Case Study
Vendor Payment Reconciliation for Property Management Firm
Keystone Property GroupPublished May 27, 2026
The Challenge
Keystone manages 45 rental properties and works with 30+ vendors (plumbers, electricians, landscapers). Each month, the bookkeeper spent two full days cross-referencing vendor invoices against work orders to make sure they matched before paying. Discrepancies were common and required back-and-forth emails that dragged on for days.
The Solution
We built a reconciliation sheet that pulls work order data and invoice data into side-by-side columns automatically. Zapier watches for new invoices in QuickBooks and matches them against the work order log by vendor and property. Mismatches get flagged instantly with a Slack alert to the bookkeeper, who can resolve them before payment day instead of discovering them mid-reconciliation.
Results
Monthly reconciliation time
Before
16 hrs
After
3 hrs
Payment discrepancies caught late
Before
5–8/month
After
0–1/month
Vendor payment disputes
Before
2–3/month
After
Rare
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