Streamlining Property Accounting & ERP Migration with AP/AR Outsourcing Services

Streamlining Property Accounting & ERP Migration with AP/AR Outsourcing Services

Our client is a U.S.-based property management company overseeing a diverse portfolio of 25 commercial and residential properties. Each location previously maintained its accounting using multiple legacy systems, including QuickBooks and other disconnected ERPs. As part of a strategic shift, the client began migrating all accounting operations into a centralized ERP platform.

Challenges Faced by the Client

1. Fragmented Accounting Systems

Multiple ERPs led to data silos, inconsistency, and inefficient tracking. The transition to a new ERP required setting up new workflows while operations continued.

2. Limited Manpower for Financial Operations

The client lacked in-house resources to process invoices, post tenant payments, and manage reconciliations across properties. They required assistance in setting up financial processes within the new ERP due to their unfamiliarity with the platform.

3. Complex Multi-Property Financial Management

One invoice could span multiple properties (e.g., shared utility bills), requiring accurate allocations. Properties had separate tenants and vendors, making vendor management and AR tasks more complex.

4. Delayed Financial Reports and Backlogs

Income statements and balance sheets were delayed due to unstructured charts of accounts and reconciliation issues. Manual financial reporting led to misaligned accounts and gaps in financial visibility.

Why the Client Partnered with ARDEM

1. Need for End-to-End Accounts Payable Outsourcing Services and Accounts Receivable Outsourcing Services Across Properties

Managing AP and AR across 25 properties with disconnected systems was becoming unmanageable. The client sought a single outsourcing partner who could handle both invoice and payment processes across their growing portfolio. ARDEM’s years of experience in invoice processing services, payment processing services, AP outsourcing, and AR outsourcing seemed perfect for the job.

2. Limited Internal Bandwidth During ERP Migration

The client was migrating from multiple ERPs to a new platform but lacked the internal expertise and time to set up new accounting workflows. They needed external support to ensure business continuity during this transition.

3. Unfamiliarity with the New ERP System

Since the ERD platform was new to the client, they required a knowledgeable partner who could assist with day-to-day processing. They also needed help to understand and build efficient processes within the new system.

4. Desire to Minimize Training and Oversight Burden

Due to resource constraints, the client needed a team that could operate independently, with minimal guidance or documentation, and still deliver accurate and timely financial work.

5. Expectation of Future Growth and Complexity

The client anticipated that financial operations would become more complex as additional properties were migrated. They needed a scalable business process outsourcing partner prepared to grow with them and take on more advanced responsibilities in terms of invoice processing services, payment processing services, end-to-end accounts payable outsourcing services, and accounts receivable outsourcing services.

6. Expectation of Timely Financial Reporting

As a property management firm with commercial tenants, the client required dependable month-end reporting to meet internal timelines and stakeholder expectations. These include income statements, balance sheets, and cash flows.

7. Other Accounting Assistance

In addition to AP and AR support, the client needed help with core accounting tasks such as journal entry adjustments, accruals, and bank reconciliations across multiple accounts. They also required assistance in setting up accurate income statements and balance sheets within the new ERP system. Besides, they needed guidance on organizing the chart of accounts. The expectation was to find an outsourcing partner who could provide hands-on support with general ledger management and evolving accounting needs. 

How ARDEM Solved These Challenges

1. Seamless ERP Migration Support

We supported the client through the migration from multiple legacy systems (QuickBooks, Skyline, etc.) to a centralized ERP. We helped build new workflows, configured financial modules, and adapted quickly without formal documentation or structured training. Our hands-on assistance and process creation ensured continuity during a critical transformation phase.

2. Standardized Accounts Payable & Invoice Processing

ARDEM offered invoice processing services for janitorial, maintenance, electricity, pest control, utility bills, and other building services. Invoices were received via a dedicated email inbox, validated for duplicates, and entered into ERD. Over 472 invoices have been processed to date at a daily average of 7–8, with volume expected to grow.

3. Efficient Accounts Receivable Outsourcing Services

We processed over 130 incoming tenant payments via Excel reports provided by the client. We posted receipts into ERD, cleared balances, and tracked pending payments. Forecasted scope for AR outsourcing services expansion to include direct tenant follow-up for non-payments. Plans are underway to expand AR outsourcing to include direct follow-up with tenants on outstanding payments.

4. Enhanced Financial Accuracy with General Accounting Support

We manage journal entries and monthly accruals as requested. We’ve been performing bank reconciliations across three accounts, even clearing backlogs without formal documentation. We also modified charts of accounts and income statements to align with CFO reporting standards.

5. Strategic Partnership with Long-Term Vision

We delivered improved income statements and mapped balance sheet items correctly. We have provided feedback loops and insights to help the client continuously optimize their ERP usage. 

How the Client Benefited from ARDEM’s Services

✅ Streamlined Invoice and Payment Processing 

Vendor and utility bills are processed accurately and on time via ARDEM’s invoice processing services and AP outsourcing services. 

✅ Improved AR Visibility 

Tenant payments are recorded promptly, and a foundation is in place for expanding AR outsourcing services. 

✅ Faster Financial Reporting 

Custom financial reports (Income Statement, Balance Sheet, and Cash Flow) are aligned with client timelines and CFO requirements. 

✅ ERP Optimization During Migration 

ARDEM provided hands-on support in configuring and improving ERD system outputs, including chart of accounts and reconciliation workflows. 

✅ Scalability with Confidence 

The client plans to onboard all 25 properties into ERD with ARDEM’s support and anticipates increasing volume and complexity. 

✅ Hands-Off Transition for the Client 

ARDEM established processes independently with minimal training, providing both execution and process advisory roles.