Introduction

Denton Affordable Housing (DAHC) is a non-profit that manages several companies and deals with many money transfers between them. To improve their daily operations and make audits less stressful, DAHC worked with Balanced Asset Solutions (BAS). Together, they fixed old procedures, reduced manual work, and set up a system that is easier to use every day.

Opportunities and Collaborative Goals

Recently transitioning from legacy systems to AppFolio, DAHC recognized opportunities to further optimize their financial operations. While their team had successfully navigated the changeover, they identified areas where enhanced processes could further support their mission:

Bank Reconciliation Processes:
DAHC’s commitment to financial accuracy meant that even minor discrepancies required attention. Their team was dedicated to ensuring that operating cash balances aligned with bank statements.

Audit Preparedness:
With annual audits being a key component of their accountability, DAHC aimed to further enhance their reporting processes. Their proactive approach was focused on refining workflows to ensure both timely and accurate audit preparation.

Process Excellence:
DAHC’s team demonstrated a clear commitment to high standards. By standardizing intercompany transfers and automating routine tasks, they set the stage for even more reliable financial reporting.                                                                                                                             

Maximizing Efficiency:
With a strong foundation already in place, DAHC sought to reduce manual workload through automation and refined reconciliation procedures. Their goal was to enable team members to focus on strategic initiatives rather than repetitive data entry.

Enhancing Audit Readiness:
DAHC’s forward-looking perspective on audit preparation led them to explore solutions that would further shorten the audit cycle while ensuring robust data integrity.

 

Empowering Through Training:
Recognizing the value of continuous improvement, DAHC welcomed targeted training sessions designed to enhance their already capable team’s expertise in managing intercompany transactions and leveraging the new software platform.

 

Approach

1. Diagnostic Review: Building on a Strong Foundation

BAS began the engagement with a thorough review of DAHC’s existing processes, highlighting the organization’s proactive measures and identifying areas for enhancement:

Process Analysis:
Working closely with DAHC, BAS reviewed past reconciliations and intercompany transfer methods. This collaborative assessment reinforced DAHC’s commitment to accuracy while identifying opportunities to further optimize workflows.

Focused Training Needs:
The discussion revealed that a refresher on best practices would serve to complement the team’s existing expertise. DAHC’s willingness to engage in continuous learning was key to this initiative.

Regular Communication:
A cadence of weekly check-ins was established, ensuring that DAHC remained at the center of every decision and that progress was shared transparently throughout the process.

2. Refining Financial and Operational Processes

Data Clean-Up and Process Standardization:
Reassessed past reconciliations to ensure complete alignment between operating cash and bank statement balances. 

Developed a standardized, repeatable procedure for intercompany transfers that leverages DAHC’s existing strengths while reducing manual effort.

Workflow Automation:
Integrated automation tools within AppFolio to streamline recurring tasks such as monthly transfers and report generation.

These enhancements were designed to save time, reduce human error, and further empower DAHC’s proactive team.

3. Software Optimization and Empowering Training

Recognizing that DAHC’s challenges were opportunities for growth, BAS focused on both system configuration and targeted training:

System Reconfiguration:

Collaborated with DAHC to adjust the chart of accounts and coding practices, ensuring the system’s design fully supports the organization’s operational needs. 

Targeted Training Sessions: 

Coordinated with internal experts (including Felix and other specialists) to provide focused training that built on DAHC’s existing expertise. 

Delivered concise modules on best practices, ensuring the team could confidently manage the updated processes and further drive operational excellence.

 

4. Tangible Benefits

To measure the impact of these collaborative efforts, BAS established clear metrics that celebrate DAHC’s proactive improvements:

Time Savings:
With the new automated workflows and standardized processes, DAHC is projected to save 5 – 10 hours per month on manual reconciliations and report compilations

Audit Cycle Efficiency:
By enhancing data integrity and streamlining financial reporting, BAS is aiming for a 50% reduction in audit cycle time, underscoring the effectiveness of their forward-thinking approach.

Results & Impact

Enhanced Operational Efficiency

Optimized Processes:
DAHC’s initiative to embrace process improvements has significantly reduced manual workload, allowing the team to redirect valuable time to strategic projects.

Improved Data Accuracy:
The adoption of standardized procedures has bolstered the accuracy of financial records, reinforcing DAHC’s reputation for excellence and transparency.

 

Strengthened Audit Preparedness

Efficient Audit Processes:
The refined workflows have set the stage for a smoother, more efficient audit cycle. DAHC’s preparedness and attention to detail ensure that upcoming audits will be even more streamlined.

 

Reliable Reporting:
Enhanced reporting systems now deliver key financial metrics in a timely manner, facilitating better decision-making and robust board communications.

 

Collaborative Success

Proactive Partnership:
DAHC’s leadership and dedication to continuous improvement were central to the success of this engagement. Their openness to innovation and commitment to excellence were clearly evident throughout the project.

 

Sustainable Improvements:
The enhancements made during this collaboration are designed not only to address immediate needs but also to support long-term growth and operational resilience.

 

Conclusion

The partnership between Denton Affordable Housing and Balanced Asset Solutions exemplifies how proactive organizations can harness collaboration to drive operational excellence. By building on DAHC’s strong foundation and focusing on continuous improvement, the engagement delivered measurable benefits—including significant time savings and a projected 50% reduction in audit cycle time. This success story stands as a testament to DAHC’s commitment to excellence and its readiness to embrace innovative solutions for sustained growth.