How Beachball Properties Saves 200+ Hours Per Year

Managing over 360 vacation rental properties in Orange Beach, Alabama creates significant financial complexity. For Beachball Properties, manual accounting workflows were consuming valuable time, allowing expenses to slip through the cracks, and preventing the team from scaling efficiently.

Kristina Binion manages the books and month-end close process for Beachball's entire portfolio. Before Topkey, processing invoices and work orders used to take days. The team was buried not in receipts, but in the absence of receipts. Manual data entry into Streamline consumed hours each week, while maintenance expenses quietly disappeared into company losses rather than being billed back to property owners.

After implementing Topkey's automated financial platform integrated with Streamline, Beachball transformed their operations. They now save over 200 hours annually, recover 20 to 25% in previously missed maintenance expenses, and deliver an elevated experience to property owners.

At scale, missed expenses aren't small line items. They quietly erode margins across hundreds of properties, turning what should be owner-reimbursable costs into company losses.

Before Topkey: Manual Workflows That Couldn't Scale

Beachball's accounting team faced several critical challenges:

Financial Workflows Were Too Manual

Every invoice and receipt required hands-on processing, creating a bottleneck that slowed the entire accounting operation.

"I handle receipt tracking and pay all the invoices," Kristina explained. "When the invoices would come in, I would have to manually enter everything in Streamline."

• Receipts and invoice information required manual entry into Streamline.
• Processing invoices and work orders took days.
• Duplicate data entry consumed hours each week.

Their outdated expense management and bill pay process simply couldn't scale with portfolio growth. As Beachball expanded beyond 360+ properties, the administrative burden grew with it, more receipts, more manual tasks, more bills to pay. Month-end close would take up to 5–7 business days.

Missed Expenses Were Cutting Into Profit

Without a streamlined system connecting purchases to properties, small but recurring costs were slipping through the cracks unnoticed.

• Maintenance purchases weren't tied to work orders.
• Small costs ($50–$100 per item) added up across 360+ properties.
• Lack of visibility made accountability difficult.

"We were eating costs we normally would have charged owners for," Kristina said. Items like water filters for refrigerators, specialty light bulbs, and other property-specific maintenance costs were being missed in the workflow. "With being able to see the Amex charges and me being like, all right, da-da-da, I had to make the other people, the other departments more accountable."

Receipt Collection Created Constant Friction

Gathering documentation from field teams was a time-consuming, manual process that strained interdepartmental relationships.

"Before, I was chasing them down…where's your receipt? What is your mileage on your truck?" Kristina recalled.

• Employees submitted receipts late, or not at all.
• Accounting spent valuable time chasing documentation.
• Manual follow-up slowed reconciliation.

This constant back-and-forth created tension between departments. The team needed a system that would capture receipt data automatically, without requiring extra effort from field staff.

Owners Expected Better Transparency

Property owners were receiving charges without the supporting detail they wanted. While Beachball maintained professional standards, the lack of granular transaction information made it harder to demonstrate value.

The team recognized that better documentation would strengthen owner relationships. Clear, detailed reporting doesn't just prevent disputes, it elevates the perception of professionalism and care.

Introducing Topkey: Purpose-Built for Property Management Workflows

One-Click Streamline Integration

Topkey's deep integration with Streamline eliminated the duplicate data entry that had consumed so much of Kristina's time. Unlike generic financial tools that require manual workarounds, Topkey was built to work seamlessly with property management systems.

"I love that y'all work with Streamline because like for me, I pay all the invoices," Kristina explained. "So when the invoices come in, instead of having to manually enter everything in Streamline, I put the info and tag the property or the work order with it."

The integration creates a seamless flow from expense capture to owner billing. Expenses tagged in Topkey automatically sync to the correct properties and work orders in Streamline, no manual re-entry required.

"As soon as I hit attach in Topkey, it attaches to Streamline," Kristina said. "My actual invoicing on a daily basis has probably been cut in half on time frame."

The automation transformed invoice processing from a reactive, time-consuming chore into a predictable, efficient workflow. Kristina could forward an invoice to Topkey and have it processed and synced to Streamline within two minutes.

