Client Snapshot
Industry:
Real Estate Property Management
Location:
New York, USA
Client Type:
Mid-sized property management firm
Software:
QuickBooks, Quicken, Quickbase
Service Scope:
Bookkeeping, administrative support, receivables follow-up, document management, calendar tracking, and personal finance support
Key Highlights
Cost Savings:
~40% savings in bookkeeping during the 3-month trial phase
Security Model:
Remote access and ASP-based document management to reduce data movement risk
Delivery:
Deadlines met across individual accounting and administrative processes
Staff Utilization:
U.S. team retrained for more on-site responsibilities
Client Background
The client is a mid-sized real estate property management firm in New York providing property buying, selling, leasing, and management services for individual and residential properties. Most accounting activities were handled in QuickBooks, while personal financial services for the company head were maintained in Quicken.
The engagement required both accounting and administrative support, including business and personal investment accounting, receivables follow-up, bank coordination, source-document image management, Quickbase database maintenance, and tracking key dates for insurance renewals, tenant collection reminders, and return submission deadlines.
Business Challenge
The client needed a secure offshore support model for sensitive accounting and administrative work without compromising data protection, fraud controls, or process continuity.
Broad Accounting and Admin Scope
The role covered bookkeeping, personal finance support, document handling, receivables follow-up, bank coordination, Quickbase updates, and calendar tracking.
Specialized Resource Requirement
The client needed a resource with accounting knowledge, database skills, strong English communication, and high attention to detail.
Sensitive Data and Fraud Risk
The work involved business and personal financial data, creating concerns around data transfer, unauthorized access, and possible fraud.
Retention and Training Dependency
Because the process involved detailed, interlinked tasks, losing a trained offshore resource could create major retraining effort.
The engagement required more than basic bookkeeping support. OHI had to design a secure operating structure, select the right resource, and build a transition plan that addressed confidentiality, fraud prevention, and continuity from the beginning.
OHI's Approach & Solution
Security and Data Protection Framework
- Addressed client concerns around data security before starting the engagement.
- Explained security measures including encrypted data transfer, server firewalls, and regular backups.
- Shared privacy-policy safeguards and relevant IT law protections.
- Used encrypted technology similar to online credit card transaction standards.
Fraud Prevention Controls
- Explained preventive measures and hiring controls, including background checks and client interviews.
- Recommended unique encrypted codes for wire transfer sheets known only to the client and banker.
- Suggested a complete ban on domestic and international fax-based transfer instructions.
- Recommended close-circuit camera monitoring and controlled access procedures.
Secure Remote Access Model
- Selected a remote-access model for accounting applications.
- Implemented an ASP-based document management system.
- Ensured offshore work was performed through non-downloadable images and keystrokes only.
- Reduced physical or digital data movement between India and the U.S.
Resource Selection and Transition Planning
- Arranged two rounds of client interviews for the proposed offshore candidate.
- Prepared a migration plan with detailed questionnaires, checklists, and a training schedule.
- Selected a diligent, detail-oriented resource capable of handling both accounting and administrative responsibilities.
Results & Impact
| KPI | Before OHI | After OHI | Improvement |
|---|---|---|---|
| Bookkeeping Cost | Higher internal processing cost | Offshore bookkeeping support during trial phase | ~40% savings |
| Deadline Performance | Risk of delay due to diverse process scope | Deadlines met for individual processes | Reliable execution |
| Data Security | Concern over sensitive business and personal financial data | Remote access and document management controls implemented | Reduced data movement risk |
| Fraud Prevention | Client concern around unauthorized transfer instructions | Procedural safeguards and access restrictions recommended | Stronger control environment |
| U.S. Staff Utilization | U.S. staff involved in back-office work | U.S. staff retrained for more on-site responsibilities | Better role alignment |
OHI helped the client build a secure offshore support model for accounting and administrative operations. The engagement delivered bookkeeping savings during the trial phase, met process deadlines, reduced concerns around data movement and fraud risk, and allowed the U.S. team to focus more on on-site responsibilities.
“OHI addressed our security concerns in detail and helped us build a controlled offshore support model. The trial delivered cost savings while maintaining process reliability.”
Managing Partner
New York-Based Property Management Firm
Outsource real estate accounting securely and confidently
Reduce bookkeeping costs while protecting sensitive financial data through remote access controls, structured processes, and carefully selected offshore resources.
