Case Study

300 hours saved every month with HOAi

How Premier Community Association Management scaled from 40 to 155 communities

Premier Community Association Management

Remington Rice is the CEO of Premier Community Association Management, a small to mid-size management company based in Lewes, Delaware. Premier has been in business since 2000 and now manages around 155 communities. The team transitioned to Vantaca in September 2019 and incorporated HOAi in 2025.

Up and rolling within months

The switch came with some hesitation. Premier’s team had spent years processing work manually, and moving to a system built specifically for community management meant learning new habits. Vantaca’s implementation specialists helped make that transition fast.

“Vantaca set up all of our action items to flow the way we were used to, but it was obviously more efficient in how it was processing things,” Rice said. “Within a matter of months, we were up and rolling.”

"Having dedicated workflows and a dashboard where I can see exactly what I have going on for a particular day or week has made a big difference. Before, a lot was tracked through Outlook threads, invoices, or work orders that had to be scanned in. Having it all housed electronically has been huge."

"After evaluating all our options, Vantaca had everything we were looking for. There’s a portal, finance management, an inspection tool to use in the field, violations, and work orders. So, that’s ultimately why we decided to go with Vantaca.”

Before Vantaca, Premier ran on a server-based management system that no longer fit the company’s needs. Rice and his team wanted a platform that could bring operations together in one place, so they ran an exhaustive industry search. The team demoed nearly every option available and even tested sandbox communities on a few other systems. Ultimately, they decided to move forward with Vantaca.

From 40 to 155 communities without doubling staff

When Premier signed with Vantaca in September 2019, the company managed around 40 communities with roughly 20 full-time staff members. Today, Premier manages 155 communities with a team of 40.

"With Vantaca and HOAi, we’ve quadrupled in size,” said Rice. “With HOAi handling more of the operational workload, we haven't had to expand our team. If we were still on our prior system, we would need a staff nearly double what we have now.”

The invoice volume tells the same story. Previously, Premier processed a few hundred invoices a year. "Now we're taking in a few thousand invoices in a given month, with the same number of AP staff," Rice said.

Breaking down the 300 hours

Premier went live with HOAi in February 2025. Since then, they have turned on two HOAi agents so far: the AP agent and HOAi Voice, with roughly a dozen more in place and under human review before going fully live.

“We receive around 3,000 invoices a month, and we’ve now fully automated that with the AP agent,” Rice said. “Even at conservatively three minutes an invoice, that’s around 150 hours a month we’re saving there. For HOAi Voice, we’re answering around 2,000 calls a month, and the average call is four to four and a half minutes, so it’s right around another 150 hours a month we’re saving with those two agents alone.”

That’s roughly 300 hours saved per month.

Placing focus back on the communities

None of this came at the cost of Premier's headcount.

“Our team hasn’t been reduced whatsoever. We still have the same team members we had prior to HOAi,” said Rice. “The AI is there to take care of data entry, research, and time-consuming manual tasks. Because of that, our CAMs are now available to handle everything from difficult board decisions to neighbor-on-neighbor disputes. Those are the things that require a human element.”

Be bold

Rice's advice for a company weighing whether to move to Vantaca and HOAi starts with a plan.

“Have a plan in place for what items you want to tackle and what order,” Rice said. “Figure out what’s costing you the most time, and have someone on staff take the lead, keeping your team organized and the training on schedule alongside Vantaca’s implementation specialist.”

For Premier, that leap turned fragmented manual work into a scalable operating model, giving the team more time, homeowners faster answers, and the business room to keep growing.

Headquarters: Delaware

With HOAi handling more of the operational workload, we haven't had to expand our team. If we were still on our prior system, we would need a staff nearly double what we have now.

Remington Rice

CEO at Premier Community Association Management