CASE STUDY

Automating Trial Balance Processing for a Real Estate Fund 

Sarah Zhou, Mark Leverette • January 8, 2026

Services: Real Estate PE, Outsourced Accounting, Data Analytics Industries: Real Estate

A private equity real estate fund manages a diverse portfolio of 20 commercial properties across multiple markets. Like many fund managers, the finance team faced mounting pressure to deliver accurate, timely reporting to investors while managing the operational complexities of a growing portfolio. 

The Problem 

Each month, the fund’s accounting team manually imported trial balances from 20 different properties, performed reconciliations, and completed tie-outs to ensure accuracy across the portfolio. This process consumed approximately 10 hours of staff time every month—time that could have been spent on strategic analysis and investor relations. 

The manual nature of this work created several challenges: 

  • Time-intensive workflows that delayed month-end close 
  • Inconsistent data formats from various property management teams 
  • High risk of human error in data entry and calculations 
  • Limited scalability as the portfolio grew 
  • Resource constraints that prevented the team from taking on additional properties 

The fund needed a way to streamline these repetitive, rules-based tasks without sacrificing accuracy or adding headcount. 

The Solution 

BPM’s data analytics and CAAS team implemented a customized automation framework designed specifically for the fund’s monthly consolidation process. Drawing on deep accounting knowledge and real estate industry experience, we developed a solution that: 

  • Standardized data extraction from multiple property-level trial balances 
  • Automated variance checks to flag exceptions requiring review 
  • Streamlined reconciliation processes across all properties 
  • Enabled batch processing to handle multiple properties simultaneously 
  • Created consistent, audit-ready outputs for financial reporting 

The solution was designed to be scalable, allowing the fund to add new properties to the portfolio without increasing processing time or complexity. 

The Outcome 

The automation framework transformed the fund’s monthly close process: 

  • Processing time reduced from 10 hours to approximately 30 minutes each month 
  • Improved accuracy through automated variance detection and exception reporting 
  • Enhanced scalability that allows the fund to grow its portfolio without adding accounting staff 
  • Faster month-end close enabling more timely reporting to investors 
  • Freed capacity for the finance team to focus on strategic analysis rather than manual data entry 

The fund now operates with predictable, efficient workflows that support both current operations and future growth. 

Get to know more about our Outsourced Accounting for Real Estate Private Equity

Take the Next Step 

If your real estate fund is managing high-volume, recurring workflows that strain your team’s capacity, let’s explore how automation can help. Contact BPM to schedule a consultation and discover opportunities tailored to your specific processes. 

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