How Western Property Management Closes the Books in Days Instead of 2 Weeks

When Western Property Management merged with a larger company in July 2024, their portfolio grew overnight from 70 properties to over 500 doors across Wyoming and Idaho, spanning short-term rentals, long-term rentals, workforce housing, and commercial spaces. The operational complexity multiplied. The financial infrastructure didn't.

General Manager Harry Kinney knew the systems holding the smaller company together wouldn't survive the transition. They were managing finances with a folder of receipts, a shared email inbox, and a lot of manual data entry. They needed a financial automation platform built for the pace and scale of modern property management.

Today, Western Property Management runs a leaner, faster, and more accurate financial operation using Topkey alongside Track and Breezeway, closing their books in the first few days of each month and spending 75% less time on accounting and financial work.

The Challenge: Manual Processes at a Growing Company

A Filing Cabinet Was Their Financial System

Before Topkey, Western Property Management's expense tracking lived in a physical folder behind Harry's desk. Field staff made purchases, held onto receipts, and turned them in at the end of the month. From there, Harry would sit down and manually enter every single charge into their system, sorting each one by property and owner.

"We'd collect all the receipts at the end of the month and manually enter every charge one by one, a lot of receipts were being lost."

Lost receipts meant phone calls. Phone calls meant tracking down field staff days or weeks after a purchase, when nobody could remember the details. It was a slow, reactive process that consumed hours every month and still produced incomplete records.

Month-End Close Dragged On for Weeks

The once-a-month approach to reconciliation meant Western Property Management was always playing catch-up. Vendor invoices arrived in a shared email inbox, were forwarded to a Microsoft OneDrive folder, and sat there until someone had time to go through them. By the time everything was reconciled, the calendar had moved on.

"We'd be on the 25th of the following month asking 'where's this receipt?' - now I went through all of January by the 27th, and finished the last four days by February 3rd."

There was no real-time visibility. No way to know at a glance what had been paid, what was outstanding, or what might have slipped through. For a 70-property boutique operation, this was barely manageable. For a 500+-door portfolio, it was untenable.

Scaling Made the Old Way Impossible

The July 2024 merger didn't just add doors, it added complexity. Western Property Management simultaneously merged with a larger company, migrated from Escapia to Track, and onboarded QuickBooks Online for accounting. Each of those transitions would have been a significant lift on its own. Together, they made one thing clear: the old manual approach had no path forward.

Leadership knew they needed financial infrastructure that could match the scale they were building toward, something that could grow with them without requiring them to grow their accounting headcount in lockstep.

Why WPM Chose Topkey

A Critical Ally During a High-Stakes PMS Migration

Migrating from Escapia to Track was, by Harry's own description, an enormous undertaking: roughly 80 hours of Zoom calls across four different Track implementation reps, rebuilding trust accounting, owner contracts, and core workflows from the ground up.

Throughout that process, Topkey's support didn't pause. The CS team held weekly calls for the first two months of onboarding, helping Western Property Management configure the Topkey ↔ Track integration correctly from day one.

"The CS team was awesome, we kept meeting with them every week for the first couple months until we finally realized we had little to no questions anymore."

Once the integration was live, the team became even more motivated to automate. The capabilities unlocked by Track and Topkey working together far exceeded what was possible with Escapia, and the weekly check-ins gave Western Property Management the confidence to adopt new features incrementally rather than all at once.

How WPM Uses Topkey Today

Virtual Cards and SMS Receipt Capture for Field Staff

One of the earliest lessons Western Property Management learned after implementing Topkey was the difference between physical and virtual cards. With physical cards, the SMS receipt prompt doesn't arrive until a few days after the transaction. With virtual cards, it fires immediately.

"With virtual cards, our team takes the time to report in the moment. And it's really nice to be able to see right away that a receipt from two days ago hasn't been uploaded."

The team moved entirely to virtual cards. Now, field staff receive a text the moment a transaction occurs, submit their receipt and property details on the spot, and move on. For managers, the benefit is equally clear: if a receipt hasn't been submitted, it shows up immediately. There’s accountability built into the workflow without requiring micromanagement.

Amazon Business Integration

For a property management company making frequent supply purchases, the Amazon integration has become one of the most-used features in Topkey's toolkit. Staff enter a PO number at the time of purchase. Topkey automatically pulls in the receipt and matches it.

"That's one of the easiest parts, you just put in a PO number when you make an Amazon purchase [and Topkey handles the rest]. Probably one of the best integrations you have."

No forwarding confirmation emails. No manual logging. No chasing down an Amazon receipt three weeks later. It's one of those features that quietly eliminates an entire category of administrative friction.

Centralized Vendor Invoice Management

Before Topkey, vendor invoices were easy to miss and even easier to delay. Now they arrive in one centralized place, visible in chronological order with full detail. Harry can see what's been outstanding for 30 days, what's been paid, and what needs attention. The best part is that it’s all in a single view.

"There's no opportunity for manual errors. It starts as an invoice or a receipt, and it turns into a bill on an owner's statement… you're not re-entering it anywhere."

