About the Client
A leading real estate management company based in Maryland, managing over 10,000 single-family homes across the state. With thousands of scheduled payments, AP adjustments, and vendor invoices to process daily, their back-office accounting team was running at full capacity — and still falling behind.
The Accounts Payable Challenge
At 1,500 AP bills per day arriving in multiple formats from different locations, the in-house team simply couldn’t keep up. Manual processing at that volume created a cascade of problems: delayed vendor payments, decreased accuracy, missed early payment discounts, strained vendor relationships, and hundreds of lost hours every month just keeping up with the backlog.
The lack of a centralized, automated AP system made it easy to misplace invoices — doubling the time needed to successfully process each one. The in-house team was spending time that should have gone into strategy and operations firefighting accounting bottlenecks instead.
With plans to expand and acquire more properties, the company knew that scaling without fixing the AP process would only amplify every problem they were already dealing with. They needed a remote accounts payable partner who could own the process end-to-end.
Client Goals
When the real estate management company approached Outsourced Bookkeeping for accounts payable services, they had four clear priorities:
- Faster processing — same-day turnaround on all incoming AP bills
- High accuracy and process ownership — zero errors, complete accountability
- End-to-end AP management — from bill receipt to payment-ready status
- Improved vendor relations — on-time payments, better communication
Our Solution: Outsourced Accounts Payable Services for Real Estate
We deployed a dedicated remote AP team experienced in high-volume real estate accounts payable processing. Here’s exactly how we built the process:
- All physical invoice copies were scanned and fed into our OCR system, which captured and categorized every bill with full accuracy
- Our AP specialists reviewed all exceptions and verified edge cases manually — nothing slipped through
- We contacted vendors directly to start sending invoices to a dedicated Bill.com ID — transitioning from physical to e-bills progressively
- 1,500 invoices processed daily by our dedicated AP team, completed before the client’s US operations resumed each morning
- Time zone advantage leveraged fully — all processed bills were payment-ready at the start of the client’s workday with zero delays
Over time, as more vendors switched to e-bill submission, we eliminated manual scanning entirely and achieved true end-to-end accounts payable automation — with our dedicated resources handling every step.
Results: What Changed After Outsourcing AP
The impact was immediate and measurable:
- 100+ man-hours saved every month — the primary goal achieved and sustained
- 1,500 AP bills processed daily with highest accuracy and zero backlog
- All early payment discounts captured — no more missed windows
- Vendor relationships restored — on-time payments eliminated friction
- Full operational scalability — the company can now acquire and manage additional properties without AP being a bottleneck
- Zero additional in-house headcount — full AP output delivered remotely
Client Testimonial
“Outsourced Bookkeeping helped us automate our end-to-end AP process which was our aim for a long time now. The work was flawless with a fast turnaround time and this helped us improve our visibility, control and decision-making. Scaling our operations became an easy task with their remote accounting support.”
Looking for Accounts Payable Services for Real Estate?
High-volume AP processing is one of the most common pain points for real estate management companies — and one of the easiest to solve with the right outsourced partner. Whether you’re processing 500 or 5,000 bills a day, Outsourced Bookkeeping has the team, the tools, and the process to take it completely off your plate.
We also provide real estate accounting services, bookkeeping for property management, accounts receivable services, and tax preparation support — all delivered remotely, all on time.
Get in touch today for a free consultation and we’ll walk you through exactly how we’d handle your AP workflow.