Little Rock Athletic Club Strengthens Financial Operations with Sage Intacct

“We’ve centralized all our purchasing, saving at least 15 hours each month and gaining a complete audit trail. Plus, there’s no more chasing down misplaced paperwork.” –Dana Smith, Controller, LRAC

Little Rock Athletic Club (LRAC) is a vibrant fitness community serving over 10,000 members with nearly 400 employees across four locations. It offers a variety of programs, from personal training to aquatics to childcare, and recently launched a popular pickleball league. When the pandemic revealed just how limiting its paper-heavy Sage 100 system was, LRAC knew it was time to adopt a more modern approach to its financial management. With MicroAccounting’s guidance, they moved to Sage Intacct, embracing a digital transformation and scoring a significant win in efficiency.

Switching Up the Routine — Trading Paper for Agility

For years, LRAC relied on Sage 100 for its financial processes, but everything—from printing reports to processing AP invoices—was mired in paper. Controller Dana Smith knew this wasn’t sustainable, especially as the club looked to optimize operations and adapt to remote work. “We were drowning in paper, and it was slowing us down,” Dana recalls.

At MicroAccounting’s recommendation, Dana presented a case to the owner for a move to Sage Intacct. The advantages were clear: fewer manual errors, streamlined workflows, and access to real-time data. The owner agreed, recognizing the potential to gain instant insights into the club’s health and cut back on the inefficiencies that had become a daily workout of their own. “He loves being able to see real-time financials now,” Dana says, “and he can access the system from anywhere.”

Streamlining the Workout — Cutting Monthly Close Time in Half

Since migrating to Sage Intacct, LRAC has seen dramatic efficiency improvements. The month-end close cycle, which used to take two weeks, is now completed in just five days. Automated purchasing workflows have replaced the old process of physically walking purchase orders to department heads across multiple club locations. “We’ve cut out the back-and-forth and have centralized all our purchasing,” Dana shares. “We save at least 15 hours each month and have gained a complete audit trail. Plus, there’s no more chasing down misplaced paperwork.”

“We’re thrilled with where we are. Sage Intacct and MicroAccounting have taken us to the next level. We’re stronger, more agile, and ready for the future.” –Dana Smith

MicroAccounting also helped LRAC implement integrations for its Club Automation membership software and Paylocity payroll system, which now imports data directly into Sage Intacct. This streamlined flow of information gives Dana and the rest of the management team real-time insights into revenue and expenses, powering faster and more accurate decision-making. “It’s like having an open playbook. Everything we need is right there,” she says.

Tedious monthly bank reconciliations are in the rear-view mirror, thanks to the Bank Feed feature, which connects Sage Intacct to LRAC’s bank, downloads transactions directly into the system, and automatically matches them based on predefined rules. “It’s cut the time we spend on reconciliations by several days each month,” Dana reports, “and we’re always up to date with our cash balances.”

Tracking Performance Like a Pro — Real-Time Data Drives Program Success

LRAC uses Sage Intacct’s dimensions to segment data by departments, which has made it easy to track and analyze performance across areas like fitness, childcare, and aquatics. Department heads now have their own dashboards with up-to-date financials specific to their programs. “The more information we give them, the more they want,” Dana says. “It’s exciting to see our leaders getting more involved and making informed decisions on the spot.”

The ability to access timely data has been especially valuable for monitoring the success of new programs. When LRAC launched pickleball in 2023, it could track its progress in real-time, using historical trend reports from its tennis program to predict how the new offering might grow. “Pickleball has been a huge hit,” Dana notes. “Having real-time data showed us early on that it was taking off, so we could allocate resources accordingly.”

Flexing for the Future — Ready to Take on New Challenges

The move to Sage Intacct has not only delivered a high ROI but has also positioned LRAC for future growth.

With plans to implement Sage Intacct’s Budgeting and Planning module and explore AI-powered developments, Dana is confident that LRAC is ready for whatever comes next. MicroAccounting remains a valued partner, providing support and solutions that align with LRAC’s goals. “We’re thrilled with where we are,” Dana concludes. “Sage Intacct and MicroAccounting have taken us to the next level. We’re stronger, more agile, and ready for the future.”