With the Topkey + Streamline integration, what used to take days now takes minutes. "It's instant. I love that it's instant," Kristina emphasized. "It has made everything so much nicer."

Real-Time Visibility Across Departments

Topkey provided a centralized view of all transactions, making it easier to validate charges and ensure nothing fell through the cracks. The accounting team could instantly see what maintenance, marketing, and purchasing departments were spending without waiting for receipts or end of month reports.

"Now we can see everything, it's a quick matchup." Kristina said. "Things they weren't thinking of putting in work orders, we now were able to keep track of it."

This visibility didn't just help accounting. It created accountability across all departments. Team members knew their purchases were visible immediately, encouraging better documentation practices. The system made it easy to ensure maintenance purchases were properly documented and billed.

Charge Cards* That Capture Receipts Automatically

For the maintenance department, Topkey's solved the persistent receipt problem. Team members began receiving instant purchase alerts with receipt data automatically captured and stored.

The impact was immediate and dramatic. Since implementing Topkey, Beachball hasn't had a single lost receipt. The team is no longer buried in receipts, or chasing them down.

"Our maintenance department hasn't had a lost receipt since implementing Topkey," Kristina confirmed. "I have yet to have a missed receipt for that or a lost receipt since they get instant notifications. ”

The maintenance team no longer had to remember to photograph receipts or save paper slips. The system handled documentation automatically, freeing them to focus on property care.

Easy Work Order Creation in Streamline

The integration made it simple to create work orders directly from expenses, improving owner transparency and documentation. Previously, creating work orders for routine expenses like pest control required manual entry in Streamline, a time consuming process that often got skipped.

"I love that I can now make a work order easily," Kristina said. "Used to be our pest control services that we take care of, pay for them and invoice for, it was just an owner charge in Streamline. I love that I can now make a work order easily."

The streamlined process meant better documentation for owners. "I mean, I could before, but I have to put it in Streamline, all that. Using Topkey to do that, our owners are now seeing, oh, well, that's what that was, and that's when it was, and they are loving it."

Budget Control With Virtual Cards

Topkey's virtual card functionality gave Beachball department-level spending separation. The purchasing team could budget precisely for 2026, with dedicated cards set up for specific expense categories.

"We can budget differently for 2026," Kristina explained. "We are able to actually say, okay, purchasing, we need to do this much, and I can set a card up strictly for that."

Hunter, Beachball's leadership, appreciated how virtual cards separated expenses that were previously lumped together. The cleaner financial reporting gave leadership greater confidence in planning and budgeting. "Hunter loves it because everything is now separated," Kristina noted.

Topkey Benefits: Measurable Impact Across Operations

50% Faster Invoice Billing

Kristina's invoice processing time was cut in half, saving over 200 hours annually. This wasn't just an efficiency gain, it reclaimed time for higher-value work.

"Oh my gosh, it's probably cut down half my invoice billing time," Kristina said.

• Slower seasons: she gains back three to four hours per week.
• Peak season: the time savings multiply 4x

Billing became predictable instead of reactive. Rather than scrambling to catch up on manual data entry, Kristina could process invoices as they arrived and move on to strategic priorities.

20-25% Recovery of Previously Missed Maintenance Expenses

Perhaps the most significant financial impact came from improved expense recovery. With better visibility and accountability, Beachball began capturing maintenance costs that previously slipped through the cracks.

"Just estimating right now, I think we're at least getting a good 25% back that was an oversight missed before," Kristina said. "We've recouped about 25% that we were probably eating before that Beachball would normally charge an owner for."

These weren't new charges, they were legitimate owner-reimbursable expenses that Beachball had been absorbing due to workflow gaps. Items like water filters, specialty bulbs, and other property-specific maintenance costs now consistently made it into work orders and owner statements.

Across 360+ properties, recovering 20-25% of previously missed maintenance expenses represents a direct margin improvement. The system ensured costs were properly documented and billed, protecting Beachball's profitability without changing their owner charging policies.

Invoice and Work Order Processing: From Days to Minutes

The combination of automation and integration fundamentally changed Beachball's operational pace. Tasks that once required days of manual work now happen in minutes.

