Case Study

How HOALiving Transformed Operations with AI Agents

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HOALiving

HOALiving, a large-scale community management company, needed a better way to scale operations without adding overhead. Manual A/P and A/R processes, inefficient email handling, and staffing constraints limited growth. With HOAi, they unlocked new levels of productivity, saving 1,400+ hours in just 90 days and reallocating two full-time staff to higher-impact work.

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HOALiving’s AI Success by the Numbers (90 Days)

1400 + Hours saved

95 % A/P automated

90 % Reduction in data entry time

67 % A/R automated

1000 + Spam emails eliminated weekly

2 Team members reallocated to strategic roles

AI in Action: HOALiving Saves 1,400+ Hours with HOAi

Before implementing Vantaca powered by HOAi, HOALiving faced significant challenges common to many community association management companies:

Thousands of invoices processed manually
Customer service teams buried in spam email triage
Administrative staff bogged down with repetitive A/R tasks
Inefficiencies that limited time for strategic client service

“HOAi is changing the way we think about our best practices and how we provide services. We’re working smarter, reclaiming valuable time and reimagining roles without the fear and friction that usually comes with big change.”

Sarah Crawford Spanel Chief Business Officer, HOALiving

HOAi for Accounts Payable: 95% Automated

After deploying HOAi’s AI-powered A/P agent, HOALiving automated nearly all invoice processes:

Data entry and invoice coding
Vendor matching and approval routing
Exception handling

Results:

95% of invoices fully automated

Invoice data entry time cut by 90%

Freed accounting staff for strategic financial analysis

HOAi for Accounts Receivable: 67% Automated

HOALiving also leveraged HOAi’s A/R capabilities to reduce staff workloads and improve efficiency:

AI now processes payments
Manages delinquency follow-up and communications
Performs account reconciliation

Results:

67% of A/R action items handled by AI

Increased accuracy and turnaround times

Reallocated two full-time team members to higher-ROI roles

HOAi for Customer Support: Eliminating the Inbox Overload

The customer service team was spending excessive time filtering spam and manually managing homeowner inquiries. HOAi’s support workflows eliminated over 1,000 spam emails per week, allowing the team to focus on delivering exceptional service.

A Strategic Shift, Not Just Automation

What set HOALiving’s transformation apart was the company-wide operational rethinking. By eliminating bottlenecks across departments, they were able to scale without adding headcount.

“It’s not just about automation. HOAi helped us reimagine how our entire operation runs—from workflows to roles to long-term growth strategy."
— Sarah Crawford Spanel

Scalable Growth, Without Growing Headcount

Before Vanatca, powered by HOAi:

Growth meant hiring more staff
Manual processes slowed operations
High overhead and burnout risks

With Vantaca, powered by HOAi:

AI handles repetitive and multi-step work
Same team manages a larger portfolio
Reduced costs and improved margins
Faster onboarding and staff ramp-up

The Competitive Advantage

By transforming operations with Vantaca powered by HOAi, HOALiving is now positioned to:

Deliver faster, error-free service
Build stronger client relationships
Improve profitability
Future-proof operations against staffing challenges

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