A historic hospitality brand chooses Sage Intacct to unify finance and boost agility.
Hospitality
Cote Hospitality has been welcoming guests for generations across destinations where the experience is the product—rooms that feel like a retreat, golf courses that draw regulars, spa days that become traditions, and food and beverage that keep people lingering.
Like many historic hospitality brands, Cote grew up on grit, service, and systems that evolved over decades. Finance kept pace as best it could, operating across QuickBooks, Great Plains, and Clickbook—until growth made it clear the future needed to look different. The mandate was clear: move to the cloud, simplify the stack, and give a growing portfolio a financial foundation it can trust.
Behind the scenes, Cote’s finance team was juggling multiple accounting platforms and a tangle of hospitality interfaces. Those long-standing processes carried weight—and changing them required both technical clarity and cultural buy-in. “After years of familiar routines, having an outside perspective to challenge our setup and guide us forward made all the difference,” says CFO Regina Pruitt.
Cote evaluated several options, including hospitality-specific systems and a legacy upgrade, but Sage Intacct stood out for its approachable interface and clear product roadmap. On their Sage representative’s recommendation, they engaged Acumen as their implementation partner. The formula worked: modern cloud finance and a partner with hospitality experience to guide change and keep the project moving.
The first sprint focused on standardization. Cote and their Sage business partner designed a consistent chart of accounts and P&L structure that reflects how hospitality actually operates. For example, using Sage Intacct dimensions, the same accounts now drive corporate, the summer camps, and each hotel. With a common framework, adding a new property now feels routine rather than risky. “Rolling in acquisitions is faster when the structure is ready for them,” Regina says.
Hospitality environments generate significant daily activity across point-of-sale and other operational systems. Together, the team chose a straightforward approach: flow day-to-day data through ProfitSword (a budgeting, and forecasting solution designed for hospitality) reconcile it there, and then push the trusted, summarized results into Sage Intacct.
This sequence reduces rework, aligns operational and financial views, and keeps the general ledger focused on the story leaders need to see.
“For the first time, the goal was to choose what fit our processes—not force a standard kit.” Regina Pruitt, CFO
Regina Pruitt
CFO,Cote Hospitality
Cote reviewed several AP options with their partner, who set up evaluation calls and laid out the trade-offs. With that perspective, the team ultimately kept its existing AP approval engine because the routing and controls align with how approvals actually move through the business. “We appreciated the transparent, tool-agnostic guidance,” Regina says. “The goal was to choose what fit our processes—not force a standard kit.”
Stepping back, AP automation is especially valuable in hospitality, where many properties, outlets, and approvers can slow invoice cycles. A modern AP workflow centralizes invoice capture and coding, applies spend policies consistently, and routes approvals by amount, department, or property—with a complete audit trail.
Cote treated the migration as an organizational change, not just a software install. Their partner set a steady cadence and ran the work through Kantata OX (formerly Mavenlink), so milestones, tasks, notes, and files lived in one place with notifications to keep everyone aligned. This transparency helped overcome natural resistance to new processes within a historic organization and kept decisions moving forward.
Throughout the implementation, work sessions doubled as coaching. Each module review started by examining the current setup, then mapped the future-state process in Sage Intacct. They recorded every session, creating a bite-sized library the team still uses for refreshers and onboarding. “Those recordings are gold,” says CFO Regina Pruitt. “They’re personalized instructions for our environment.”
Walk the finance floor today and you’ll find a different rhythm. One cloud platform anchors the work, the patchwork of older systems is retired, and entities snap into a standardized GL that reflects how the business actually runs.
Core hospitality metrics, including ADR, RevPAR, occupancy, revenue per guest, and outlet-level stats, line up with how leaders review performance. Financial statements and a handful of custom reports run in Sage Intacct, while ProfitSword remains the forecasting hub. Stabilize first, then expand—that’s the plan.
The shift also adds everyday flexibility without changing who Cote is. Hospitality is hands-on, but when someone needs to jump in from another location, they can. “We wanted to keep our culture and our rhythms,” Regina says. “Sage Intacct lets us do that while staying resilient.
