Client Snapshot
Industry:
Community Association Management (HOAs)
Location:
Atlanta, Georgia, USA
Scale:
1,100+ HOAs; 200,000+ units
Service Scope:
Daily bank reconciliation, auto-tick validation, month-end posting discipline, statement accuracy checks
Key Highlights
Coverage:
200 operating bank accounts reconciled daily; 400+ reserve accounts monthly
Controls:
Stronger validation of auto-ticked reconciliations and second-level review
Timeliness:
All bank items posted within the month to support cash-based financials
Efficiency:
15% process efficiency improvement through standardization/automation
Client Background
The client is a large-scale community management firm based in Atlanta, managing more than 1,100 HOAs with over 200,000 units. With high transaction volumes and cash-based financial requirements, timely and accurate bank reconciliation is critical to reliable monthly financial packages and stakeholder reporting.
OHI supported daily reconciliation for mid-volume operating accounts and monthly reconciliation for reserve accounts, with a focus on validating auto-ticked entries, resolving open items quickly, and ensuring correct bank statements were attached at month-end.
Business Challenge
High transaction volumes, auto-tick validation, and month-end timing pressure increased reconciliation risk and operational load.
High Transaction Volume
Large daily volumes required speed without sacrificing reconciliation completeness and accuracy.
Auto-Tick Accuracy Validation
Automatically reconciled transactions still required review to ensure correct matching and prevent silent errors.
Timely Posting and Open Item Tracking
All bank items had to be posted within the month while managing high-volume inquiries and resolving open items quickly.
Accurate Statement Uploads
Month-end packages required correct statement attachments, with occasional mix-ups between operating, reserve, and IDC statements.
High-volume bank reconciliation can quickly become error-prone when open items accumulate and auto-tick entries are not validated consistently. The process needed tighter standardization, additional review discipline, and faster issue-resolution loops to maintain cash-based reporting integrity.
OHI's Approach & Solution
Continuous Training and Standard Procedures
- Trained Bank Reconciliation Specialists regularly to improve efficiency and consistency
- Established guidelines and standardized procedures for open-item resolution
- Implemented bi-weekly client communication to accelerate inquiry resolution
Auto-Tick Validation Enhancements
- Developed stronger validation mechanisms to verify the accuracy of auto-ticked transactions
Second-Level Review and Quality Control
- Added an additional QC layer to strengthen reconciliation accuracy and reduce errors
Ongoing Enhancement
- Incorporated client feedback to continuously improve process performance and alignment
Results & Impact
| KPI | Before OHI | After OHI | Improvement |
|---|---|---|---|
| Process Efficiency | High effort to resolve unreconciled item queries | Standardized steps and partial automation | 15% efficiency improvement |
| Reconciliation Accuracy | Higher risk from auto-tick and volume pressure | Improved validation with second-level review | More reliable records |
| Timely Posting | Open items and posting delays impacted cash-based reporting | All bank items posted within the month | Better reporting alignment |
| Stakeholder Confidence | Higher risk of inaccuracies and rework | Improved accuracy and responsiveness | Expanded scope for OHI |
OHI improved reconciliation discipline by combining standardized procedures, stronger auto-tick validation, and a second-level review layer. This increased accuracy, ensured timely month-end posting for cash-based financials, and supported expansion of the reconciliation scope and related month-end finance work.
“OHI improved our reconciliation discipline across operating and reserve accounts. Their review controls and faster resolution loops strengthened our month-end accuracy and timeliness.”
Atlanta-Based Community Management Firm
Finance Leadership
Reconcile HOA bank accounts faster without sacrificing accuracy
Improve auto-tick validation, reduce open items, and keep month-end cash-based financials current with standardized bank reconciliation support.
