The Challenge: When Growth Puts Culture at Risk
As MSP Commercial’s portfolio grew into millions of square feet, the operational systems supporting their success began to exhibit their limitations. The company’s primary accounting software, Sage 300 CRE, though robust, couldn’t function as a standalone solution. This forced the team to employ a complex patchwork of integrated applications for tasks such as accounts payable and credit card reconciliation. Even with these additions, critical gaps remained. As Controller at MSP Commercial, Jill Heinbuch explains, the team still had to rely on manual workarounds for essential functions: “We often found ourselves supplementing the software with spreadsheets, particularly when preparing documentation for title submissions.”
This growing operational struggle was more than an inconvenience; it posed a direct threat to the company’s cultural DNA. The leadership team at MSP Commercial stood before a challenging crossroads: their path to future growth seemed to require hiring more administrative staff, a move that would fundamentally alter their identity. “We’re a lean company, and though we want to increase the business while maintaining that small company feel,” said Jill. The core challenge was finding a way to scale their operations without scaling bureaucracy, allowing them to get more work done with the same number of people.
The friction from their old systems was evident in the team’s weekly routines. A prime example was their electronic payment process, which required creating dozens of individual NACHA files—the standard format for U.S. batch bank payments. This manual effort brought about a significant bottleneck. “In the past,” Jill recalls, “we would have to create 60-plus NACHA files... to upload each one separately.” Furthermore, the software’s on-premises nature required “bulky remote access solutions,” clashing with the company’s commitment to achieve a flexible work-life balance. It became crystal clear that protecting their culture while enabling future growth required a new operational foundation.
the right treatment plan
When it came time to choose a new platform, the decision was straightforward. Jill’s long-term positive experience with the Sage ecosystem created a foundation of trust. “You know how some people like Fords and others like Chevys? Well, I’m a Sage girl. I’ve used a few other software, and Sage, to me, is just one of the better.”
This brand loyalty was strategic; Jill knew it didn’t make sense to invest more money in their old Sage system (Sage 300 CRE), when a more powerful and customizable solution like Sage Intacct Construction was on the horizon. The choice wasn’t simply a software upgrade; it was a tool that would allow them to increase their business without increasing their administrative headcount, thereby protecting their cultural DNA.
The Prescribed Solution – A Smooth Operation
Migrating to a new ERP system is a significant undertaking. For the team at MSP Commercial, “It was an exciting, yet admittedly a daunting step,” Jill recalls. The success of the project would depend not merely on the software itself, but on the expertise of the partner chosen to guide them. “Fortunately,” Jill adds, “we had the invaluable support of Mary Kay Campbell and Karen Hanley from RKL eSolutions, who played a critical role in our successful transition.”
The RKL team implemented a methodical phased approach designed to ensure a seamless rollout. The process began with a deep dive into MSP’s business, where RKL “took the time to thoroughly understand our company’s unique needs, ensuring the software environment was properly configured and ready for our data.”
The next phase focused on the meticulous work of migrating three years of historical data into the new system. The final stage was dedicated to team training and the official go-live. This collaborative and detailed process paid off, as Jill notes, “the transition was surprisingly smooth, and any bumps on the road were minor and quickly resolved.”
For a company like MSP Commercial that prides itself on long-term relationships, the post-implementation support was no less important than the initial setup, and in fact RKL eSolutions’s commitment to continued partnership directly mirrored MSP’s own business ethos. By providing attentive, professional support long after the go-live date, the RKL team proved they were more than just a vendor. This dedication was felt by the entire team. ‘Anytime something came up, they (RKL eSolutions) were quick to respond, they’re more than helpful,’ Jill says. ‘I can’t say enough about the team.’ This commitment affirms RKL’s goal to be ‘partners for life’—a sentiment Jill wholeheartedly endorses. ‘I think that’s important,’ she added.”
The Results: A “Game Changer” for Efficiency, Visibility, and Culture
The move to Sage Intacct Construction delivered immediate and tangible results, fundamentally changing MSP Commercial’s operation. The most significant shift was newfound flexibility. “The web-based nature of Sage Intacct has been a game changer,” Jill notes, giving the team the ability “to work securely from anywhere with an internet connection.” They’ve also reduced their IT costs as they, “no longer need to maintain a hosted system to house our ERP.”
Operationally, the impact was just as profound. Integrating their bank accounts enabled real-time cash management, while streamlined processes made closing accounting periods faster than ever. A prime example of this efficiency is a customized process that automated their weekly payment run, saving the team “about an hour and a half every Thursday,” said Jill.
Beyond daily efficiencies, Sage Intacct provided a new level of strategic insight. Powerful, real-time dashboards have become a central tool for decision-making, providing leadership “instant visibility into operations, which eliminates the need for multiple reports and manual explanations,” said Jill. The finance team has also reaped the benefits, as the dashboards have become “an essential tool for our staff accountants during end of month close, making reconciliation more efficient and transparent” Jill explained.
Ultimately, the platform provided the answer to MSP Commercial’s core challenge, allowing them to “scale operations without needing to hire additional personnel” and preserve their lean culture. This aligns perfectly with Jill’s leadership philosophy. “My philosophy is simple,” she says: “I want my team spending their valuable time using their expertise, not buried in manual data entry. We chose a system that automates tedious work, freeing up our professionals to be the strategic thinkers we hired them to be.” This focus is on empowering the team and maximizing the benefits of Sage Intacct.
When asked to summarize the positive outcomes, Jill’s satisfaction was evident. “Check, check, and check.” Jill said.
The Keys to a Healthy Future of Growth
With a solid operational foundation now firmly in place, MSP Commercial has successfully navigated its growth paradox. The team is no longer held back by administrative work and is now fully equipped to expand its portfolio while preserving the close-knit culture that defines it.
Looking ahead, Jill is confident in their ability to adapt and thrive. “We do plan on growing through project management and real estate development,” she says, noting that their strategy will remain “flexible and responsive to market conditions... Adaptability is a key to our continued success and long-term sustainability,” said Jill.
