SaaS Brief

VisitDallas Saves Time With Automated Nonprofit Financial Management

Like many nonprofit organizations, the team at VisitDallas was struggling without important automation from their nonprofit financial management software. Time consuming and error prone, their legacy system could not properly reflect the organization’s true structure and reporting. After migrating to Sage Intacct cloud-based nonprofit financial management software with the guidance of AcctTwo, the team now has automated processes, increased internal controls, and actually enjoy using their software.

Legacy System Was Lagging

The organization was running an older implementation of Microsoft Great Plains at the time Jill Larson took over as VisitDallas CFO. “It was hard to navigate; hard to get information; hard to do research,” said Larsen. She also saw opportunities to improve the organization’s processes and internal controls during the transition to new software

Great Plains also had limitations that prevented the VisitDallas team from being able to reflect the true structure of the organization. Multiple entities weren’t reported properly, making it difficult to manage the organization’s chart of accounts. Consequently, the team didn’t use the project dimension as they wanted to, were reusing projects, or using summary projects because of the difficulty managing them.

The team at VisitDallas had the following challenges:

  • Improve internal controls in both their systems and processes
  • Replace outdated, inefficient, legacy system
  • Reflect the organization’s true structure and reporting

The team knew something had to change. Larsen and her team had lots of experience with Blackbaud at previous positions, but ultimately decided it wasn’t a fit because of limitations with reporting. Next, an evaluation of NetSuite proved that it would be too expensive for the organization. In the end, the best fit for them was to partner with AcctTwo to implement integrated nonprofit financial management software, including Sage Intacct and Nexonia.

Efficiencies Create Time Savings

AcctTwo helped VisitDallas add efficiency to the finance function by implementing a best-in-class accounting system that allows invoices to be connected to vendor payments, simplifying the research into transactions. Larsen and her team can now drill down from reports and dashboards all the way into the corresponding transactions, documentation, and invoice images.

“The transition was seamless,” said Larsen. “The end users loved it from day one. They had to learn new coding for transactions, but it was easy to access, visually easy to see and understand, and easy to track. I was surprised at how seamless it was to get department staff and end users trained. We have people doing their own invoices now that never would have before.”

Dimensions Add Efficiency

The dimensional capabilities of Sage Intacct’s nonprofit accounting software, which AcctTwo implemented and optimized for the organization, means that Larsen and her team can slice and dice data across departments, projects, and funding sources, something they couldn’t do with Great Plains.

As well, AcctTwo customized the new system so the team at VisitDallas can easily see what funding source is associated with a bill, making it simple to select the appropriate bank account for payment. “We were spending a big chunk of two difficult days per week sorting this out,” said Larsen. “Now we can do it in less than half a day.”

Larsen added that she feels the team and the systems are now ready to scale with the future growth of the organization: “Without a doubt. The design, structure, and capabilities of the system have us set for years.

“I had a vision for what I wanted and plenty of experience to know how things should work,” said Larsen. “What AcctTwo was able to do was to take that and know exactly how to map it into the system.” Added Larsen, AcctTwo’s experience, the infrastructure they’ve built for their implementation team, and their project management process was crucial to the success of the project.

“I’ve done five or six GL conversions in my career,” said Larsen. “This was by far the easiest and the one where I felt like I had the best understanding of the overall plan and where we were along the way.”

The VisitDallas team now has:

  • Improved internal controls
  • Better dimensional reporting
  • Happier end users
  • Seamless transition
  • Efficient AP and reporting processes
  • Scalable system with plenty of headroom for future growth

Don’t wait to get started on your nonprofit financial management transformation. Enlist the guidance of nonprofit finance experts specialized in Sage Intacct software to help you adopt the technologies that will power your mission with a solution that will support whatever your future requirements may be and will grow with you, so you can remain agile and adaptable like VisitDallas. Read the VisitDallas Case Study in full here.

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