Case Study

How Fineman Management Scales White-Glove Service While Protecting Reputation and Empowering Staff

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95 % faster AP processing

90 % less time spent on budgets

10 % portfolio growth in 3 months

1 backfill hire avoided

Challenge

Headquarters: Philadelphia, PA

Fineman Management built its reputation on delivering white glove service to some of Philadelphia’s most exclusive condominiums. In this reputation-driven market, accuracy and responsiveness are everything. Before Vantaca and HOAi, the company was bogged down by manual processes. They couldn’t afford to waste hours on busywork that distracted them from serving people.

Key Challenges Included:

Low-margin contracts meant inefficiencies directly impacted profitability.
Manual AP consumed 20 hours per week.
Budget creation required 30–60 hours across the portfolio.
Staff were stuck in repetitive tasks instead of the high-touch resident interactions that drive referrals.

The Results:

Smarter AP: Invoice processing dropped from 20 hours/week to 15 minutes, eliminating errors and avoiding a backfill hire.
Faster Budgets: Annual prep went from 30–60 hours to 3 hours, with contracts and reserve data pulled automatically.
Empowered People: Staff now focus on resident billing and client conversations — the high-touch work that builds reputation.
Reputation Protected: Accuracy in AP and financials safeguards trust, fueling Fineman’s referral-driven growth.
Scalable Growth: A 10% portfolio increase in 3 months after implementing Vantaca and HOAi was achieved without new hires. Future roles will be client-facing, not clerical.

“With Vantaca and HOAi, we cut AP by 95% and budgeting by 90%. More importantly, it gives us accuracy—and accuracy protects our reputation. That’s what wins us new business.”

Andrew Sytnik President, Fineman Management

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