From Manual Reconciliation to 12,000+ Automated Transactions with Wrk
Case Study
Featured
Who is Roomrs?
Roomrs is a growing property management and co-living business focused on managing residential properties and delivering a modern rental experience for tenants. They provide furnished living spaces with flexible lease options, while also handling leasing, financial management, and day-to-day property oversight, requiring coordination across multiple systems and processes.
With approximately 600+ active leases, along with many more across past and future agreements, Roomrs handles a high volume of financial transactions tied to rent, credits, prepayments, and other accounting activities.
Industry Snapshot
Managing residential properties today goes beyond traditional leasing and maintenance. Companies like Roomrs are delivering more flexible, tenant-centric living experiences, offering furnished units, streamlined onboarding, and bundled services, all while managing growing portfolios across multiple systems.
As transaction volume increases, maintaining accurate financial records between property management and accounting platforms becomes increasingly complex. Without automation, teams are often left manually reconciling data, leading to delays, errors, and operational bottlenecks. As portfolios scale, these inefficiencies can limit visibility, slow down financial processes, and strain internal resources.
The Challenge
Before working with Wrk, Roomrs faced significant operational friction in maintaining synchronized financial records between Buildium, their property management system, and QuickBooks Online, their accounting platform.
The process was highly manual, requiring ongoing effort to track, reconcile, and log transactions across systems. With hundreds of leases generating continuous financial activity, this approach was not only time-consuming but also prone to human error.
As Roomrs continued to grow, the lack of automation became a scalability issue. Their team needed a way to ensure financial data remained accurate and up to date without increasing administrative workload or risking inconsistencies.
The Wrk Solution
Wrk implemented an automated, end-to-end workflow designed to seamlessly synchronize financial transactions between the systems Roomrs already uses, Buildium and QuickBooks Online, leveraging API-based integrations and human-in-the-loop support where needed.
The workflow runs automatically every weekday, scanning Buildium for any new financial transactions recorded for the current date, including charges, credits, and prepayments. Once identified, each transaction is matched to the appropriate customer and accurately logged in QuickBooks Online.
In cases where required accounting data - such as class or location coding - is missing, the workflow triggers a human-in-the-loop step. A structured form is automatically generated and sent to the Roomrs team via Slack, outlining exactly what information is needed.
In addition to the automated daily syncs, Wrk built a self-serve interface that allows the Roomrs team to trigger custom syncs on demand. This is particularly useful for retroactive changes, such as backdated transactions or lease updates, giving the team full control.
Prior to launching the daily automation, Wrk also executed a large-scale historical data cleanup successfully syncing a full month of transactions across hundreds of leases, ensuring a clean and accurate starting point for ongoing automation.
Key Results
Seamless Financial Syncing Across 600+ Leases
→ Roomrs now automatically processes and syncs financial transactions across approximately 600 active leases, ensuring records are consistently up to date across both Buildium and QuickBooks Online.
12,000+ Transactions Processed with Accuracy
→ Since implementation, the workflow has created and updated over 12,000 financial records, maintaining consistent, and accurate data across systems while eliminating the risk of duplication.
Eliminated Manual Reconciliation Work
→ What was once a time-consuming, manual process of reviewing, reconciling, and logging transactions has been fully automated - removing a significant administrative burden from the team.
Faster, More Reliable Financial Close Processes
→ With transactions synced daily before the workday begins, the Roomrs team can start each day with fully up-to-date financial data, making reconciliation faster, smoother, and more reliable.
Reduced Errors and Improved Data Accuracy
→ By automating transaction handling and introducing structured validation steps, the workflow minimizes human error and ensures financial records remain clean, consistent, and audit-ready.
Faster, Easier Reconciliation
→ With all transactions accurately synced each day, reconciliation has become significantly more streamlined, reducing friction for the accounting team.
Scalable Foundation for Growth
→ The workflow designed to scale alongside Roomrs’ expanding portfolio, ensuring their financial operations remain efficient as transaction volume increases.
Since partnering with Wrk, Roomrs has transformed a manual, error-prone reconciliation process into a reliable, automated system that runs quietly in the background. With accurate financial data always up to date, their team can focus less on administrative overhead and more on managing and growing their portfolio with confidence.
Testimonial
"Wrk helped us eliminate a huge operational headache. Syncing financial data between Buildium and QuickBooks Online used to be manual and error-prone, but now it works seamlessly in the background. It's been a game changer for our team and has made scaling our operations much easier."
- Eli Kamholtz, Director of Finance
