--- title: "How Coastal Vibe Vacations Recovered $10k in Missed Owner Expenses" description: "How Coastal Vibe cut reconciliation time in half and recovered $10k–$20k per quarter with Topkey’s automated expense tracking and receipt capture." canonical: "https://topkey.io/customer-stories/how-coastal-vibe-vacations-recovered-10k-in-missed-owner-expenses-with-topkey" language: "en" --- [Customers](https://topkey.io/customers) # How Coastal Vibe Vacations Recovered $10k in Missed Owner Expenses PMS Streamline Accounting Software QBO Region Destin and Fort Walton Beach, FL Listings 200+ The Impact 8 hours Saved per week with automated expense tracking. $10k+ Recovered in previously missed owner expenses per quarter. 50% Reduction in time spent on monthly close process. > The first few months after implementing Topkey, we were recouping $10,000 to $20,000 that we were missing before. Heather Gunther Bookkeeper , Coastal Vibe Vacations ## The Challenge: Managing Complex Multi-State Operations Coastal Vibe Vacations has grown substantially over six years to become a 200-unit hospitality operation spread across three states. As Heather Gunther from KeyRing Business Solutions, their long-time bookkeeper, explains: "I joke and say that basically they've got a 200-unit hotel spread across three states". This growth brought tremendous complexity to their financial operations. The team was processing between 700 to 1,400 transactions monthly depending on the season, with multiple team members making purchases across different locations. “We knew that we were leaving money on the table, that there were receipts that were missing and expenses that we never got an answer for and weren’t able to then charge our owners.” ### The Receipt Management Nightmare Before Topkey, Coastal Vibe's expense management process was a multi-step ordeal that consumed enormous amounts of time and left money on the table. Kayla, who handles operations and accounting, describes the old process: "We had a maintenance person run their card. Then they would have to take a picture of that and email it and put it on their maintenance log. And that's a lot of steps for somebody who is running from unit to unit and doing different things". The complexity of tracking expenses led to significant challenges: - Lost receipts and documentation: Maintenance staff focused on urgent repairs often forgot to complete all the administrative steps - Delayed reconciliation: Transactions would hit QuickBooks through bank feeds, but without proper documentation - Multiple access points required: The process involved maintenance logs, emails, and various systems that had to be manually coordinated - Substantial cash leakage: Kayla estimates they were missing $10,000-$20,000 in owner expenses that they couldn't recover in the months before Topkey. ### Workflow Bottlenecks and Access Issues The financial workflow created significant bottlenecks. Heather explains the complex chain of communication that was required: > "There was the number of steps and touches between when the card was swiped to when we may have gotten an answer on what the transaction was. And then if they didn't answer right away, we had to circle back and do this whole process again". ### Time-Intensive Weekly Reconciliation The manual process required extensive coordination. The team had weekly two-hour meetings dedicated solely to expense reconciliation and coding. As Heather describes: "We were having a two-hour meeting every single week to go over, we got this receipt, now how do we need to code that? But we're still waiting on that person". For Kayla personally, the time burden was substantial: "I was spending at least 10 hours a week going through maintenance logs". ## The Solution: Implementing Topkey's Automated Expense Management Coastal Vibe implemented Topkey around the end of 2024, bringing their 15+ Capital One cards into the platform for centralized expense management. ### Real-Time Expense Capture The most immediate impact was the transformation from delayed, manual receipt collection to instant expense capture. > "When Topkey came into the picture, that immediately started solving problems with the immediacy of making a charge at a store, getting a text asking what it’s for? The receipt is in my hands,, the likelihood of it getting misplaced or blown away in the wind, was reduced dramatically". ### Simplified Team Access and Workflow Topkey solved the access problem that had created workflow bottlenecks. "Kayla's got access to Topkey, where she didn't have access to QuickBooks, and so for our workflow and how we managed access she's not having to wait on me to look at everything first". This change fundamentally transformed their process from a multi-step, multi-person workflow to a streamlined system where the operations team could work directly with the expense data. ### Centralized Information Hub Rather than juggling multiple systems and documents, Topkey created a single source of truth. As Kayla explains: "Whereas we're not looking at maintenance logs and emails and trying to look at four different things and then bringing them all together, it's more like everything has a central hub. And now Heather, Mandy, and I are a team working together to chip that away every month". ## The Results: Dramatic Time Savings and Recovered Revenue ### Significant Time Reduction Across the Team The implementation of Topkey delivered immediate and substantial time savings: - Weekly meetings cut in half: "Kayla, Mandy, and I used to have a two-hour call every single week that now is reduced to an hour call where we're just more talking about operational type stuff. So we're not having to spend that specific time, doing all this coding and research and texting" - Daily maintenance review streamlined: "I was spending at least 10 hours a week going through maintenance logs. And I bet now I spend maybe 30 to 45 minutes a day because I can just stay up on it" - Monthly close process improved: "I would say it's cut our time in half for Mandy and I to prep those owner statements and everything like that" ### Recovered Revenue Through Better Expense Tracking The financial impact has been substantial. Kayla notes: "The first few months after implementing Topkey, we were recouping $10,000, $20,000 that we were missing before." When asked about profitability, both team members were confident in the improvement: "We're definitely able to recoup more of our costs from owners and feel confident in those requests than we were before". ### Improved Confidence and Accuracy Beyond the time and money savings, Topkey provided something equally valuable: confidence in their financial data. > "We have all the pieces of the puzzle and we just have to put it together by the end of the month, which is a totally different approach... versus building a puzzle every month". Kayla emphasizes how this confidence extends to their entire financial operation: "I feel like Topkey is almost like our Bible. So if something's wrong in Streamline, I feel confident in the numbers that we pulled from