How Westgate Property Group eliminated 4-day month-end closes and stopped sending owners incorrect statements
Westgate Property Group manages 112 residential units across 9 buildings in Mississauga and Brampton for 34 private landlords. With 8 staff and no dedicated property management software, their entire operation ran inside a collection of Excel files that had been patched together over 7 years.
The centrepiece was a rent roll workbook with 112 rows, one per unit. Every month, the property manager manually cross-referenced bank deposits against this sheet to confirm which tenants had paid. With 112 units paying across the 1st, 7th, and 15th, this reconciliation took the better part of two days.
From the reconciled rent roll, a second staff member then manually built individual owner statements — one per landlord, 34 in total — by copying figures into a Word template. Total month-end process: 4 days, every month, without exception.
The owner, Sandra, was manually auditing every statement before it went out — a process she described as "checking someone else's homework at 11pm every month."
ClearFlow rebuilt the rent roll from scratch as a structured data model with three separated layers — a protected master unit register, a monthly payment input sheet with dropdown validation, and a reconciliation engine that auto-matched incoming bank CSV exports against expected payments.
A bank reconciliation script that imports the monthly bank CSV export, auto-matches deposits to units using amount and date logic, flags unmatched transactions in red, and produces a confirmed-paid list in one click.
A VBA statement generator that reads the reconciled data, builds all 34 owner statements automatically — applying each owner's property list, management fee percentage, and GST calculation — and exports them as individually named PDFs.
"We found $11,200 in rent arrears in the first reconciliation run that we genuinely had no visibility on. That alone covered the cost of the project many times over. I haven't reviewed a single owner statement before sending since we went live."