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Fair Oaks Ranch Cuts Phone Calls by 50%, Saves Hours on Manual Tasks
As a small team managing a large community, Fair Oaks Ranch relied on outdated systems and manual workflows that made reconciliations, reporting, and communication time-consuming and inefficient. After upgrading to Enumerate Central, the team automated key processes, enabled online payments, and centralized communication through an owner portal. The result is faster reconciliations, streamlined reporting, reduced phone calls, and improved efficiency in managing 3,910 units.
Company: Fair Oaks Ranch Homeowners Association
Organization Type: Self-Managed Association
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Location: San Antonio, Texas
Portfolio: 1 Community, 3,910 Doors
Solutions: Accounting, Operations Management, Resident Engagement, Reporting & Analytics
Results
time saved on monthly bank reconciliations
more residentspaying dues online
decrease in phone calls to the office
The Challenge
As part of a small team supporting a large, self-managed community, Judy needed to establish efficient processes to save time and reduce manual work. The existing system, TOPS IQ, was outdated and unable to keep pace with modern expectations.
Manual workflows created inefficiencies across the board. Bank reconciliations took half a day each month. Reporting required copying and pasting data into PDFs, increasing the risk of errors. Communication with residents relied on a public-facing website and a third-party system, neither of which fully met the needs of a private community.
Judy knew that to better serve residents and the board, the association needed to modernize its technology.
The Solution
Judy recommended upgrading to Enumerate Central, a cloud-based platform designed to streamline operations and improve usability. With board approval, the team completed the transition in 2019.
Enumerate Central introduced automated workflows, integrated payments, an owner portal, and reporting tools that replaced manual processes and disconnected systems.
“I knew that there would be a lot of work required in converting our data to the new system, but I also knew that the benefits would far outweigh the work. I only wish we’d done it sooner.”
The Impact
Seamless Reconciliations
With built-in Payments functionality, bank reconciliations are now automated. What once took half a day each month now takes less than an hour.
“The great thing about Payments is it’s clear when the payments are posted in the system,” Judy said. “Plus, I get a report each day on which payments are made and posted. I’m able to reconcile my bank statements so much faster, because what’s in Payments exactly matches what hits my bank.”
Easy Online Payments
Residents can now pay dues online through credit card, debit card, or ACH. About 25% of homeowners use the owner portal, reflecting a shift toward more tech-savvy residents and reducing reliance on checks.
Improved Communications with Residents
The owner portal enables two-way communication, document access, and service requests in one place. This eliminated the need for separate systems and reduced phone calls to the office by 50%.
“The document library on the owner portal has really helped us a lot. The owner portal, Payments, and the document library have cut down the number of phone calls to our office by 50%.”
Reports Generated in a Flash
Automated reporting replaces manual processes. Judy can now generate accurate reports instantly and share them with homeowners and the board. Tasks that once required significant effort are now completed in seconds.
Simplified Financial Tracking
General ledger reports provide clear visibility into fees, charges, and transactions, including resales and transfers. Previously tracked as miscellaneous income, these are now easily accounted for, saving time and improving accuracy.
Simplified Overview of Properties
The portfolio view gives Judy a centralized view of all 3,910 units. With 65 different unit types and restrictions, this feature enables targeted communication and quick updates to specific homeowner groups.
“The portfolio view makes it easy to get information, whether it pertains to one unit or a mass change to multiple units. I can create letters for that unit type, send out an email, and let everyone know of the proposed changes quickly and easily.”
– Judy Bordman, Fair Oaks Ranch
Key Takeaway
Upgrading to Enumerate Central transformed operations at Fair Oaks Ranch. Automated reconciliations, streamlined reporting, improved communications, and online payments reduced manual work and increased efficiency. For a small team managing a large community, the platform has been a true game changer.
Ready To Scale Like Fair Oaks Ranch Homeowner Association?
Enumerate connects accounting, payments, operations, and resident engagement in one HOA management software platform built to reduce friction and improve confidence at every step.