Case Study · Healthcare / Finance Operations
A Healthcare Accounting Operation Took GL Reclassification Capture from Roughly 15% to 100%
Built for
A healthcare accounting operation running tens of thousands of invoices a month
Industry
Healthcare / Outsourced Accounting
Focus
AP Automation · Quality Capture · GL Accuracy
Reclassification Capture Rate
100%
Every GL reclassification is recorded at the moment it happens, up from roughly 15% when submission depended on someone remembering to do it later.
Extra Steps For Accountants
Zero
Three manual steps removed. No switching into a separate portal after a correction, because the form arrives already filled in.
Monthly Invoice Volume
10,000s
Tens of thousands of invoices processed monthly, with every reclassification now carrying a timestamped, attributed audit trail.
The Opportunity
A high-volume accounting operation ready to turn corrections into a structured quality record
A healthcare accounting operation processing tens of thousands of invoices a month wanted every GL reclassification to leave behind a structured record: what changed, why, and who made the call. The intent was straightforward. Corrections carry information, and that information is worth keeping.
The process in place asked accountants to submit that record manually, in a separate ticketing system, after finishing the correction in Sage Intacct. Two steps across two systems, done from memory, at the end of a task that was already complete. Capture sat at roughly 15%, and the missing 85% was not carelessness. It was the predictable result of asking people to do a second job after the first one had finished.
The record was written after the fact
The correction happened in Sage. The quality submission happened somewhere else, later, in a separate portal. Anything that depends on a context switch at the end of a finished task gets skipped.
Capture depended on memory
Roughly 15% of reclassifications were documented. At tens of thousands of invoices a month, that left the large majority of corrections with no record of why they were made.
No pattern visibility at scale
With most corrections undocumented, leadership could not see which GL codes were being corrected most often, so classification guidance could not be sharpened where it would actually help.
Access had to be precise
Accountants move between multiple client instances in Sage. Anything surfacing inside the interface had to appear for the right staff on the right accounts only, controlled down to the individual facility.
The Solution
Sage Extension, a quality capture step that happens inside Sage Intacct rather than after it
A workflow was designed and deployed that listens for reclassification and bill deletion events inside Sage Intacct using the platform’s own event triggers. The moment an accountant commits the action, a prefilled quality form appears in the browser, carrying every piece of transaction data Sage already knows. The accountant adds two things, severity and reason, and the submission routes straight into the ticketing system. Nothing to open, nothing to look up, nothing to remember later.
Sage-native event intercept
Platform triggers fire on GL entry reclassifications and AP bill deletions. The event comes from Sage itself, so nothing depends on an accountant noticing that something needs recording.
Prefilled form
Original GL, reclassified GL, amount, vendor, facility, invoice number and date all populate automatically. Two fields are left for the accountant, and both need judgment rather than lookup.
Per-user, per-instance control
A configuration console lets managers switch the workflow on for specific people across specific client instances and facilities. Access defaults to off, so nothing surfaces until it is deliberately enabled.
End-to-End Workflow
From a correction in Sage to a ticket in the system, without anyone leaving the screen
1
Sage event
An accountant reclassifies a GL entry or deletes a bill in Sage Intacct.
2
Trigger fires
A Sage Smart Event sends the transaction data over HTTP to the intake endpoint.
3
Record created
A pending quality issue is stored, already holding every field Sage supplied.
4
Form appears
The extension detects the pending item and surfaces the prefilled form in place.
5
Ticket submitted
Severity and reason are added, and the submission routes directly into the ticketing system.
The Product
What accountants see, and what managers control
Two surfaces carry the whole workflow. A prefilled form that appears inside Sage the moment a correction is committed, in two variants depending on the event, and a configuration console that decides who sees it and for which client accounts.