Processing invoices and work orders used to consume significant portions of Kristina's week. With Topkey's Streamline integration, she can handle the same volume in a fraction of the time. This allows her to focus on month-end close processes and strategic financial planning.

"It's instant. I love that it's instant," Kristina said. "Because as soon as I hit attach in Topkey, it attaches to Streamline."

The speed improvement didn't sacrifice accuracy. In fact, automation reduced errors by eliminating manual data entry and ensuring consistent categorization across all transactions.

Stronger Owner Trust and Satisfaction

The improved documentation didn't just help Beachball's bottom line, it enhanced the owner experience. Property owners began receiving more detailed transaction information, strengthening their confidence in Beachball's management.

"Our owners are now seeing, oh, well, that's what that was, and that's when it was, and they are loving it," Kristina said.

Owner relations reported that clients appreciated the accounting improvements. Even though owners were being charged the same as before, the enhanced detail and efficiency elevated their perception of Beachball's professionalism.

"I've heard from our owner relations that they like the accounting part a lot more," Kristina noted. "It seems more detailed and efficient for them because it's easier for me to do."

Time Savings Across the Entire Team

The efficiency gains extended far beyond accounting:

• Accounting: 3-4 hours saved per week during slow season, with savings multiplying during peak season.
• Marketing & Purchasing: Weekly Topkey sessions replaced daily manual entry into separate systems.
• Maintenance: Zero time spent chasing receipts or documenting fuel purchases.

"Across the board, we're talking a good 20 to 30 hours a week," Kristina estimated when asked about time savings across all departments. "Actual computer time, manpower spent in there."

"My marketing and purchasing departments love that I have them set up once a week to go in and do their Topkey," Kristina explained.

These reclaimed hours enabled the team to focus on what matters most: delivering exceptional experiences to guests and property owners.

Why Topkey: An Implementation Experience Worth Recommending

Support That Makes the Difference

Beyond the platform itself, Beachball valued the onboarding and ongoing support from the Topkey team. The implementation experience set Topkey apart from other vendors Beachball had worked with.

"The best team I've ever worked with bringing a vendor into our company," Kristina said, specifically highlighting the support team as "absolutely amazing."

For accounting teams managing hundreds of properties, responsive support isn't a nice-to-have, it's essential. When questions arise during month-end close or busy season, having a partner who understands your specific setup makes all the difference.

The experience was strong enough that Kristina has become an advocate: "I can't do anything but highly recommend them [Topkey]."

Built to Scale: Financial Infrastructure for Growth

Systems that work at 100 units often break at 300. Beachball recognized that sustainable growth requires automation, not just adding accounting headcount.

Topkey's platform gave Beachball the financial infrastructure to continue expanding without proportionally increasing administrative overhead. The automation reduced the need to hire additional accounting staff as the portfolio grows.

Leadership can now budget with greater confidence. Virtual cards provide department-level visibility, while automated workflows ensure nothing falls through the cracks. The financial operations that once struggled to keep pace with 360 properties are now ready for continued expansion.

"It's been a huge time saver," Kristina reflected. "A huge, huge difference it's making. Now that we're in off season, I have more time to dive into more of it and actually make it even more productive for me. I'm loving it."

Bottom Line: Topkey Delivers Real Results for Property Managers

Beachball Properties' experience demonstrates how the right financial automation can save you 200+ hours every year and protect your margins.

For property management companies dealing with similar challenges (missed expenses, manual processes, and scaling pain) financial clarity isn't just about efficiency. It's about protecting profitability while delivering a better experience to their property owners.

The transformation at Beachball Properties shows what's possible when property managers work with a platform purpose built for their industry:

• The Streamline integration makes invoice processing instant.
• Charge cards eliminated lost receipts and manual tracking.
• Centralized visibility recovered 25% in previously missed expenses.

"It has made everything so much nicer," Kristina said. "I can't do anything but highly recommend them."

See how Topkey can help you recover missed expenses, streamline your financial workflows, and give your team hundreds of hours back, just like it did for Beachball Properties.