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Design starts with the operating model
Nonprofit & Social Services
Grant and program reportingSenior Care & Community Services
Accountability by location, program and funding stream.
Senior care and community services run on people: staff across residences, day programs and home services, paid for by public funding, client fees and fundraising. Finance needs to show each location and program what it earned, what it spent and why.
- 01Funding / Revenue
- 02Location / Program
- 03People & Services
- 04Cost
- 05Accountability
Funding / Revenue, Location / Program, People & Services, Cost, Accountability
One organization, several ways of being paid.
Choose a funding stream. The board shows which kinds of location usually carry it, and what finance must do at each step so every location and program can account for it.
- Residential siteCarries this stream
- Day programCarries this stream
- Home and community servicesCarries this stream
01Funding / Revenue
Funding tied to approved services, usually with a budget and a year-end reconciliation.
02Location / Program
Assigned to the locations and programs named in the agreement.
03People & Services
Staffing levels and service volumes are often what the agreement measures.
04Cost
Payroll, benefits and agency staff dominate. Code them to location and program at the source.
05Accountability
Reconcile funded services and spending to the agreement, and explain any surplus or deficit.
- Residential siteCarries this stream
- Day programCarries this stream
- Home and community servicesNot usually
01Funding / Revenue
Fees billed to clients or residents, sometimes with subsidies or a third-party payer.
02Location / Program
Revenue belongs to the location or service that delivered it.
03People & Services
Service records in the care or scheduling system drive what is billed.
04Cost
Set fee revenue against the staffing and supply cost of the same service.
05Accountability
Location managers see revenue and cost together, not in separate reports.
- Residential siteNot usually
- Day programCarries this stream
- Home and community servicesCarries this stream
01Funding / Revenue
Donations and grants, some restricted to a purpose or a site.
02Location / Program
Restricted gifts follow the location or program the donor chose.
03People & Services
Often funds equipment, activities or programs that no other source covers.
04Cost
Track restricted spending separately, so remaining balances are always known.
05Accountability
Report to donors and the board on how gifts were used.
Typical patterns. Your funding agreements and services decide the real structure.
Payroll is the cost structure.
Staffing is usually the largest cost in care and community services, and it is scheduled by shift, location and program. The design has to carry that detail into finance without copying the scheduling system.
- Scheduling and payroll
- Own shifts, hours, rates and pay. They stay the source of truth for people.
- What finance receives
- Payroll journals by location, program and funding stream, with totals that reconcile to the pay run.
- Shared staff
- Staff who work across sites or programs are allocated from recorded hours, not estimates.
- What leaders watch
- Overtime and agency staffing by location, against budget, before month-end.
MonTueWedThuFriSatSun
Scheduled Agency Overtime
Payroll journal to finance
- Residential siteCare programGovernment funding
- Day programActivitiesClient and resident fees
- Home and community servicesHome supportGovernment funding
- Shared staffAllocated from hoursEach stream it serves
Care systems stay care systems.
Clinical and care records belong in the care platform. Finance needs service volumes, billing information and cost, not personal health information. The boundary is designed, mapped and reconciled.
Care and scheduling platforms
- Care plans and clinical records
- Service delivery and visits
- Shifts and staffing
Sage Intacct
- Revenue and billing by location and program
- Payroll and cost by funding stream
- Budgets, approvals and reporting
What managers, boards and funders need to see.
Budgets by location
Each location and program owns a budget, and managers see actuals against it without waiting for month-end packs.
Shared costs
Head office, facilities and information technology are allocated with a method the funders accept.
Approvals
Purchasing and staffing approvals follow the location and program budget, with limits that match delegated authority.
Board and funder reporting
The same ledger produces the board view, the funder reconciliation and the location report.
Questions to ask before you design.
- How many locations, programs and funding streams does finance report on today?
- Can each location manager see revenue, staffing cost and budget together?
- How are staff who work across sites or programs allocated?
- Which care, scheduling or billing systems feed finance, and who reconciles them?
- Which funding agreements require year-end reconciliation, and how long does it take?
Give every location a clear financial picture.
Talk to a Sage Intacct specialist about your locations, programs and funding streams.