Case Study
Game on for Professionals At Play with Sage Intacct upgrade
Company Name:
Location:
Industry:
Sage Solution
Type of Business
Roxy was created in 2013 with their first site in Leeds, UK. They wanted to create a place that was great for any size of celebration, small to large. A place full to the brim with games but never losing that great bar atmosphere with indie and rock music influences.
Since then, they have expanded to over 20 other locations throughout the UK, launching two family-focused bowling concepts, King Pins and Star Pins. More recently, Roxy Leisure Holdings, the group behind Roxy Lanes, Roxy Ball Room, King Pins and Star Pins, has changed its name to Professionals At Play creating a new group brand for its competitive socialising businesses.
Challenge
Professionals At Play decided to move away from Xero due to its limitations in supporting the growing size and complexity of the business. As the company expanded its operations across the UK, managing venues and accounting became increasingly challenging. The business sought a more scalable solution, which led them to choose Sage Intacct. This change was part of their strategy to expand into two key target markets: adult competitive socialising and family-oriented competitive socialising.
The company began discussions with X3 Consulting in May 2024, aiming to implement a new finance solution by the end of the financial year, December 29, 2024. One of the primary challenges they faced was the time pressure to transition to a new platform quickly. Sage Intacct, unlike Xero, offers a wide range of features and customisation options. However, these features required expert guidance to ensure the system was tailored correctly to meet the company’s needs, which was crucial to avoid unnecessary complications.
Xero, being designed for individual companies, lacked the functionality to manage multiple entities and complex group structures. Professionals At Play needed a solution that could handle multiple brands and locations, which Sage Intacct was able to provide. The company had around 16 separate statutory entities, and managing these under a single system was becoming increasingly inefficient. They required a system that allowed for group-level reporting, divisional analysis, and cost centre management—capabilities that Xero and QuickBooks did not offer.
The decision to move to Sage Intacct was driven by the need for a more flexible and cost-effective solution that could handle the company’s growing complexity. Although Professionals At Play explored other options, such as Microsoft Dynamics and Business Central, they found Sage Intacct to be the best fit in terms of functionality, cost, and scalability. The company was familiar with Sage products, having used them in other businesses, and found Sage Intacct to be more flexible and affordable compared to other enterprise solutions.
ROLE OF SAGE AND X3 CONSULTING
X3 Consulting played a crucial role in implementing Sage Intacct for Professionals At Play, providing strong project management throughout the process. While the relationship with X3 Consulting was built on trust and mutual understanding, the company appreciated X3 Consulting’s commitment to finding solutions, even though not all solutions were successful. The most significant contribution from X3 Consulting was their rigorous project management, ensuring that Professionals At Play stayed on track and was fully informed about any issues at every stage. This careful oversight helped guide the implementation and ensured the project’s success despite challenges.
“Sage Intacct will significantly improve our efficiency and visibility, allowing us to make better business decisions with more relevant and timely information. It will provide us with the tools to enhance our business control and scalability for the future.”
Result
The implementation of Sage Intacct will lead to significant improvements in efficiency and visibility for Professional At Play. With information previously spread across 16 separate places, it was difficult to produce useful business data for analysis and decision-making. Sage Intacct will streamline this process, allowing for better business decisions with more relevant and timely information. It will provide enhanced visibility into costs and greater business control through scalable features like purchase order processing and potential add-ons, which can further improve efficiency.
The system will also offer savings in compliance and operational costs, with the potential for reduced staffing needs over time. While the full benefits in terms of information flow will take time to realise, the company is already exploring integrations for purchase orders and invoice recognition, which will increase efficiency by automating data entry. Sage Intacct’s ability to integrate seamlessly with other solutions is seen as critical for future growth.
Professionals At Play has had a positive experience working with X3 Consulting. The team has been professional, approachable, and collaborative, effectively becoming an extension of Professionals At Play’s own team. Their solution-oriented approach has been crucial in overcoming challenges, creating a successful and productive partnership.
About Sage Intacct
Sage Intacct is a cloud-based financial management software designed for businesses. It offers robust features such as automated financial processes, real-time reporting, multi-entity management, and comprehensive dashboards. With seamless integration capabilities and scalable solutions, Sage Intacct helps businesses enhance productivity, ensure compliance, and drive growth through insightful financial data and analysis.
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