Client Snapshot

Portfolio: Residential and Commercial Properties
Software: Yardi Breeze
Industry: Property Management

Introduction

Ben Bates is a residential and commercial property management company responsible for overseeing daily operations, tenant and owner relationships, and financial activity across multiple properties.

Yardi Breeze was already in place as the company’s property management and accounting platform. As the portfolio grew, stronger accounting structure, better visibility into financials, and support keeping records current became increasingly important. Ben Bates Realty chose Balanced Asset Solutions to help build a reliable accounting foundation and reduce the daily burden of managing finances alongside operations.

This case study reflects the first engagement between Ben Bates and Balanced Asset Solutions.

The Challenge: Too Much on a Small Team

Before working with Balanced Asset Solutions, Ben Bates Realty managed accounting alongside daily operations with limited internal bandwidth.

Accounting had fallen behind and needed to be brought current. Certain items required correction, and the overall structure made it difficult to clearly see financial positions. Even with long hours, meaningful progress was hard to achieve because operational needs always took priority.

The impact included:

• Extended work hours with limited forward momentum

• Difficulty balancing accounting with leasing and property oversight

• Growing stress from unresolved financial tasks

• Limited confidence in financial clarity

The company needed structured support, not short-term fixes.

The Decision to Work with Balanced Asset Solutions

Ben Bates selected Balanced Asset Solutions because of their experience with property management accounting and their working knowledge of Yardi Breeze.

The goal was not just to catch up, but to create a foundation that would make accounting easier and more manageable going forward.

Scope of the Engagement

The first engagement focused on stabilizing the accounting environment and making Yardi Breeze a reliable system of record.

Accounting Cleanup and Corrections

Balanced Asset Solutions began by reviewing existing records and identifying areas that required correction. This included:

• Addressing entries that needed adjustment

• Identifying outdated or unnecessary accounts

• Correcting ledger issues affecting reporting accuracy

• Creating clearer organization within the accounting structure

This work established a clean starting point for ongoing accounting.

Reconciliations and Financial Stabilization

With cleanup underway, the next priority was reconciling accounts and restoring confidence in the numbers.

Balanced Asset Solutions supported:

• Bringing bank reconciliations up to date

• Reviewing tenant and owner ledger activity

• Ensuring payables and receipts were posted correctly

• Reducing manual verification and rework

This helped the team rely on reports instead of constantly second-guessing them.

Audit and Compliance Support

As part of the engagement, Balanced Asset Solutions also helped organize records in a way that supports compliance and audit readiness.

This included:

• Structuring records to be easy to review

• Improving documentation and traceability

• Advising on how to keep records clean moving forward

The approach focused on building habits that support compliance year-round.

Yardi Breeze Support

Balanced Asset Solutions worked directly within Yardi Breeze to ensure that corrections aligned with how the system is meant to function.

This included:

• Hands-on cleanup and reconciliation inside the platform

• Adjustments to accounts and workflows

• Guidance on managing the system more confidently day to day

The focus was on making the existing system reliable and usable.

The Working Experience

From the start, the engagement followed a structured, transparent process designed to keep the team at Ben Bates informed and involved without overwhelming them.

Balanced Asset Solutions began with detailed discovery sessions to understand how Ben Bates was operating day to day. This included walking through how leasing, billing, vendor payments, and reporting were handled inside Yardi Breeze. Rather than immediately changing things, the team mapped existing workflows, identified friction points, and prioritized the most critical issues to address first.

A phased approach was used:

Phase 1: Assessment and Planning

• Review of current accounting structure and workflows

• Identification of problem areas creating confusion or rework

• Prioritization of cleanup and reconciliation tasks

• Creation of a step-by-step plan shared with the client

Phase 2: Cleanup and Corrections

• Correction of posting errors discovered during review

• Cleanup of unused or confusing accounts

• Alignment of balances across key accounts

• Ongoing communication about what was being changed and why

Phase 3: Reconciliation and Validation

• Bringing bank reconciliations current

• Reviewing tenant and owner ledgers line by line

• Validating payables, receipts, and clearing accounts

• Confirming that balances made sense in real-world context

Phase 4: Ongoing Oversight and Support

• Regular check-ins to review progress

• Clear explanations of findings and next steps

• Adjustments based on feedback from the Ben Bates team

Throughout the process, communication was constant and practical. The team at Ben Bates was never left wondering what was happening behind the scenes. Each change was explained in plain language so the team understood not just what changed, but how it affected daily operations.

One of the most valued aspects of the engagement was the ability to be honest about challenges without fear of judgment. This made it easier to address real issues quickly instead of working around them.

The CPA background of the BAS team brought credibility to every decision. At the same time, their hands-on knowledge of Yardi Breeze meant solutions were realistic, not theoretical. Recommendations always took into account how the system actually behaves in daily use.

Training and guidance were built into the process. Instead of delivering changes and walking away, BAS explained how to maintain the improvements going forward. This helped the Ben Bates team feel confident handling routine accounting tasks without constantly needing outside support.

Results

Even in the early stages, the impact was noticeable.

Reduced Time and Stress

• Less time spent on accounting tasks

• Reduced stress from unresolved financial work

• More ability to focus on daily operations

Improved Clarity

• Accounting brought to current

• Problem areas identified and corrected

• Clearer view of financial activity

Restored Confidence

• More trust in reports

• Better understanding of next steps

• Relief from carrying everything alone

The biggest win was peace of mind. Knowing a plan was in place made day-to-day work feel manageable again.

Looking Ahead

With accounting stabilized and clarity improving, the team can now spend more time on leasing, property oversight, and owner and tenant relationships.