A two-week billing job, done in 20 minutes.
For an HOA management company, the monthly billing run touched copiers, faxes, and postage meters across every association — and took up to two weeks to pull together. Here's how it became a 20-minute task.
The situation
This firm had been with the same copier vendor for over fifteen years, and their monthly management billing was fragmented across platforms — copiers, faxes, postage meters — requiring one to two weeks of manual processing. Everyone assumed the process depended on the incumbent's tools, so changing vendors felt riskier than living with the grind.
What we did
We started with deep discovery into how the billing actually worked, then built an integrated platform: device tracking and automated document routing, plus a custom workbook that consolidates every association's monthly billing data automatically. And we didn't hand it over and leave — we update the tool every month as their portfolio grows.
The victory
The multi-week billing process became a 20-minute task, and monthly print costs dropped 23% — from $2,857 to $2,200. As their HOA count more than doubled, the partnership grew through three separate deals. They're now in their third term with us.
The result that mattered — to them.
Client identities are kept private out of respect for their business. References available upon request.
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