Topkey". ## Operational Improvements Across Multiple Locations ### Streamlined Multi-State Management Managing properties across three states had previously required multiple general managers reviewing maintenance logs and owner charges in each location. Topkey enabled significant simplification: "We were able to cut out a ton of people from the process and save their time. And really, now it's just Mandy and I". ### Enhanced Team Accountability The real-time nature of Topkey's expense tracking created better accountability across the distributed team. "Sometimes with our old system, people could fudge receipts. Now Nick and I can check what they're buying and verify everything". ## Strategic Benefits: Focusing on Higher-Value Work ### Bookkeeping Evolution For Heather, the time savings enabled a shift toward more strategic work: "Now I can actually help more with strategic planning and profitability by unit. All those sorts of things that every owner wants to get to or every property management company wants to get to". She describes the previous situation: "When you're just dying under the mountain of transactions it's the lowest tier on that Maslow hierarchy. Like, you just got to get through this and maybe one day we'll get to the good stuff.  We are finally able to climb up that tier a little bit.” ### Operations Team Project Capacity Kayla found herself able to take on strategic projects that had been indefinitely postponed: "We had so many of these big projects and things that we wanted to focus on that we were not able to get to because we were constantly putting them on the back burner because we were focusing on these really mundane things that weren't hard but they were just time-consuming". ### Implementation Experience: Easier Than Expected #### Smooth Onboarding, Even During Peak Season Coastal Vibe came on board during one of the busiest stretches of the year. As Kayla described it at the time: "We're slammed right now. We're onboarding like 10 properties in Tennessee, plus it's month-end owner statements." Despite that, the transition did not add to the chaos. As Heather puts it: "Topkey is so easy and flawless to onboard that it doesn't matter whether you're in busy season or slow season." The team has never looked back. As Kayla relayed Mandy's sentiment: "You would have to pry Topkey out of my cold dead fingers to get us to use anything else. It really does save us so much time and makes our job so easy." #### Exceptional Customer Support What has stood out just as much as the product is how Topkey responds to feedback. Kayla noted: "We make suggestions, and I feel like you guys are so quick to implement them, which just makes using Topkey a thousand times easier than it already is, and it's already super easy." The weekly calls have been a consistent part of that experience. "The customer service team has been a huge support and these weekly calls have been great." ## Why Topkey: The Competitive Advantage ### Immediate ROI Through Expense Recovery When asked what they would tell other property managers, Heather focuses on the financial confidence: "Just the confidence in recouping those costs and making sure each month that we are able to charge out what we should be able to charge out. We're not feeling like we're having money just leak out of holes that we're not even aware of". She emphasizes the core value: "If that was its only function, just getting that expense feedback. That's worth it. All the other functionality of Topkey is kind of just gravy." ### No Going Back Kayla's perspective on the transformation is definitive: "Now that we've done the owner statement side of what we did before and the maintenance logs and everything, if somebody was like, oh, let's go back to that process, I would say no. That sounds terrible". ## Looking Forward: Room for Growth Despite not yet using Topkey's full capabilities, including its Streamline integration, the team is extremely satisfied with current results. "We're not even using Topkey to its full capability... but even with that, I think Kayla would agree that it's still just so much better than where we were". As Coastal Vibe continues to grow and potentially migrates to modern PMS systems, Topkey provides a scalable foundation for their financial operations. ## The Bottom Line Coastal Vibe Vacations transformed from a manual, time-intensive expense management process that was leaking thousands of dollars quarterly to an automated, confident system that has recovered substantial revenue while freeing up their team to focus on strategic growth initiatives. Ready to eliminate expense leakage and streamline your vacation rental financial operations? 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Banking services provided by Thread Bank, Member FDIC. FDIC Insurance available for funds on deposit through Thread Bank, Member FDIC. FDIC deposit insurance covers the failure of an insured bank. Certain conditions must be satisfied for pass-through deposit insurance coverage to apply. The Topkey Visa debit card is issued by Thread Bank, Member FDIC, pursuant to a license from Visa U.S.A. Inc. and may be used anywhere Visa cards are accepted. The Topkey Visa charge card is issued by Thread Bank, Member FDIC, pursuant to a license from Visa U.S.A. Inc. and may be used anywhere Visa cards are accepted. Accounts are eligible for pass-through deposit insurance only to the extent pass-through insurance is permitted by the rules and regulations of the FDIC, and if the requirements for pass-through insurance are satisfied. There may be a risk that pass-through deposit insurance is not available because conditions have not been satisfied. In such cases, funds may not be fully insured in the event the insured depository institution where the funds have been deposited were to fail. \*\*Your deposits qualify for up to $3,000,000 in FDIC insurance coverage when Thread Bank places them at program banks in its deposit sweep program. Your deposits at each program bank become eligible for FDIC insurance up to $250,000, inclusive of any other deposits you may already hold at the bank in the same ownership capacity. You can access the terms and conditions of the sweep program at https://thread.bank/sweep-disclosure/ and a list of program banks at https://thread.bank/program-banks/. Please contact customerservice@thread.bank with questions on the sweep program. Pass-through insurance coverage is subject to conditions. 1 | The interest rate on the High Yield Deposit Account will be 2.93% with an Annual Percentage Yield (APY) of 2.97%. The interest rate on the Regular Deposit Account will be 1.52% with an Annual Percentage Yield (APY) of 1.53%. These rates are effective as of 9/17/26. These are variable rates and are subject to change after the accounts are opened based on the Federal Funds Rate. Minimum opening deposit and average balance requirements may apply. Fees could affect earnings on the account. Topkey does not provide tax, legal, or accounting services. All information on this site is for educational purposes only.