FINANCIAL SOFTWARE FOR SENIOR LIVING OPERATORS

AI-Powered Platform for Senior Living Finance Teams

Prophix One gives senior living finance teams one platform to plan, close, and consolidate – connecting occupancy, labor, and financial data so every community decision is backed by numbers you can trust.

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Senior living finance teams face constant pressure. Your finance tools shouldn't add to it.

Occupancy is unpredictable

Census shifts daily, but most senior living budgets are built on static assumptions. When a community runs below target, finance finds out at month-end – long after the impact has already hit labor, food service, and revenue.

Labor is your largest and least controllable cost

Staffing decisions happen shift by shift but workforce budgets don't move with them. Finance ends up managing variances after the fact instead of planning around them from the start.

Consolidation turns month-end into a fire drill

Every community runs its own version of the budget in its own spreadsheet – and pulling it into a consolidated portfolio view takes days of manual work while leadership waits for numbers they can act on.

Trusted by 3,000+ finance teams across the mid-market

Prophix One is now available in the PointClickCare Marketplace

Listed in PointClickCare's marketplace, Prophix One brings senior living finance teams a direct, native connection between clinical operations and financial planning, no exports or spreadsheets required. 

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Plan, close, and consolidate without oversimplifying senior living complexity

Prophix One brings financial, workforce, and operational planning together so senior living finance teams can plan, reforecast, and close at the speed of change across every community.

Plan smarter around occupancy, labor, and care mix

Prophix One connects occupancy, labor, and care mix directly to your financial plan so when something changes at the community level, your forecasts, reports, and close reflect it automatically before it becomes a financial surprise.

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Close faster and report with confidence.

Prophix One automates transaction matching and standardizes reconciliation across every community – giving senior living finance teams a faster close, a cleaner audit trail, and board-ready reporting built on numbers they can stand behind.

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Consolidate across every facility, entity, and service line

Prophix One turns multi-entity close into a fast, audit-ready process – automating eliminations, standardizing results across every community, and delivering group reporting on demand so every board meeting starts with numbers you can stand behind.

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Prophix One connects with the systems your organization already runs on

Pre-built connectors, APIs, and flat-file imports - no heavy IT involvement required. See how it works. 

Connect your ERP

Pre-built connectors to senior living ERP systems mean your community-level actuals flow in automatically – no manual export, no re-keying, and no lag between what happened on the floor and what your plan reflects.

Supported ERPs include: Microsoft Dynamics, Sage Intacct, Yardi and more.

Integrate your HRIS

Staffing levels, labor mix, and compensation data feed directly from your HRIS into your workforce planning models — so when census shifts and staffing adjusts, your financial plan reflects it automatically.

Supported HRIS platforms include: ADP, UKG Pro, and more.

Connect your EHR

Pull census, occupancy, and care package data directly from your clinical and operations systems into your financial models – so your budgeted assumptions always reflect what's actually happening in your communities.

Supported platforms include: PointClickCare, MatrixCare, Homecare Homebase, and more.

Connect anything else 

If data exists somewhere in your organization, Prophix One can bring it in –cloud, on-premise, or legacy. Finance manages every connection through an intuitive interface. No tickets. No middleware vendor. No IT bottleneck.

Supported connection types: API, FTP/SFTP, ODBC, and more.

AI that finance teams can actually trust

Most platforms add AI on top of your data. Prophix One builds it into the process – so when occupancy shifts, labor costs change, or a community underperforms, your AI-powered responses are governed, auditable, and owned by Finance.

Discover Autonomous Finance

Now that we've integrated with PointClickCare and we can see the true year-to-date actuals, we can challenge our operations on the targets they're giving us, and be more realistic when we're creating our budgets.

Kaylee Helberg

Senior Director of Finance

Join us at LeadingAge 2026

October 25-28 in Philadelphia
Booth #2030 
See a live demo of PointClickCare + Prophix

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What Prophix One senior living customers are doing today

Link occupancy directly to financial performance

Build occupancy-driven models that automatically adjust labor, food service, housekeeping, and revenue assumptions when census changes – so operators always know the financial impact of occupancy shifts before they hit the close.

Align staffing plans with resident census and care acuity

Model staffing levels, labor mix, overtime, and agency usage alongside resident census and care acuity assumptions – so workforce decisions reflect both operational needs and financial targets across every community.

Produce close-aligned reporting and executive insight

Automate management and board reporting using close-aligned data –reducing manual reconciliation across communities and enabling finance teams to move quickly from month-end close to insight and action.

Trusted by finance leaders at

Vivie

After doubling their portfolio through a merger, Vivie's finance team delivers 50 budgets with one person — reducing budget template preparation from 3 weeks to 1 minute with Prophix One.

