Client Snapshot
Industry:
Real Estate Investment, Development & Property Management
Location:
Western USA
Portfolio:
79 developed properties; ~11M sq. ft.; 4,800+ units across 28 properties
Service Scope:
Property accounting, AP processing, utility bill processing, month-end close support, process documentation
Key Highlights
Cost Savings:
60% reduction in base accounting costs
Annual Savings:
$130,000 saved through outsourced accounting support
Staffing Model:
Low-cost variable staffing structure created
Process Control:
Existing workflows documented for faster training and standardization
Client Background
The client is a well-established full-service real estate firm providing investment, development, and property management services. The firm has developed and built 79 properties totaling approximately 11 million square feet across 10 western U.S. states, with project development value exceeding $1.2 billion.
In a challenging economic environment, the client needed to reduce accounting costs significantly while maintaining service quality and operational flexibility. OHI helped the client build a lower-cost, variable staffing model to support property accounting and accounts payable operations across a large managed portfolio.
Business Challenge
The client needed to reduce accounting costs while maintaining accuracy, meeting strict close deadlines, and supporting a large multi-property accounting operation.
Large-Scale Property Accounting Volume
The engagement covered more than 4,800 units across 28 properties, requiring support from multiple property accountants and AP processors.
High-Volume Utility Bill Processing
Manual processing of large utility bill volumes required strong review discipline to ensure accuracy.
Fast Software Learning Curve
The team had to quickly learn OneSite by RealPage for property management and Timberline by Sage for accounting.
Limited Process Documentation and Strict Close Timelines
Minimal documentation existed for key activities, while month-end close deadlines required quick ramp-up and consistent execution.
The client needed a scalable accounting model that could reduce cost without weakening month-end reliability. Standardized documentation, rapid software training, and quality controls were critical to support continuity and reduce dependency on internal staffing.
OHI's Approach & Solution
Transition and Process Understanding
- Reviewed the existing property accounting and AP workflows across the portfolio.
- Identified key activities requiring documentation, standardization, and training support.
- Prioritized month-end close activities to maintain deadline discipline during transition.
Software Training and Ramp-Up
- Trained the team on OneSite by RealPage for property management workflows.
- Trained the team on Timberline by Sage for accounting and reporting activities.
- Built working knowledge quickly to support property-level accounting execution.
Utility Bill Processing and Quality Control
- Supported manual processing of high-volume utility bills.
- Applied quality checks to reduce processing errors and improve accuracy.
- Strengthened review discipline across recurring AP and utility workflows.
Process Documentation and Variable Staffing Model
- Created documentation for existing processes to improve consistency.
- Standardized workflows to support faster onboarding and staff transitions.
- Built a low-cost variable staffing model to help the client manage changing business conditions.
Results & Impact
| KPI | Before OHI | After OHI | Improvement |
|---|---|---|---|
| Accounting Cost Structure | High base accounting costs | Outsourced variable staffing model | 60% cost reduction |
| Annual Savings | Higher annual accounting spend | Lower-cost delivery structure | $130,000 saved annually |
| Staffing Flexibility | Fixed internal cost structure | Variable staffing model | Better scalability in slowdown |
| Process Documentation | Minimal documentation of key activities | Extensive process documentation created | Faster training and smoother transitions |
| Process Standardization | Inconsistent handling during staff changes | Standardized workflows and documented steps | Improved continuity |
OHI helped the client reduce accounting costs while building a flexible staffing model suited to changing business conditions. Through software ramp-up, utility bill processing support, and extensive process documentation, the engagement improved continuity, standardization, and cost control across the property accounting function.
“OHI helped us reduce accounting costs while creating a more flexible staffing model. Their documentation and process support improved consistency and made future staff transitions easier.”
CFO
Real Estate Investment & Property Management Firm
Reduce property accounting costs with flexible staffing support
Build a scalable accounting model with documented workflows, trained resources, and reliable month-end support across your property portfolio.
