Strategic Partner • Real Estate

Automating Financial Operations for a Property Management Company

A growing property management company managing multiple short-term rental properties needed to streamline their cleaner payment processes. The manual payroll system was time-consuming and prone to errors, taking up to 5 hours per week to process payments for cleaning staff.

95%

Time Saved

Reduced payroll processing time from 5 hours to 15 minutes per week

Monthly Savings

Per property savings through eliminated transaction fees

100%

Automation

Fully automated daily payment processing requiring minimal oversight

24/7

Processing

Continuous automated payment processing with comprehensive audit trail

The Challenge

Time-intensive manual payroll processing
Risk of human error in payment calculations
Lack of automated tracking for completed cleaning tasks
Multiple system reconciliation required
High transaction costs from existing payment solutions
Need for accurate record-keeping for accounting purposes

Our Solution

Automated Payment Processing

Integration between property management system (HostAway) and banking infrastructure
Automated expense tracking and bill creation
Daily automated payment processing at 4:30 AM
Secure record-keeping in a dedicated database

System Integration

Custom API integration with HostAway for cleaning task completion verification
Integration with Mercury banking system for automated bill creation
Implementation of Superbase for secure data storage and processing
Automated cleaner ID matching across systems

Cost Optimization

Elimination of traditional payment processor fees (saved 2% per transaction)
Reduction in minimum transaction fees ($1.50 per transaction saved)
Streamlined banking infrastructure

Technical Implementation

Custom API integrations

Secure database implementation

Automated workflow scheduling

Banking system integration

Data synchronization across platforms

Long-term Impact

Scale cleaning operations without additional administrative overhead

Maintain accurate financial records for accounting purposes

Reduce operational costs through eliminated processing fees

Create a foundation for future automation initiatives

Improve relationship with cleaning staff through reliable payment processing

"The automated payment system has transformed our operations. What used to take hours each week now runs automatically every morning, and our cleaning staff appreciates the reliable, timely payments. The cost savings on transaction fees alone made this implementation worthwhile."

Property Management Company Owner

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