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Housing 21

Housing 21 replaced manual spreadsheet-based budgeting with a finance-owned platform that delivers audit-ready, defensible budgets supporting a 30-year business plan — with board packs now automated and recurring reports built once and reused every cycle.

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Mission Health Communities

With over 40 senior living locations, Mission Health Communities closed 15% faster, saved over $200,000 in avoided personnel costs, and saw a 110% return on investment within 18 months of implementing Prophix One.

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3,000+ finance teams on one governed platform

Most platforms add AI and hope you trust it. With 4 decades of encoded business logic, Prophix ensures every plan, forecast, and report is as auditable as every number your board sees. That's not a feature. That's the foundation.

What senior living finance teams have built with Prophix One

Meal planning

Integrate historical data on dietary needs, patient volume, and food costs to build accurate, cost-effective meal plans that minimize food waste and align with residents' health services and staffing needs.

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Staff resource planning

Build bottom-up, employee-level staffing cost plans using out-of-the-box calculations for wages, benefits, and overtime, ensuring senior living facilities are appropriately staffed for resident acuity while controlling costs.

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Health services planning

Balance staffing and patient volume by integrating historical care data and Hours per Resident Day (HPRD) metrics, helping senior living facilities meet resident care needs while supporting revenue and financial targets.

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One person, 50 budgets

Vivie, a Minnesota-based senior living and in-home care provider, ran its entire budgeting process in Excel — building templates by hand and manually keying in data from Point Click Care. By implementing Prophix One FP&A Plus, the finance team scaled through a major merger without adding headcount.

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7 Steps to Transforming Forecasting into a Catalyst for Financial Success

Senior living operators face relentless pressure from shifting occupancy, rising costs, staffing changes, and regulatory demands — and spreadsheet-based forecasting can't keep up. This whitepaper outlines seven practical steps to build an agile forecasting process that gives your finance team the speed and accuracy needed to lead with confidence.

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Using FP&A to Increase Profitability

Senior living facilities are under compounding pressure — staffing shortages, agency cost escalation, rising costs per resident day, and ongoing inflation — all while managing multiple locations with spreadsheet-based planning that can't keep up. This guide outlines five practical ways senior living finance leaders can use smarter FP&A to increase profitability, improve census, and build a more operationally resilient community.

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Strengthened Control for Long-Term Viability

See how Housing 21, a UK-based not-for-profit social housing provider, replaced fragmented spreadsheet-driven budgeting with a governed, audit-ready financial planning process built for long-term accountability.

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Frequently Asked Questions

Is Prophix One FP&A Plus only for FP&A teams?

No. FP&A Plus is designed for senior living finance organizations that manage planning, reporting, and analysis across communities and entities. While FP&A teams often lead implementation, the platform supports broader finance and operational collaboration — including community directors submitting budgets, regional managers reviewing performance dashboards, and executives accessing consolidated reporting across their portfolio.

How long does it take to implement Prophix One FP&A Plus for Senior Living companies?

Most senior living organizations are live in weeks, not months, with models configured to their specific community structure and without heavy IT involvement. The typical multi-community operator is running its first budget cycle in Prophix within a few weeks of starting implementation.

What is the best financial planning and budgeting software for senior living operators managing multiple facilities?

Senior living operators managing multiple communities need financial planning software that links occupancy and census directly to labor cost, food service, housekeeping, and revenue in a single governed model. Prophix One is purpose-built for this complexity, connecting financial, workforce, and operational data across every community and entity. Finance teams can plan around occupancy scenarios, consolidate results across their portfolio, and produce board-ready reporting on demand — without rebuilding models from scratch every time a community's census changes.

Can we build occupancy-driven financial models in Prophix?

Yes. Prophix One supports driver-based planning that links resident census, occupancy rates, and care acuity directly to financial outcomes — including labor cost, food service, ancillary revenue, and net operating income. Senior living finance teams can build models that automatically adjust cost and revenue assumptions when occupancy changes, giving operators real-time visibility into the financial impact of census shifts across every community in their portfolio.

Can we include staffing and labor cost drivers in our forecasts?

Yes. FP&A Plus supports driver-based workforce planning that links census and care acuity directly to staffing requirements, labor mix, overtime exposure, and agency spend. Senior living operators can build workforce models that automatically adjust when occupancy assumptions change — keeping financial forecasts and operational staffing plans in sync without manual reconciliation between systems.

Does Prophix integrate with Microsoft Dynamics, Sage Intacct, and Yardi? 

Yes. Prophix One integrates with Microsoft Dynamics, Sage Intacct, and Yardi. Pre-built connectors and APIs enable automated data flows so finance teams are always planning on current occupancy, labor, and financial data without manual exports or version control risk.

The FP&A solution built for mid-market complexity

See how senior living finance teams plan, report, and close with confidence

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