Client Snapshot
Industry:
Commercial & Investment Real Estate / Property Management
Location:
New Jersey & New York, USA
Engagement Type:
Reporting Process Automation (RPA) & Customization
ERP Platform:
Yardi Voyager
Key Highlights
Impact Area:
Monthly Investor Reporting
Improvement:
50% Reduction in Reporting Time
Manual Effort:
Reduced from 160–180 Hours to Under 90 Hours/Month
Reporting Accuracy:
100% Standardized, Error-Free Output
Delivery Timeline:
2–3 Days Faster
Client Background
A well–established real estate firm with over four decades of experience in commercial and investment real estate. Founded in 1983, the organization operates across New Jersey and New York, specializing in apartment building investment sales and full–service property management.
As reporting volume expanded alongside portfolio growth, the existing manual process became increasingly inefficient, error–prone, and difficult to scale.
Business Challenge
Prior to automation, the reporting workflow was manual, time-intensive, and dependent on key individuals, increasing the risk of errors and delays. As the portfolio grew, the process lacked scalability, prompting the need for a secure, automated, and standardized reporting solution.
Manual Report Retrieval
Each report was individually accessed within Yardi by navigating multiple system modules.
Manual File Conversion
Reports generated in Excel format were manually converted to PDF.
Manual File Naming and Sequencing
Files were manually renamed and arranged in a predefined sequence to meet reporting standards.
High Processing Time
The complete process required approximately 160–180 hours per month.
OHI's Approach & Solution
Discovery & Process Mapping
Conducted detailed mapping of the end–to–end reporting workflow within Yardi Voyager. Identified all required report categories, including:
- Balance Sheet
- Income Statement
- Trial Balance
- General Ledger
- Receivable Details by Charge Code
- Residential Reports
- Transaction Reports (Receipt Register, Deposit Register, Journal Ledger)
Defined configuration parameters for property election, reporting period, data extraction logic, file formatting, and final sequencing. A structured Excel configuration template was developed to define property lists, report types, and date ranges prior to execution.
Bot Development & Testing
OHI designed and developed a Python–based automation bot to fully streamline report extraction, consolidation, and formatting.
Automation Workflow:
- The bot is launched via a secure local interface. Users manually log into Yardi, as automated credential storage is intentionally excluded for security and compliance.
- Post-authentication, the bot autonomously navigates the Yardi system.
- All required reports are downloaded for the selected properties.
- Excel outputs are automatically converted into PDF format.
- Reports are consolidated, renamed, and arranged in a predefined sequence.
- Final reporting packages are saved to designated folders for review and submission.
Technologies Utilized
- Python is used for automation scripting.
Selenium WebDriver is used for browser automation. - Pandas is used for data transformation and report logic.
- OpenPyXL is used for Excel formatting and validation.
- OS-based file management libraries are used for dynamic file handling.
Extensive testing was conducted to validate data integrity, file accuracy, sequencing logic, and exception handling across multiple reporting scenarios.
Execution & Stabilization
- Conducted structured user training sessions for authorized personnel
- Delivered comprehensive documentation covering execution protocols, reruns, and troubleshooting
- Ensured seamless handover with minimal ongoing dependency
- Established validation checks to maintain long–term process reliability
Results & Impact
| KPI | Before OHI | After OHI | Improvement |
|---|---|---|---|
| Reporting Time | 160–180 Hours / Month | < 90 Hours / Month | 50% Faster |
| Report Extraction | Manual Navigation & Download | Fully Automated | Eliminated Manual Effort |
| File Conversion | Manual Excel-to-PDF | Automated Conversion | Standardized |
| Consolidation & Sequencing | Manual Renaming & Ordering | Automated Sequencing | Error-Free Reporting |
| Reporting Accuracy | High Risk of Errors | 100% Standardized | Errors Eliminated |
| Delivery Timeline | Frequently Delayed | 2–3 Days Faster | Improved |
| Scalability | Resource-Constrained | Automation-Driven | Fully Scalable |
OHI’s automation-driven solution transformed a manual, time-intensive reporting process into a secure and scalable workflow. By automating report extraction, consolidation, formatting, and sequencing, it reduced reporting time by up to 50%, improved accuracy, and strengthened reporting consistency as the portfolio grows.
“OHI’s automation solution has fundamentally improved our reporting operations. What once required extensive manual effort is now streamlined, accurate, and consistently delivered ahead of schedule.”
Sr. Finance Manager
NY Based Investment and Property Management Company
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