Close the Books Faster: Automating PointClickCare to Sage Intacct

How RKL eSolutions connects your resident billing system to your general ledger, so month-end stops being a copy-and-paste exercise.

If your organization runs PointClickCare for census, billing and resident accounting, and Sage Intacct for the general ledger, you already know the gap between them. Every month-end close, someone exports journal data from PointClickCare, reshapes it to fit the Intacct chart of accounts, keys or uploads it, and then reconciles the two systems to prove nothing was lost along the way. Multiply that by every facility, and a few days of each month disappear into data entry.

RKL eSolutions built the PointClickCare to Sage Intacct integration to remove that gap. RKL manages this integration, which automatically moves PointClickCare journal activity into Intacct, mapped to your chart of accounts and dimensions, with safeguards your finance team can trust.

About the Integration

From the finance team's point of view, the month-end flow is simple:

1. You close the month in PointClickCare exactly as you do today. PointClickCare notifies the integration the moment a facility's close is complete.
2. The integration pulls that facility's journal activity directly from PointClickCare over a secure, certificate-authenticated connection. No exports and no spreadsheets.
3. Every line is translated into your Intacct accounts, journals, locations, departments and classes using mapping tables your team controls.
4. Journal entries are created in Sage Intacct, both general ledger entries and statistical entries for census and day counts, grouped the way you want to see them.

A log of every entry created, plus an email notification whenever something needs a person's attention, rounds out the process. Nobody waits on a nightly job or wonders whether it ran.

Built for How Finance Teams Actually Work

The mapping lives in Intacct, not in code.  Journal feed assignments, GL account translations, and facility-to-location mappings are maintained in Sage Intacct through records your team can access and manage. When a new GL account is added, or a new building is opened, you simply update the applicable mapping record. 

You decide how entries are grouped. Some organizations want one Intacct entry per PointClickCare journal. Others want, for example, revenue and contractual adjustments rolled into a single entry per facility. A grouping setting on the mapping controls this, journal by journal.

Duplicates cannot slip through. Every entry carries a stable identifying key. If PointClickCare sends a close notification twice, or a month is reprocessed, the integration recognizes what is already in Intacct and leaves it alone.

Go-live is rehearsed first. Before the first real run, we execute the close against your live PointClickCare data without creating anything, and report any account the entries would post to that does not yet exist in Intacct. The first real close holds no surprises.

Solving Real Problems for Real Clients

No two PointClickCare configurations are alike, so the integration was designed to carry client-specific rules without custom projects. A few examples, with identifying details removed.

One Account Code, Three Dimensions

A senior living operator had set up PointClickCare so that each GL account carried the department and class inside the account string itself, as segments separated by dashes. In Intacct, those belong on separate dimensions for departmental reporting. Rather than re-tag every line after import, the integration splits the account string on the way in: the first segment becomes the GL account, the next two become department and class, and placeholder segments are dropped. Departmental statements in Intacct now come straight from the close, with no manual tagging.

Census Days Where the Finance Team Wanted Them

A skilled nursing operator tracks census day counts in PointClickCare and wanted them in a regular GL journal, not only a statistical one, so per-patient-day metrics could be reported directly alongside revenue. Day counts do not balance on their own, so the integration posts the days as GL amounts and automatically adds one balancing offset line to each entry. Any PointClickCare journal the finance team has not mapped yet is created as a draft for review instead of being posted, and lines the client considers noise, such as placeholder and consolidation-only accounts, are dropped before the entry is built. The client got the reporting they wanted without a workaround.

Cash Receipts Every Morning, Not Just at Month-End

The same senior living operator wanted daily cash receipts in Intacct, so the cash position stayed current between closes. Each morning the integration picks up the previous day's receipt batch from a secure file drop, applies the same account and dimension rules as the month-end close and creates one Intacct entry per facility, day and batch. A single batch file can cover several buildings, and each line is stamped with its own location. The same duplicate protection applies, so reprocessing a day never posts twice. One prerequisite to plan for: the daily batch file is produced by PointClickCare's Custom Data Extract, an add-on purchased separately from PointClickCare. Our integration consumes that export but does not include it.

RKL eSolutions is a Sage Intacct partner that builds and supports integrations like this one. If your team is still bridging PointClickCare and Intacct by hand, we would like to show you what a close looks like when the data moves on its own. Contact us to schedule a walkthrough.