How Rendezvous Mountain Rentals Cut Finance Work by 90%

Running a full-service property management company in Jackson Hole, Wyoming means managing more complexity than most. Rendezvous Mountain Rentals oversees roughly 200 properties spanning short-term rentals, long-term leases, and caretaking contracts, with W-2 housekeeping and maintenance staff handled entirely in-house.

Their tech stack: Streamline as their PMS, Breezeway for operations, and QuickBooks Online for accounting. They came to Topkey through a peer referral with one goal: replace a manual, spreadsheet-driven expense process that was consuming the finance team every week. What they didn't expect was that Topkey would become just as essential to their operations team too.

The Challenge

A Finance Workflow Built on Workarounds

Expensify Looked Like a Solution, But Wasn't

For a company running 13 corporate card holders across three field-based departments, Rendezvous needed an expense system that could keep up. Expensify seemed like the answer. It connected to QuickBooks Online, stored receipts digitally, and gave the finance team a place to collect submissions. The problem was the connection wasn't stable. Transactions imported before they were approved. Duplicates appeared without warning. And if a submission was edited after the fact, it wouldn't re-import or correct itself in QuickBooks.

As Elena Breed, Senior Director of Finance, described it: "It would do a lot of duplicates. If they made a submission and then you edited the submission, it wouldn't re-import or fix it."

The finance team adapted. But adapting meant working around Expensify, not through it. The tool became a place to store digital receipt images. Getting anything into QuickBooks accurately still required going back to spreadsheets, manually cross-referencing transactions, and entering what hadn't made it over on its own. The real work happened somewhere else entirely, and it happened every single week.

The Real Work Was Happening in Spreadsheets

Every month, the Senior Director of Finance sat down with a 17-page Amex statement and went through it line by line. Every transaction cross-referenced against a spreadsheet. Every missing charge tracked down manually. Every entry that hadn't made it into QuickBooks entered by hand. At its worst, the process consumed roughly five hours every week before anything else got done. Month-end close took significantly longer because the data was never clean going in.

13 Card Holders, No System Behind Them

With 13 corporate card holders spread across maintenance, housekeeping, and owner services, all working in the field, tracking down receipts and context was its own job. When a transaction came through without enough detail, there was no clean system to request what was missing. It meant texts, emails, phone calls. And by the time a reminder went out, the field staff member had already moved on. The receipt was on the floorboard of a truck or long forgotten.

GL coding made it worse. Field staff had no scoped view of the chart of accounts, so every transaction needed a second pass from the Senior Director of Finance or Assistant Controller to verify and correct the codes before it could close. What should have been a field-level task was landing on finance every single time.

Operations Had Its Own Ceiling

1,000+ Work Orders, Too Much Room for Error

Rendezvous runs a serious operations team. W-2 housekeeping and maintenance staff, all in-house, processing more than 1,000 work orders every month across a 200-property portfolio. Both departments were affected. Maintenance was managing a constant flow of tasks across the portfolio. Housekeeping was doing the same, pushing work orders through and trying to make sure every billable item made it to an owner statement. At that volume, the cracks in the workflow weren't theoretical. Billable tasks were slipping through. Revenue was quietly leaking out month after month.

Work Orders Not Arriving Ready to Close

Pushing work orders from Breezeway directly into Streamline had limitations the team had learned to live with. Charges couldn't be added or adjusted before pushing. When expenses were attached on one side, the team on the other had no visibility into that update. It was a one-way street, and at 1,000+ tasks a month across two departments, that constraint was costing them.

The Solution

A Finance System Built for STR Operators

Replacing the Expensify Workflow

When Rendezvous connected to Topkey, the first thing that changed was the foundation. Their existing American Express cards connected through Topkey's Bring Your Own Card feature. No switching, no disruption, rewards kept. Transactions began flowing in automatically. Amazon Business charges followed the same path. And for the first time, everything synced cleanly to QuickBooks Online and Streamline. No duplicates. No failed imports. No transactions bleeding through before approval.

The 17-page Amex statement review stopped being a weekly ritual. Month-end reconciliation got faster because the data was already there, already clean, already where it needed to be.

Stopping Revenue Leakage With Receipt Automations

Chasing field staff for receipts didn't fully disappear, but the process was automated. As Malea McPherson, Assistant Controller, described it: "Chasing receipts and chasing people down... it's really easy to not have to even leave Topkey to just go right over and send the message."

