrections Summary Modal — Before anything is pushed to Sage, accountants see a complete list of every confirmed correction — vendor, current GL, target GL, and amount. One click on “Done in Sage” submits all corrections via API. No re-entry, no spreadsheet, no back-and-forth with Sage Intacct.
Error Detection at Scale

Errors caught before management reports are finalized — not after

GL misclassifications in Sage Intacct are a systemic issue: accounts are assigned automatically, not by AP staff. Without automated detection, the only check was a manual scan — meaning errors that slipped through created corrective journal entries, restatements, and management report revisions downstream.

Ledger Classifier’s 16-rule engine changes that dynamic entirely. The system flags vendor-GL mismatches, unusual amounts in sensitive accounts like Repair & Maintenance, bills posted to revenue GLs, and missing recurring vendors — surfacing the right issues before any human review begins, and building an auditable decision trail for every flag resolved.

“The goal was to shift accountants from scanning everything to reviewing only what matters — so the team can close faster, catch more, and scale without adding headcount.”

Ledger Classifier — Project brief
The Result

Month-end close transformed — from manual scanning to one-click approval

Ledger Classifier is fully live across the entire portfolio. After AP close, the system automatically ingests expense data from Sage Intacct, runs the detection engine across every facility, and surfaces only the transactions that need attention. Accountants review flagged invoices, confirm corrections, and the system pushes all approved changes directly back to Sage via API — no spreadsheet exports, no manual re-entry, no line-by-line scanning. The entire month-end GL review, from data pull to correction submission, is handled in a single workflow.

100+
Facilities closed each month
Automated data pull from Sage Intacct across the full portfolio after every AP close
16
Detection rules per facility
Configurable per facility — flags vendor mismatches, unusual amounts, missing recurring invoices, and more
1-click
Correction submission to Sage
Confirmed corrections pushed directly to Sage Intacct via API — no manual re-entry at any step
Healthcare
Finance Operations
Month-End Close
GL Automation