About Heatherwood
Heatherwood is a privately owned, family-run real estate firm founded in the 1950s and headquartered on Long Island, New York. Over seven decades, the company has developed, owned, and managed a diverse portfolio of residential and commercial properties across the New York metro area, including Brooklyn, Long Island City, and the Hamptons.
Known for its focus on upscale rental communities and long-term asset ownership, Heatherwood operates 15+ properties with an emphasis on high-quality construction, strong property management, and resident experience. The portfolio spans luxury market-rate apartments and affordable housing units, creating a complex operational environment where legal compliance, financial precision, and regulatory oversight must coexist.
Managing a portfolio that spans both luxury market-rate and affordable housing across New York requires precision at every level: legal notices, deposit accounting, HUD compliance, and accounts payable all carry heightened regulatory stakes.
The Challenge
Heatherwood's Yardi Voyager environment needed targeted improvements across several operational areas. The team faced compounding issues that affected both day-to-day efficiency and compliance confidence:
- Rent demand and legal notice processes were manual and inconsistent, with limited automation and poor support for property-specific requirements like varying grace periods and process server rules
- Affordable housing properties required subsidy integration into the legal workflow, adding a layer of complexity that the existing process could not accommodate
- Move-out and deposit accounting calculations produced frequent discrepancies in refunds and prepayments, creating financial risk and tenant disputes
- HUD reporting, subsidy tracking, and regulatory compliance lacked visibility, leaving the team to manage affordable requirements through manual tracking
- AP and PO workflows had approval bottlenecks with inconsistent tracking, limiting operational visibility from purchase order through invoice payment
- The native Yardi data model could not support required operational logic, branding, and reporting flexibility across the portfolio
Each of these challenges carried real regulatory and financial exposure. In a New York market with strict tenant protection laws and HUD oversight, manual processes are a liability.
The BC Solutions Approach
BC Solutions structured the engagement around five focused workstreams, each addressing a specific operational gap. The work ran concurrently across 14 months, with early wins in legal automation building momentum for the broader transformation.
Legal & Rent Demand Automation
Move-Out & Deposit Accounting Accuracy
Affordable Housing & Compliance Enhancements
AP / PO / Invoice Workflow Optimization
Data Model Extensions & System Customization
The Results
Over 14 months and 171 hours, BC Solutions delivered measurable operational improvements across every targeted area of Heatherwood's Yardi environment:
Legal Automated
Rent demands fully automated with property-level logic and subsidy support
Financial Accuracy
Deposit accounting and move-out logic rebuilt to eliminate discrepancies
HUD Compliance
Affordable compliance enhanced with subsidy tracking and date monitoring
AP Visibility
PO-to-invoice workflows with approval tracking and status reporting
Why It Matters
The Heatherwood engagement demonstrates what BC Solutions delivers for multifamily operators managing both market-rate and affordable portfolios in regulated markets:
Legal automation in New York requires property-level precision.
Rent demand processes cannot be one-size-fits-all when properties have different grace periods, process server requirements, and subsidy structures. BC Solutions built automation that respects these property-level differences while maintaining compliance with New York's tenant protection framework.
Deposit accounting errors compound quickly across a large portfolio.
When move-out calculations are inconsistent, the result is financial exposure and tenant disputes at scale. Rebuilding the logic at the transaction level eliminated systemic discrepancies and gave the accounting team reliable outputs for every move-out.
Affordable compliance needs to be embedded in workflows, not tracked separately.
HUD reporting and subsidy tracking are too important to manage in spreadsheets alongside Yardi. By integrating affordable compliance directly into rent demand automation, reporting workflows, and date tracking, BC Solutions ensured these requirements stay visible and auditable.
AP workflow visibility reduces bottlenecks before they become problems.
When the team can see every purchase order, invoice, and approval status in real time, approval delays surface immediately rather than compounding. Director-level approval tracking and workflow reporting transformed AP from a reactive process into a managed one.
Managing a complex residential portfolio on Yardi?
Contact BC Solutions to discuss how we can improve your legal processes, financial accuracy, and compliance visibility.