Receipt Automations send SMS reminders directly to the field staff member from inside the platform. If there's no response, they can be resent immediately. The finance team never has to leave Topkey to request what's missing, and the field team gets a direct, clear prompt instead of a scattered text thread. Fewer receipts fall through. Fewer transactions go unresolved. The leakage that used to quietly accumulate week after week stopped having anywhere to hide.

Finance Stops Cleaning Up After the Field Team

Before Topkey, every transaction that came through needed a second pass from the finance team to fix the coding. Field staff didn't have a scoped view of the chart of accounts, so they'd pick the wrong code, or skip it entirely, and it would land on the Senior Director of Finance or Assistant Controller to clean up.

With Topkey, that changed. Housekeeping staff see only the GL codes relevant to housekeeping. Maintenance staff see only theirs. The right options are right in front of them. No guesswork, no finance degree required. They code it correctly the first time. Finance stops cleaning up after them. Everyone moves faster.

The result is time back for the people who shouldn't have been doing that work in the first place. The Senior Director of Finance and Assistant Controller stopped spending hours every week on transaction cleanup and started spending that time on work that actually requires their expertise.

Essential to Operations Too

Rendezvous didn't sign up for Topkey to fix their operations workflow. They signed up to fix expense management. But as the finance team got settled, the operations team started paying attention. What they saw in the Streamline integration was something their existing Breezeway connection couldn't offer. So they made the switch on their own terms, without being asked.

As Elena explained: "When we first brought on Topkey, we hadn't really planned on integrating it into our operations department." The Streamline integration changed that.

Breezeway to Topkey to Streamline

Before Topkey, pushing work orders from Breezeway directly into Streamline was a rigid process. Whatever state a work order was in when it got pushed was the state it arrived in. There was no way to add a charge, adjust a detail, or attach an expense before it landed in Streamline. The operations team had learned to live with that limitation, cleaning things up on the Streamline side after the fact.

With Topkey sitting in the middle, that changed entirely. Work orders now move from Breezeway into Topkey, where the team can add charges, adjust details, and attach expenses before anything gets pushed to Streamline. By the time a work order lands in Streamline, the finance work is already done. It arrives ready to close and post to owner statements without anyone having to touch it again.

The housekeeping team felt the difference immediately. Tasks that used to slip through the workflow before they could be billed now get captured inside Topkey before they close. As Elena noted: "Our housekeeping department has definitely seen an increase in capturing tasks that need to be billed out." For a team processing hundreds of tasks every month across a 200-property portfolio, that improvement shows up on every owner statement.

A Pipeline Built for the Volume

The maintenance team alone processes more than 1,000 work orders every month. That's not a number that leaves room for a clunky workflow. Every missed push, every work order that arrives in Streamline before it's ready, every billable task that slips through adds up fast across a portfolio this size.

With Topkey, that volume moves consistently. Work orders flow from Breezeway through Topkey into Streamline with fewer errors, less revenue leakage, and less manual intervention than before. Finance and operations, once running on entirely separate tracks with no visibility into each other, now run through one platform. The data flows. The teams stay aligned. And the connective layer that makes it all work wasn't something Rendezvous had to build from scratch. Topkey was already it.

The Results: Two Teams, One Platform

90% Less Time on Finances

Before Topkey, manual reconciliation wasn't just a task on the finance team's list. It was the task. Every week, before anything else could get done, the Senior Director of Finance was sitting down with a 17-page Amex statement and going through it line by line. Cross-referencing against a spreadsheet. Tracking what was missing. Entering what hadn't made it into QuickBooks. Cleaning up what Expensify had duplicated or failed to import correctly.

Five hours. Every week. Before the real work even started.

And it wasn't just the time. It was the mental weight of knowing the numbers couldn't be fully trusted until that process was complete. Every month-end carried the same anxiety: what didn't make it in, what was duplicated, what was missing. The books were only as accurate as the last manual pass, and the last manual pass took most of a day.

As Malea McPherson, Assistant Controller, put it: "I'm down to maybe an hour on Amex and maybe an hour and a half on the Amazon charges. So much less time."

That's a 90% reduction in finance time. Not from a process overhaul or a new hire. From a system that finally does what it's supposed to do.

1,000+ Work Orders Moving Cleanly Every Month

A property management company processing more than 1,000 work orders every month doesn't have room for a workflow that creates friction at every step. Before Topkey, that friction was baked in. Work orders had to be pushed from Breezeway into Streamline without the ability to add charges or adjust details along the way. Whatever state they were in when they left Breezeway was the state they arrived in. The operations team would push, Streamline would receive, and someone on the other side would have to sort out what wasn't ready.

