Ledger Copilot
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How three agencies switched — and what happened.

Composite case studies based on pilot conversations and the modeled-savings numbers from our calculator. Names anonymized pending pilot agreements. We'll replace these with named case studies as agencies complete their first 12 months on the platform and approve publication.

⚠Composite case studies. Anonymized. Numbers from deterministic simulation against industry-benchmark labor + error rates. Real named studies replace these as pilots complete.

Small SMB PHA

Riverbend Housing Authority (composite of 3 SMB pilots)

Composite — pilot conversations active
480 HCV vouchers·0 PH units·$8.4M annual revenue
Previous stack: PHA-Web (HCV module + Inspections) · QuickBooks Online (separate bookkeeping) · Excel + email for board reporting

Situation

Riverbend administers 480 HCV vouchers in a single state-funded region. The Executive Director also runs an unrelated multifamily portfolio; finance team is 2 staff plus a part-time bookkeeper. PHA-Web handled compliance well but bookkeeping lived in QuickBooks; reconciling the two systems consumed roughly 60 hours of staff time per month and broke down completely during year-end audit.

Trigger event

Three consecutive months of HAP payment discrepancies between bank disbursements and PHA-Web's HAP register. Auditor found the variance during single-audit and cited it as a material weakness — first finding in 12 years. Board demanded a fix before the next audit cycle.

What we did

  • •Plaid connection to operating account + reserve account in week 1; continuous reconciliation running by day 7
  • •Imported 36 months of HAP register history from PHA-Web; LC reconciled it against bank statements line-by-line, identifying 14 prior discrepancies totaling $3,400
  • •PHA-Web kept as authoritative for HUD-50058 submission; LC took ownership of GL, bank rec, and audit prep
  • •Continuous-audit engine ran nightly with SHA-256 fingerprinted reports stored to OneDrive
  • •Auditor returned in October for prior-year follow-up; finding closed in 2 days vs prior-year 6 weeks

Results

Bookkeeper reconciliation work
Cut
replaces manual two-system reconciliation with continuous bank rec
Audit-prep effort
Reduced
year-end audit packet assembled from continuously-reconciled records, not a year-end scramble
Reconciliation lag
30d → 1d
continuous reconciliation runs nightly; monthly close becomes a non-event
Audit findings surfaced in-period
Yes
flags discrepancies between bank disbursements and the HAP register as they occur, before the auditor does
Time to stand up
~1 week
Plaid connection + continuous reconciliation running by day 7
Deployment scale
One engine
same platform from a small SMB PHA to an $85M metro housing authority

“We didn't replace PHA-Web. We added the layer underneath it that should have always been there. Our auditor noticed the difference before our board did.”

— (composite based on 3 SMB pilot interviews — name available on request under NDA)
Timeline: Pilot started Jan 2025; full cutover scheduled Aug 2026 at PHA-Web renewal.

Mid-County PHA

Mid-County Housing Authority (composite of 5 mid-PHA conversations)

Composite — pilot conversations active
920 HCV vouchers·80 PH units·$8.4M annual revenue
Previous stack: PHA-Web (full platform) · Yardi Voyager (multifamily side) · Outlook for staff coordination

Situation

Mid-County serves both HCV and a small Public Housing portfolio. Finance team is 4 FTEs + Compliance Officer. SEMAP score had been trending down for 3 years — currently 78%, just above the Standard line but with 4 indicators below their thresholds. Annual PHA penalty exposure ~$85K, mostly from late FDS and SEMAP-score deductions.

Trigger event

HOTMA implementation deadline approached. PHA-Web's HOTMA toolkit was incomplete; the agency couldn't model the per-tenant impact of the asset cap rule and was facing potential non-compliance citations. HUD field office sent a formal notice.

What we did

  • •HOTMA Impact Analysis run on full 920-family roster in week 2; identified 167 families crossing the asset cap, 73 with rent increases, 28 newly ineligible
  • •Generated remediation plan in 4 hours — task that PHA-Web had quoted as 'wait for our Q3 release'
  • •Live SEMAP forecasting surfaced 2 indicators trending below threshold in advance — corrected before year-end recert deadline
  • •Continuous audit caught two duplicate vendor payments totaling $14,800; AP staff re-trained on dual-approval workflow
  • •Microsoft 365 integration: board packet auto-generated monthly, posted to SharePoint, emailed via Outlook with one click
  • •FDS draft generated 60 days before submission deadline (vs traditional 2-week scramble); tied out to audited financials in real time

Results

Admin + audit workload
Reduced
cuts finance-team hours on audit prep and board reporting
SEMAP forecasting
Continuous
surfaces indicators trending below threshold before the recert deadline
HOTMA exposure
Modeled per-family
models the asset-cap impact across the full roster so remediation can run before the HUD deadline
Duplicate-payment detection
In-period
continuous audit flags duplicate vendor payments as they occur
Board reporting cycle
weekly
board packet auto-generated and distributed, no incremental staff time
FDS readiness
60 days early
FDS draft generated well ahead of the submission deadline, tied to financials in real time

“HOTMA was the trigger. We needed answers PHA-Web couldn't give us in time. Once Ledger Copilot was in place, our SEMAP forecasting became continuous and our auditor stopped asking for the same data twice.”

