The upfront investment in AP automation can feel risky for community association managers. Your team is already stretched thin. Maybe the person who manages accounts payable (AP) already wears five other hats, and they don’t have time to learn new software.
Here at AvidXchange, we get it. Community association managers don’t want to waste time or money on a new tool—unless it actually makes their jobs easier and their business stronger.
In this article, we’ll show you why AP automation was a smart investment for three community association management companies.
ROI in Headcount: Scale Without Hiring
For many community association managers, the only way to take on more associations is to expand your team. You probably have hundreds of vendors, from landscapers to roofers and more, so invoice processing is a daily task that grows alongside your business.
But when you adopt AP automation software, you can process more invoices without hiring more people (or overloading your existing team).
For example, HOA management group Agynbyte was able to almost double its size without increasing headcount. Before AvidXchange, Agynbyte managed 40 associations. Now, it manages 74 (and counting). It processes 62.5% more invoices than before, even though their headcount hasn’t grown.
Gates Hudson also found a way to do more with fewer people. They reduced their AP staffing needs from several to just two people, even while managing a large portfolio. Once an invoice is approved, AvidXchange takes it from there, which empowers internal teams to accomplish more valuable work.
“They’re helping us serve our clients by empowering us to spend more time with them,” said Tracy Timonere, Director of Training and Quality Assurance at Gates Hudson.
ROI in Time: Cut Down on Manual Labor
Manual invoice processing is not only time-consuming, but it also leaves plenty of room for error. Many community association managers spend hours each day opening mail, entering invoice data, chasing down approvals, and issuing payments.
“Each and every day, four people sat around a conference room table opening invoices that were sent through the mail,” said Tracy Timonere at Gates Hudson. “They manually entered data from each invoice into our accounting system and then sent a copy to our corporate office for the accounting team to issue payments.”
And when multiple people are keying in data day after day, even small mistakes can turn into bigger problems, from incorrect coding to delayed payments.
AP automation eliminates that manual workload and human error. With digitized invoices and automated routing, your team spends less time typing—and more time focusing on community service and strategy.
ROI in Cost Savings: Reduce Overhead
Community association management is full of small but recurring costs that add up quickly: printer ink, envelopes, stamps, storage space for paper records. And with rising costs across the board, firms are looking for ways to cut unnecessary spending.
AP automation replaces those expenses with digital workflows that are faster and more secure. No more printing, mailing, or stockpiling physical files.
“We were extremely paper-heavy when we were doing everything in-house,” said Amanda Shumway, AP Manager at Agynbyte. “We were printing like crazy. Then seeing everything go through with AvidXchange and be paperless—and seeing you can approve and code from anywhere—just blew our minds.”
Firms also save big on staffing costs. With AvidXchange in place, you don’t need to hire additional AP staff just to keep up with growth—resulting in thousands in savings each year.
Want to see how much you could save? Try our ROI calculator.
“We were extremely paper-heavy when we were doing everything in-house. We were printing like crazy. Then seeing everything go through with AvidXchange and be paperless—and seeing you can approve and code from anywhere—just blew our minds.”
ROI in Speed and Visibility: Move Faster, See More
Mail delays, lost invoices, and outdated systems slow everything down—from supplier payments to board reporting.
With digital invoice capture and electronic payments, community association managers can speed up the entire AP process. That can mean more accurate cash flow data, fewer overdue invoices, and better business decisions.
For example, Providence Management Company experienced slowdowns in regular mail deliveries caused by widespread supply chain bottlenecks. Then they implemented AvidXchange.
“We’re able to process payments faster with fewer mistakes, and that’s great for controlling our spending and strengthening our business relationships,” said Kelly Shoemake, Accounting Operations Manager.
ROI in Career Satisfaction: Reduce Burnout, Increase Flexibility
Burnout is a problem in the community association management industry, especially in accounts payable. Manual processes make it hard for AP team members to take a vacation—someone has to be there to process invoices and keep business operations moving. And what if only one person knows where each file is stored in a sea of filing cabinets?
With AvidXchange, invoices are emailed directly from suppliers. You can access and approve invoices from any device, anywhere.
This doesn’t just help with PTO. It also centralizes teams, which is a major advantage for community association managers with dozens or hundreds of associations across a wide geographic area.
“Without AvidXchange and Caliber, I don’t know if I would have been able to relocate and keep doing a job I truly enjoy,” said Shumway. “I love the way the solutions work together and empower both the company and my career. I guess you could say this was my breakthrough.”
And here’s something else to consider: retention and recruiting. In community association management, the next generation of AP professionals isn’t looking to manage paper files or chase down handwritten approvals. AP automation helps you offer a modern, more rewarding work experience.
So, Is AP Automation Worth the Investment?
We know we’re a little biased here at AvidXchange. But we think automation is worth it, especially for community association management companies who:
- Want to grow without hiring more AP staff
- Are tired of manual processes and paper-based inefficiencies
- Need real-time visibility into cash flow and reporting
- Want a centralized system that was designed for security and supports remote work
- Are looking for better vendor relationships and fewer fraud risks
- Want a faster, more secure way to pay vendors
Now that you understand the ROI of AP automation for community association management companies, the next step is to book your demo with AvidXchange. This will allow you to speak to an automation expert about your real problems, and it’s your first step to working toward a solution.