Client Snapshot
Industry:
Multifamily & Affordable Housing
Location:
New York, NY, USA
Engagement Type:
Reporting Automation & Customization (RPA)
Software:
Yardi Voyager
Key Highlights
Impact Area:
Investor & Stakeholder Reporting
Improvement:
75% Reduction in Reporting Time
Manual Effort:
Reduced from 6–8 Hours to < 1 Hour per Property
Reporting Accuracy:
100% Standardized, Error-Free Output
Delivery Timeline:
2–3 Days Faster
Client Background
A U.S.-based real estate property management company oversees a diverse portfolio of multifamily, affordable housing, and mixed-use assets. As part of its investor and stakeholder obligations, the organization produces comprehensive monthly reporting packages that include financial and operational reports extracted from Yardi Voyager.
With continued portfolio expansion, the manual reporting process became increasingly resource-intensive and operationally fragile. The growing reporting burden created scalability constraints and increased the risk of inconsistencies in data accuracy as well as delays in reporting delivery timelines.
Business Challenge
The client required an automated, reliable, and scalable reporting solution that would reduce manual effort, eliminate errors, and accelerate delivery timelines without increasing headcount. Prior to engaging OHI, the client encountered several operational inefficiencies.
Manual Report Preparation
Manual extraction, compilation, and formatting of reports required approximately 6–10 hours per property each month.
Key-Person Dependency
Heavy reliance on specific team members increased key-person risk and process dependency.
Compressed Reporting Timelines
Reporting deadlines were frequently strained due to high volume and manual intervention.
Limited Scalability
Existing workflows lacked the scalability required to support ongoing portfolio growth.
OHI's Approach & Solution
Discovery & Planning
Deployed a dedicated RPA specialist to map the complete end–to–end reporting workflow within Yardi Voyager.
Identified and documented all required financial and operational reports, including:
- Budget vs. Actual
- Trial Balance
- Balance Sheet
- General Ledger and Subledgers
- Rent Roll
- Legal and Compliance Reports
Defined structured customization rules governing data selection logic, aggregation methodology, formatting standards, and final report presentation.
Pilot Phase (Bot Development & Testing)
- Developed a secure RPA bot to automate report extraction following authorized user login (credential storage intentionally excluded to maintain compliance and security standards)
- Embedded automated validation checks to ensure completeness and successful report downloads
- Designed logic to consolidate, standardize, and format outputs into investor–ready reporting packages
Technologies & Tools Utilized:
- Python for automation scripting
- Selenium (Edge WebDriver) for browser–based automation
- Pandas for data transformation and logic execution
- OpenPyXL for Excel formatting and validation controls
- Streamlit for a simplified user interface
- OS–based file management libraries for structured folder handling
- 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 – Training & Handover
Conducted structured training sessions for authorized client personnel to operate the automation independently.
Delivered comprehensive documentation covering:
- Bot execution protocols
- Exception handling procedures
- Re–run processes and troubleshooting guidelines
Ensured a seamless handover with minimal ongoing dependency on OHI’s technical team.
Results & Impact
| KPI | Before OHI | After OHI | Improvement |
|---|---|---|---|
| Reporting Time | 6–10 hrs | < 1 hr | 75–85% Faster |
| Reporting Accuracy | Manual Errors | 100% Standardized | Error-Free |
| Delivery Timeline | Frequently Delayed | 2–3 Days Faster | Improved |
| Scalability | Resource-Constrained | Automation-Driven | Fully Scalable |
OHI’s automation-led framework eliminated manual report extraction and consolidation, improved data accuracy, and accelerated monthly reporting cycles. This enabled scalable reporting across the growing portfolio without increasing operational risk or headcount.
“OHI’s automation solution has dramatically improved our reporting efficiency. What previously required hours of manual effort is now completed in minutes, with complete accuracy and consistency.”
Finance Director
New York Based Property Management Company
Facing Delays Due to Manual Reporting Processes?
Automate reporting with RPA to reduce manual effort, eliminate errors, and accelerate monthly reporting cycles.
