Case Study · Healthcare / Finance Operations
A 20+ Facility Cash Operation Traded Every Morning’s Manual Data Entry for a Live Daily Cash Position
Built for
A 20+ facility long-term care cash operation
Industry
Healthcare / Long-Term Care Finance
Focus
Treasury Operations · AP Automation · Cash Planning
Morning Data Entry
Zero
Bank balances and transactions pull automatically before the team starts work. The download, reformat and rekey cycle is gone.
Facilities On One Platform
20+
Every facility, bank account and pack consolidated into one source of truth, with role-appropriate access for AP, Treasury, Documentation and the CFO.
Reconciliation Cycle
Same-day
Bank transactions matched against Sage Intacct on import. Exceptions surface the day they appear, not at the next periodic review.
The Opportunity

A fast-growing multi-facility operation ready to match its financial infrastructure to its operational scale

A long-term care finance operation runs cash for a growing portfolio of nursing home facilities, and wanted the daily cash position available at the start of the day rather than assembled by hand over the course of the morning. As the portfolio expanded past 20 facilities, each with multiple bank accounts, the manual workflow that had served a smaller operation became the obvious place to apply the same rigor and speed the team already applies operationally.

The goal was faster cash visibility, tighter reconciliation, and a single source of truth across every facility, so the CFO, Treasury and AP teams could spend less time assembling data and more time acting on it.

Daily collection done by hand

Bank statements, transactions and balances were gathered and entered manually every morning, a high-effort process that grew heavier with every facility added to the portfolio.

Cash visibility arrived late

The CFO needed the cash position, line of credit availability and projected balances at the start of the day. Under the old workflow they were assembled over the course of the morning.

Reconciliation ran on a delay

With 20+ facilities and multiple bank accounts each, cross-checking bank data against Sage Intacct was periodic rather than continuous, so exceptions were found well after the transactions that caused them.

Three systems, three partial pictures

Banks, Sage Intacct and credit card providers each held a piece of the position. Nothing held all of it, so assembling the full view was a manual act repeated every single day.

The Solution

Daily Cash Projections, a purpose-built platform connected to the systems the numbers already live in

A platform was designed and deployed to replace the Excel workbook with live, integrated data. The system connects directly to Sage Intacct via API, pulls bank transactions and balances automatically each morning, and gives every role, AP, Treasury, Documentation and the CFO, the same single source of truth with access appropriate to the job.

Automated banking

Bank balances and transactions pulled via API every morning before the team starts work, with manual file upload supported for banks that offer no API access.

Live cash position

A real-time view of bank balance, book balance, outstanding checks and Intacct balance across every facility and every pack, on one screen.

Automated reconciliation

Bank balances are cross-checked against Sage Intacct automatically, and discrepancies are surfaced the moment they appear rather than at the next review.

Projections & Planning

Treasury plans the week in the same system where the numbers live

The Projections module replaces the most labor-intensive part of the old Excel workflow. Treasury enters projected inflows and outflows per facility and sees the effect on end-of-week balances in real time. Recurring projections, payroll, rent and management fees, are set once and maintained automatically. The CFO gets a consolidated Cash Position Summary across all facilities and packs without waiting for anyone to update a file.

Screen 1 of 2 · Cash Position Summary
Cash Position Summary showing combined and per-facility book balance, line of credit availability, projected inflows and outflows, and expected end-of-week balances
Cash Position Summary · Combined and per-facility view of book balance, line of credit availability, projected inflows and outflows, and expected end-of-week balances, filtered across a pack or a single facility. Every figure on this screen was assembled by hand each morning before the platform existed.
Reconciliation

Discrepancies surface instantly, before they become problems

The cross-checking module automatically compares bank transactions with Sage Intacct records and flags anything that does not match. Transactions not yet recorded in Intacct are highlighted immediately, which gives the AP team a clear action list rather than a manual hunt across two systems.

Screen 2 of 2 · Cross-Checking
Cross-checking view matching bank transactions against Sage Intacct records, with matched transactions confirmed and unmatched transactions flagged for AP review
Cross-Checking · Bank transactions matched against Sage Intacct in real time across the portfolio. Matched transactions are confirmed on import. Anything without a corresponding Sage entry is flagged in place, with the reason attached, so the AP team works an exception list instead of a search.
What Changed

The same morning, before and after

Step Before With the platform
Bank data Downloaded, reformatted and rekeyed by hand, one bank account at a time Pulled via API before the team starts work, with manual upload only where a bank offers no API
Cash position Assembled in an Excel workbook over the course of the morning Live on screen, per facility and per pack, from the start of the day
Reconciliation A periodic manual comparison between bank records and Sage Intacct Automatic on import, with unmatched transactions flagged in place for AP
Projections Re-entered each cycle, including the recurring items that never change Entered once, maintained automatically, with end-of-week impact updating in real time
Who sees what Whoever held the current version of the file AP, Treasury, Documentation and the CFO, each on the same data with role-appropriate access

“If someone has to open a second system to get an answer, the platform has not done its job. Everything the team needs to know about cash has to be answerable right here.”

Daily Cash Projections Platform · Project brief
The Result

Cash operations moved from a morning of assembly to a platform that is already current

The Daily Cash Projections platform is live across the portfolio. Bank balances and transactions are pulled automatically each morning, cross-checked against Sage Intacct on import, and presented as a live cash position covering every facility and pack. Treasury enters projections in the same system, recurring items maintain themselves, and the CFO opens a consolidated summary rather than requesting one. No downloads, no reformatting, no rekeying, and no waiting for someone else to finish updating a file.

Instant
Cash visibility for the CFO
Live cash position, line of credit availability and projected end-of-week balances on one screen, available at the start of every day rather than hours into it
3
Data sources unified
Banks, Sage Intacct and credit card providers connected into one workflow, each one previously holding only a piece of the daily picture
1
Source of truth, four roles
AP, Treasury, Documentation and the CFO work from the same live data, each with the access their role requires and no version to circulate
Healthcare
Finance Operations
Treasury
AP Automation
Cash Planning