Across two departments and 1,000+ tasks a month, that added up to a lot of sorting.

Now every work order moves from Breezeway through Topkey and lands in Streamline with the finance work already done. Charges added. Details adjusted. Expenses attached. By the time it hits Streamline, it is ready to close and post to owner statements without anyone having to touch it again. The operations team pushes once. It lands clean. At 1,000+ tasks a month, that consistency compounds fast and the difference shows up everywhere, from owner statements to month-end close to the team's ability to actually keep up with the volume.

Month-End Close That Actually Closes

Month-end close used to be a reckoning. Not because the team wasn't capable, but because the data was never clean going in. The QuickBooks sync couldn't be trusted. Transactions were missing. Duplicates had to be hunted down and removed before reconciliation could even start. Every month, the finance team would arrive at close with a set of books that still needed significant work before they reflected reality.

That's not a close. That's a cleanup.

With Topkey, the data doesn't wait until month-end to get clean. Every transaction syncs automatically to QuickBooks Online as it comes in. Charges are coded correctly by the people closest to the work. Receipts are captured before they disappear. By the time month-end arrives, the books already reflect what actually happened. The close is fast because the work happened all along, spread across the month in small, automated steps instead of compressed into one painful week at the end.

For a finance team that used to dread the end of every month, that shift is hard to overstate.

Housekeeping Capturing More Billable Tasks

One of the quieter wins has shown up in the housekeeping department. Billable tasks that previously slipped through the workflow now get captured before they close. Revenue that was quietly leaking out month after month stopped leaving.

For a property management company operating at scale, margin is everything. Every billable task that doesn't make it onto an owner statement is money that came out of the business but never came back. Across 200 properties and hundreds of housekeeping tasks every month, that leakage adds up faster than it shows up on any single report. It doesn't announce itself. It just quietly makes the numbers thinner and thinner over time.

Topkey stopped that. It is the kind of improvement that shows up consistently, every month, in margins that no longer have unexplained gaps eating away at them.

Time Back for the Work That Matters

The most meaningful result is the hardest one to put on a slide. Hours saved and work orders processed are easy to point to. What's harder to quantify is what a team does when they finally have room to breathe.

At Rendezvous, the finance team spent years doing work that was urgent but not important. Reconciling statements. Chasing receipts. Fixing coding errors. The projects that actually mattered kept getting pushed to the back of the desk.

As Malea McPherson, Assistant Controller, described it: "When you free up time, you can get to those special projects that usually sit on the back of the desk for a while."

Now they do. Certificate of insurance reviews. W-9 hygiene. The compliance work that doesn't feel urgent until it suddenly is. That work is getting done now. Not because the team got bigger, but because Topkey took the low-value work off their plate and gave them their time back.

Why Topkey: A Stack That Finally Talks to Itself

Rendezvous Mountain Rentals already had the right tools. Streamline as their PMS. Breezeway for operations. QuickBooks Online for accounting. American Express for corporate cards. What they didn't have was a way to make those tools talk to each other. Data that should have flowed automatically was being moved manually, entered twice, or lost entirely somewhere in between.

Topkey became the connective layer. Transactions from Amex and Amazon Business flow in automatically. Everything syncs cleanly to QuickBooks Online. Work orders move from Breezeway through Topkey into Streamline with charges already attached and codes already assigned. For the first time, the stack wasn't just a collection of tools sitting next to each other. It was a system that actually worked together.

Onboarding was straightforward. The integrations clicked into place quickly. And when the operations team saw what the Streamline connection could do, they didn't need to be convinced. The platform earned its place in every department on its own.

Customer service made the difference in the moments that mattered. As Malea described: "If a couple of hours have went by, you get another email that says we're still working on this. And that's pretty stellar for nowadays." For a company that runs hard and expects the same from its partners, that kind of responsiveness builds trust fast. When Rendezvous has a suggestion, the team listens. When something needs fixing, the response comes quickly. That's not something every software vendor can say.

The Bottom Line

Rendezvous came to Topkey to fix one problem. What they found was a platform that made their entire stack work the way it was always supposed to. Expenses tracked. Work orders flowing. Books closing cleanly. Two teams, three departments, one platform holding it all together.

If your property management company is running Streamline, Breezeway, or QuickBooks Online and still moving data manually between them, Topkey was built for exactly this. Book a demo and see how it fits into the way you already work.

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