Screen 1 of 3 · GL Reclassification Form
Quality Issue: Reclassification
1 / 2
Details, pulled from Sage
Subject
GL Reclass · INV-2024-0042
Vendor
Office Supplies Inc
Description
Office supplies reclassified from Travel to Office Expense
AP representative *
a.reyes@example.com · filled from the Sage session
Severity * · accountant fills this
Select severity
Team lead email *
lead@example.com
Reason * · accountant fills this
Explain why this is a quality issue
Cancel
Submit quality issue
GL Reclassification Form · Nine fields arrive already filled from Sage: subject, client, facility, vendor, invoice, original GL, reclassified GL, amount and date. The accountant completes two, severity and reason, both of which need a human judgment rather than a lookup. The pagination in the header shows how many pending items are waiting.
Screen 2 of 3 · Bill Deletion Form
Quality Issue: Bill Deletion
2 / 2
Details, pulled from Sage
Subject
Bill deleted · BILL-7891
Event type
AP bill deletion
Description
AP bill deleted after vendor dispute resolution
AP representative *
a.reyes@example.com · filled from the Sage session
Cancel
Submit quality issue
Bill Deletion Form · The same structure adapts to a second event type. Vendor, bill number, amount and facility all prefill exactly as they do for a reclassification, so an accountant learns one form rather than two. The counter in the header moves to 2 of 2, and pending items can be worked through without leaving Sage.
Screen 3 of 3 · Access Configuration Console
Sage Extension · user management
Signed in through single sign-on
Access is restricted to the Sage Extension admin group. Every user starts disabled and is switched on deliberately.
| User |
Client instances |
Status |
A. Reyes
a.reyes@example.com |
Northline Care Summit Group Brightpath |
Enabled |
J. Whitfield
j.whitfield@example.com |
Northline Care |
Disabled |
M. Okafor
m.okafor@example.com |
Northline Care Brightpath |
Enabled |
D. Larsen
d.larsen@example.com |
Summit Group |
Disabled |
P. Nakamura
p.nakamura@example.com |
Northline Care Summit Group |
Enabled |
A. Reyes · Northline Care · facility level
Facility A · on
Facility B · on
Facility C · off
Facility D · off
Access Configuration Console · Managers switch the workflow on per user, per client instance, and then per facility inside that instance. Everything defaults to off, which is what made a controlled rollout possible: the extension went to a small group first and widened only once the form had proven itself in live use.
Before and After
Capture rate on reclassification quality records
The change is not that accountants became more diligent. It is that the step stopped depending on diligence at all.
Before · manual submission in a separate portal
~15%
After · prefilled form at the moment of the correction
100%
Estimated capture rate across tens of thousands of monthly invoice reclassifications. The before figure is the operation’s own estimate of how often the manual submission actually got made.
“Capture the reason for every reclassification at the moment it happens, so the process can improve, training can sharpen, and nothing gets missed at the volume this operation runs at.”
Sage Extension Platform · Project brief
The Result
A closed loop, with an audit trail on every correction
Finance leadership now holds a complete, structured record of every GL reclassification: what changed, who changed it, why, and when. That record is searchable across every client instance, which turns a pile of individual corrections into something that can actually be read for patterns. Where one GL code keeps getting corrected, the guidance behind it can be rewritten. The corrections stopped being exceptions to clean up and became the data that prevents the next one.
100%
Reclassification capture rate
Every correction documented at the moment it happens, rather than roughly one in seven documented afterwards from memory
Zero
Extra steps for accountants
Nine fields prefill from Sage. Only severity and reason are left, and both are judgments the accountant has already made
Full
Audit trail on every correction
Timestamped, attributed and searchable across every client instance, which is what makes pattern analysis possible at all
Why It Matters for Margin
GL accuracy is a margin question, and the correction data is an asset
For an accounting operation running thin margins across dozens of client facilities, every GL reclassification carries downstream weight. It moves through department budgets, financial reports, and the decisions leadership makes about spending. A complete record of every correction is what lets finance act on the pattern rather than on the individual exception.
The same infrastructure extends into classifier training. Every structured submission carries an original GL, a corrected GL, an amount and a stated reason, which is a labeled data point in everything but name. The quality capture system is an operational improvement now, and the data foundation for more accurate automated classification later.
Healthcare
Finance Operations
AP Automation
GL Accuracy
Sage Intacct
