More Clients, More Problems
Initially, Keystone relied on a multi-step process that involved tracking revenue items in QuickBooks, exporting data to Excel, building owner statements in spreadsheets, and saving each as a PDF. It was painful, but it worked. “We did a good enough job that they were referring us to other clients,” Ben explains.
As Keystone’s STR portfolio grew, however, each new client exposed deeper cracks in the system. Excel files would break, and the manual data entry inevitably led to errors. They started using BNB Tally to automate Airbnb reservations, but the team still had to create invoices and handle payments for Stripe and other booking channels by hand. “As we grew and added more clients, it just became harder to continue to manage that and to scale.”
The operational strain took its toll on the team, and it was difficult to find people willing to take on the workload. “We had some bookkeepers basically just requesting off STR clients altogether,” he recounts.
Making Processes Scalable
When a prospective client mentioned VRPlatform, Ben immediately looked into it. By late 2022, Keystone had 15 STR clients using the software and was adding one new client monthly. VRPlatform replaced the firm’s fragmented workflows with a unified, automated revenue engine that integrated seamlessly with Airbnb, Stripe, and other booking systems.
This allowed Keystone to standardize processes across clients using different property management systems without having to train staff on each one individually. “The ability to standardize everything, regardless of PMS, was a game-changer. That’s what allowed us to build training systems and scale.”
Efficiency Unlocked
Before, the idea of scaling Keystone’s STR practice was impractical. Now, the firm is flourishing with nearly 200 property management clients and counting. The ability to train staff consistently and onboard new team members efficiently made all the different.
VRPlatform eliminated the need for manual data entry and invoice matching, drastically reducing month-end workload and reconciliation errors. “We have an easy way to check that everything is paid for and an easy way for us to balance the trust account,” Ben notes.
Before entering the short-term rental industry, Ben hadn’t anticipated how much pressure there would be at the beginning of every month. The responsive support from VRPlatform’s team has been instrumental in helping Keystone navigate tight deadlines and resolve issues quickly.
There’s Strength in Partnership
Keystone credits their adoption of VRPlatform as the backbone of the firm’s STR practice and why it’s been able to grow so quickly. “If we didn’t have VRPlatform, I honestly don’t think we could’ve grown this business. It gave us the structure to scale and the confidence to keep taking on new clients,” Ben states.
What started as a modest bookkeeping practice has evolved into a thriving, tech-enabled accounting firm powered by standardized processes, automated revenue management, and a deep partnership with VRPlatform. As an early adopter of VRTrust, Keystone Bookkeepers continues expanding their STR portfolio with clarity, confidence, and control.