For key vendors, Western PM has ACH set up directly through Topkey, allowing Harry to take an invoice from receipt to payment without leaving the platform. Data flows into Track automatically. No re-entry, no transcription errors, no risk of a nine getting typed where a six should be.

Mobile Check Deposit

Tenant rent payments by check used to mean a trip to the bank. Now Harry photographs the check and deposits it directly through Topkey without leaving his desk. As the portfolio grows and rent payment volume increases, this is a feature he relies on regularly.

It's a small but telling example of a broader pattern: Topkey consistently handles tasks that used to require leaving the office, logging into another system, or waiting for someone else to act.

Managing a Complex, Multi-Account Banking Structure

After the merger, Western Property Management found itself managing multiple trust accounts across Wyoming and Idaho. They have a complicated banking setup that requires constant attention to keep balances accurate and compliant.

Topkey brought visibility and control to what had previously been a fragmented picture. With all accounts consolidated in one view, Harry and Kelly can monitor balances in real time, ensure funds are where they need to be, and eliminate the risk of errors that come with managing multiple accounts across separate systems.

A Clean Integration Between Topkey, Track, and Breezeway

Western Property Management uses Topkey as the financial layer connecting their full software stack. Receipts and bills captured in Topkey push directly into Track. Task management from Breezeway ties work orders to expenses in real time. The result is a continuous, uninterrupted data flow from field purchase to owner statement. Without anyone touching a spreadsheet in between.

"We use Topkey linked with Breezeway for task management, pushing receipts and activities directly into the Track operating system."

For a portfolio spanning multiple property types and two states, this kind of integration is a requirement. The ability to see every expense in context, tied to a specific property and work order, is what makes accurate owner billing possible at scale.

ACH Owner Distributions and Interest₁ Income

Western Property Management's homeowners had been asking for ACH distributions for years. Topkey finally made it possible, and the response was immediate.

"Our owners are really happy about same-day ACH. They have been asking us for it for years."

Faster distributions mean owners get paid sooner and spend less time waiting on checks that may or may not arrive on time. And for the company itself, the interest₁ accruing on Topkey operating account balances has become a visible, appreciated benefit, one that Kelly, the company's owner, noticed right away.

The Results: Faster, Cleaner, and More Visible

Zero Receipt Chasing with Virtual Card Tracking

The folder behind Harry's desk is gone. With virtual cards, field staff get a text the moment a purchase happens, submit the receipt on the spot, and move on. No end-of-month collection. No phone calls tracking down who bought what three weeks ago. If a receipt is missing, it shows up immediately. The old process of gathering, sorting, and chasing has been replaced by real-time accountability built into the workflow.

75% Less Financial Work with 7x Portfolio Growth

Perhaps the most telling result isn't a single time savings. It's the combination.

Western Property Management grew from 70 to 500+ doors while spending 75% less time on accounting and financial work. The manual receipt collection, the end-of-month data entry marathons, the check-mailing, the invoice forwarding. Entire categories of work were automated away even as the portfolio multiplied. Topkey absorbed the financial complexity that would have otherwise required headcount to manage.

As the portfolio continues to grow, the per-unit administrative burden decreases rather than compounds. That's the structural advantage of building on the right financial infrastructure from the start.

Month-End Close Now Takes Days, Not 2+ Weeks

January 2025 was fully reconciled by February 3rd. Under the old system, that same process wouldn't have wrapped up until the 25th of the month. Real-time visibility means issues surface immediately rather than weeks after the fact, and the monthly close is a focused effort rather than a chaotic scramble.

For a portfolio spanning multiple property types and ownership structures across two states, closing the books in a matter of days is a competitive advantage.

Same-Day ACH Owner Distributions

For years, Western Property Management's homeowners had been asking for ACH. Topkey made it possible. Owners now receive distributions faster, with no more waiting on checks in the mail. The response from homeowners has been immediate and overwhelmingly positive.

Eliminated Manual Errors on Owner Statements

Because data moves from receipt to vendor bill to owner statement without ever being manually re-entered, the risk of transcription errors has been eliminated. Markups are applied correctly. Itemized charges flow through accurately. Owners receive cleaner, more precise statements every month.

What WPM Would Tell Other Property Managers

Harry's recommendation to other property managers on Track is straightforward:

"Topkey is definitely worth pursuing. It combines all these different elements and becomes a source of truth."

The through-line across every feature, virtual cards, invoice management, ACH, Amazon integration, mobile check deposit, is the same: take something that used to require multiple steps, multiple systems, or multiple people, and make it happen in one place, automatically, accurately, the first time.

For Western Property Management, the results speak for themselves. A portfolio that grew seven times in size, while their financial workload decreased by 75%. Month-end close now wraps up on the 3rd, instead of 2 weeks later.

With the right financial infrastructure in place, the administrative work that feels unavoidable today becomes manageable, and then largely invisible. And when that happens, the work that actually matters to homeowners, accurate statements, faster payments, better reporting, rises to the surface.

That's what it looks like when you automate your financial operations. Zero cash leakage. Accurate owner statements. No month-end scramble. Book a demo to see how Topkey can do the same for your business.