Client Snapshot
Industry:
Residential Property Management
Location:
South Florida, USA
Company Size:
~$15M firm
Engagement Scope:
Complete accounting and management reporting to CFO and CEO
Key Highlights
Backlog Cleared:
~45% reduction in base cost structure
Savings Value:
~$2,000 per staff accountant per month
System Upgrade:
Advanced QuickBooks setup (classes, tenant tracking, custom reporting)
Reporting Output:
Monthly reporting pack with variance and aging visibility
Client Background
A mid-sized residential property management firm in South Florida provides investment, brokerage, management, and construction services. The leadership team needed a specialist outsourcing partner to manage accounting and management reporting while improving the quality and depth of financial insights delivered to the CFO and CEO.
OHI supported the firm by documenting and standardizing accounting processes, enhancing system configuration in QuickBooks, and implementing structured reporting to improve control, transparency, and decision-making.
Business Challenge
The client needed a scalable outsourcing model to reduce back-office costs, flex staffing, and improve financial reporting quality.
Reduce Back-Office Costs Without Losing Control
The client aimed to lower accounting overhead while maintaining accuracy and leadership visibility.
Build a Flexible Staffing Model
They required a structure that could scale up or down across accounting and back-office functions.
Standardize Processes Across Time Zones
Existing processes needed documentation and redesign for an outsourcing model with digital workflows and limited front interface.
Improve Reporting Depth and Decision Support
QuickBooks was underutilized and reporting lacked the granularity needed for tighter expense control and portfolio oversight.
The transition required rebuilding workflows for a remote delivery model while maintaining operational continuity. Strong process documentation, disciplined tracking, and improved reporting standards were essential to ensure savings did not come at the cost of visibility or control.
OHI's Approach & Solution
Process Discovery and Documentation
- Documented accounts payable, tenant accounting, and month-end reporting through detailed stakeholder interviews
- Identified gaps and redesigned procedures for an outsourcing delivery model across time zones
Operating Model and Controls
- Implemented tracking formats for task status and workflow visibility
- Established email-based approval procedures for accounts payable disbursements
- Reallocated select duties to the office manager to improve front-end coordination
- Set up view-only access for bank and utility accounts to strengthen controls and speed reconciliation
- Created clear job descriptions and operating procedures to standardize execution
QuickBooks Enablement and Reporting Pack
- Enabled advanced QuickBooks usage to improve asset and tenant tracking
- Set up tenants as Customer: Jobs to track tenant activity more accurately
- Expanded class structure and configured customized reporting
- Built a monthly reporting pack including balance sheet, profit and loss, variance commentary, aging reports, profit and loss by class, and major replacements visibility
Results & Impact
| KPI | Before OHI | After OHI | Improvement |
|---|---|---|---|
| Back-Office Cost Structure | Higher internal accounting cost base | Outsourced delivery model | ~45% cost savings |
| Monthly Cost per Accountant | Higher monthly staffing cost | Lower cost model | ~$2,000 saved per month |
| Asset & Receivable Tracking | Limited tracking and visibility | Improved tracking systems and controls | Better management control |
| General Ledger Granularity | Lower detail in accounting structure | Enhanced GL/class structure | Improved decision support |
| Reporting Quality | Basic reporting, limited visibility | Monthly reporting pack with variance + aging | Stronger oversight |
| Process Standardization | Undocumented and inconsistent processes | Documented SOPs and operating procedures | Repeatable execution |
OHI delivered a scalable accounting delivery model that reduced costs while improving reporting depth, process consistency, and operational control. With upgraded QuickBooks configurations and standardized workflows, leadership gained more granular financial visibility to support better decisions.
“OHI helped us significantly reduce our back-office costs while improving the quality and granularity of our reporting. Their process discipline and responsiveness gave our leadership team stronger visibility and control.”
South Florida Residential Property Management Firm
CFO
Reduce property management accounting costs without losing control
Build a scalable outsourcing model with standardized workflows, stronger reporting, and reliable close support.
