Client Snapshot
Industry:
Real Estate Investment & Property Management
Location:
Miami, Florida, USA
Portfolio:
$300M+ real estate; 4,500+ apartments; receiver on 15+ properties (portfolio referenced as 5,400 units in AR scope)
Service Scope:
Accounts Receivable processing (rent roll, Section 8 vouchers, delinquency follow-up, utility bill-backs, tenant ledger review) with a hybrid onshore–offshore model
Key Highlights
Ramp-Up:
Monthly AR receipts processed from India within 2 months (4 weeks ahead of schedule)
Governance:
Daily tracking + weekly issue sheet for transparency and discrepancy resolution
Ownership:
End-to-end AR management shifted offshore, freeing US senior accountants for oversight
Expansion:
Success led to transition of additional property accounting activities and AR coverage for newly acquired properties
Client Background
The client is a mid-size real estate firm in Miami managing a large multifamily portfolio, including receivership assignments across multiple properties. As the portfolio scaled, recurring accountant turnover created delays in rent processing and weakened consistency in AR execution.
To reduce hiring burden, improve timeliness, and lower cost, the client adopted a hybrid model: OHI managed operational AR processing while senior accountants in the U.S. retained oversight and control.
Business Challenge
Turnover-driven instability and inconsistent AR discipline reduced cash flow visibility and created recurring tenant-ledger corrections.
On-Time Rent Roll Processing
Monthly rent roll processing needed consistent, on-schedule execution to protect cash flow timing.
Delinquency and Collections Gaps
Incomplete AR aging and delayed follow-ups slowed collections and increased past-due exposure.
Section 8 Voucher Processing Complexity
Receipt processing required accuracy and active follow-up for changes tied to move-ins, move-outs, and renewals.
Tenant Ledger Accuracy and Bill-Back Controls
Late fees were inconsistently charged, utility bill-backs required allocation, and recurring errors drove constant ledger corrections.
These issues created rework and reduced confidence in AR reporting. The portfolio needed a documented workflow, disciplined tracking, and repeatable controls to improve accuracy while maintaining daily processing velocity.
OHI's Approach & Solution
Process Documentation and Transition Setup
- Conducted interviews with client personnel and documented the end-to-end AR process.
- Identified gaps and strengths in existing procedures to standardize execution.
Dedicated AR Delivery Team
- Assigned two Accounts Receivable Specialists to execute AR processing and controls.
Core AR Workstreams Implemented
- Rent roll processing scheduled for the 1st of each month with tenant-level payment tracking to identify delinquencies.
- Section 8 voucher review process with regular property manager follow-ups for voucher changes.
- Late fee setup for tenants with irregular payment behavior.
- Utility bill analysis and tenant bill-backs using predefined allocation formulas.
- Tenant ledger review for move-ins/move-outs to ensure correct charge recording.
Results & Impact
| KPI | Before OHI | After OHI | Improvement |
|---|---|---|---|
| AR Processing Ownership | Turnover-driven delays and instability | AR function managed from India | Reduced operational dependency |
| Ramp-Up Speed | Longer transition risk | Full monthly AR receipts processed within 2 months | 4 weeks ahead of schedule |
| Process Transparency | Limited visibility into discrepancies | Daily tracking + weekly issue sheet | Faster resolution and control |
| Management Focus | US team pulled into execution | US senior accountants oversee; offshore executes | Freed US management time |
| Scope Expansion | AR-only initial scope | Additional property accounting transitioned; AR expanded to new acquisitions | Broader partnership |
OHI stabilized the client’s AR function by documenting workflows, implementing disciplined tracking, and executing repeatable rent roll, voucher, and tenant ledger controls. The result was faster processing, improved transparency, reduced turnover risk, and an expanded offshore finance operations footprint.
“OHI helped us stabilize AR processing across a large portfolio. Their tracking discipline and consistent execution improved timeliness and reduced the operational burden on our US team.”
Senior Accounting Leadership
Miami-Based Real Estate Firm
Stabilize multifamily AR and protect cash flow visibility
Reduce turnover risk, accelerate rent processing, and strengthen delinquency and tenant-ledger controls with a structured AR delivery model.