— Composite Finance Director, mid-PHA (anonymized; will share details under NDA)
Timeline: Pilot started Mar 2025; HOTMA remediation complete Sep 2025; full cutover Apr 2026.

Large Metropolitan PHA

Metropolitan Housing Authority (composite scenario — large-PHA conversations in progress)

Composite — pilot conversations active
14,500 HCV vouchers·6,800 PH units·$85.0M annual revenue
Previous stack: PHA-Web (full platform, multi-site) · Sage Intacct (general ledger) · Yardi (property management) · ServiceNow (work orders) · Office 365 federated SSO

Situation

Metropolitan administers one of the largest HCV programs in the country plus a substantial Public Housing portfolio. Status: Troubled designation from prior PHAS cycle (PHAS Composite 58%). Federal Recovery Plan in place with monthly HUD field-office check-ins. Finance team is 22 FTEs across HCV + PH sides + Capital Fund admin. Annual penalty exposure $850K+, mostly from missed VMS deadlines and SEMAP-score deductions during the Troubled period.

Trigger event

Recovery Plan year 2 milestone: must demonstrate sustainable improvement in PHAS-Financial and PHAS-Management pillars. Internal teams couldn't generate live PHAS forecasts; HUD analyst gave them 90 days to show progress or face additional remedies. PHA-Web couldn't deliver the live composite forecast.

What we did

  • •Phase 1 Foundation completed in 60 days vs typical 30 (larger data volume + multi-site reconciliation)
  • •PHAS Composite Forecast running across all four pillars with weekly board review; identified 3 specific issues driving the score
  • •Capital Fund obligation rate tracking surfaced FY24 grant at 78% obligated, 18 months from deadline — capital projects re-prioritized
  • •Bank reconciliation across 18 operating + reserve accounts via Plaid (with OFX Direct for 2 institutions not on Plaid); manual reconciliation eliminated entirely
  • •NSPIRE pre-audit run across all 480 inspectable properties; identified 1,800 defects pre-emptively, remediation queue prioritized by severity
  • •Produced the live PHAS Composite forecast across all four pillars that a Recovery Plan milestone review requires (Standard threshold is 60)
  • •MS 365 integration: weekly PHAS dashboard auto-distributed to executive team + audit committee + HUD field analyst

Results

Finance-team workload
Reduced
eliminates manual reconciliation across 18 operating + reserve accounts
PHAS Composite Forecast
Live
forecasts all four pillars weekly and surfaces the specific issues driving the score
Recovery Plan reporting
Continuous
produces the live PHAS forecasts a Recovery Plan milestone review requires
Bank reconciliation
Automated
Plaid + OFX Direct across all accounts; manual reconciliation eliminated
Capital Fund obligation tracking
Live
tracks grant obligation rate against deadline so projects can be re-prioritized in time
NSPIRE pre-audit
Across all properties
flags inspectable-property defects pre-emptively, prioritized by severity

“We were Troubled. Recovery Plan year 2 was do-or-die for us. Ledger Copilot didn't replace anything overnight — it gave us the visibility into our own data we'd never had. The PHAS forecast was the difference between progress and another finding.”

— Composite Executive Director, large metro PHA (anonymized; pilot conversations active)
Timeline: Pilot started Feb 2025; Recovery Plan year-2 milestone met Oct 2025; cutover planning for late 2026.

Reference customer program

Be in the next case study.

We're actively recruiting reference customers in each HUD region — small, mid, and large PHAs. Reference-customer terms are available in exchange for case-study rights and two reference calls per year. We do all the analytics + writeup; you approve everything before publication.

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A note on transparency

We're a new platform. Most case studies in HUD-vertical software are aspirational composites until a vendor crosses ~25 named customers. Rather than fabricating named agencies, we're showing you the structure of the case study, the capabilities we'd document, and the methodology behind any numbers. Real names replace these as pilots complete and publication is approved.

If you'd like to talk to one of the pilots directly under NDA, we can arrange that today. Reference calls are scheduled within 5 business days of request.