Client Snapshot
Industry:
HOA / Community Association Management
Location:
Atlanta, Georgia, USA
Scale:
1,100+ HOAs; 200,000+ units
Service Scope:
Invoice review/approval, vendor/association validation, budgeted GL alignment, funds availability checks, 200+ invoices/day processing
Key Highlights
Throughput:
200+ invoices processed daily
Backlog:
Eliminated daily AP backlog through offshore delivery
Controls:
Checklist-driven invoice review with second-level QC for key vendors
Governance:
Daily AP tracker, quarterly vendor reconciliation, bi-weekly discrepancy reporting, and pre-approval funds verification
Client Background
The client is a large community management firm based in Atlanta managing over 1,100 HOAs and more than 200,000 units. Their AP workflow requires high-speed invoice approvals without compromising association-level accuracy, budget alignment, or cash control.
OHI supported invoice review and approval submitted by community managers, verifying the correct association, vendor/remit address, and ensuring amounts aligned with budgeted GL codes with sufficient funds available in the designated bank account.
Business Challenge
High-volume invoice processing and budget/GL validation requirements increased error risk and disrupted cash discipline.
High Volume of Invoices
Managing a substantial daily invoice load required speed without sacrificing verification rigor.
Budget Alignment Complexity
Ensuring invoice amounts aligned to budgeted GL codes required detailed, time-consuming checks.
Cash Flow Challenges
Inconsistent AP processing created hurdles for effective cash flow management and stability.
GL Coding Accuracy Issues
Invoices posted to the wrong GL created downstream rework for accountants and impacted financial reporting.
High-volume AP becomes fragile when verification steps vary by processor and exceptions are not tracked consistently. The client needed standardized procedures, tighter QC for critical vendors, and transparent tracking to maintain accuracy at scale.
OHI's Approach & Solution
Regular Training
- Provided ongoing training to strengthen invoice processing discipline and improve speed without compromising accuracy.
Standardized Guidelines and QC Tracking
- Implemented a step-by-step checklist and quality control tracking system to minimize errors and reduce delays.
Second-Level Review
- Added an additional QC layer for crucial vendors to catch issues before submission.
Continuous Improvement
- Incorporated client feedback into ongoing process enhancements.
Results & Impact
| KPI | Before OHI | After OHI | Improvement |
|---|---|---|---|
| Daily Backlog | Backlog risk under high daily volume | No daily backlog; steady processing | Backlog eliminated |
| Process Transparency | Limited day-to-day visibility | Daily tracker + bi-weekly discrepancy reporting | Improved control |
| Vendor Hygiene | Higher exception risk at scale | Quarterly vendor reconciliation | Fewer discrepancies |
| Cash Discipline | Inconsistent funds checks | Funds verified before approval | Stronger cash control |
| Engagement Expansion | Limited offshore allocation | Major AP portfolio moved to India; scope expanded | Broader finance coverage |
OHI stabilized high-volume HOA AP processing through standardized invoice review controls, stronger GL/budget validation discipline, and consistent tracking. This eliminated daily backlog, improved transparency, strengthened cash checks, and enabled the client to expand additional finance activities offshore.
“OHI brought structure and consistency to our high-volume AP workflow. The improved tracking and QC reduced errors and helped us scale without daily backlogs.”
CFO
Atlanta-Based Community Management Firm
Process HOA invoices at scale without daily backlog
Standardize invoice reviews, strengthen budget and GL validation, and improve cash discipline with a structured AP delivery model.
