Managing Housing Vouchers for Better Compliance and Efficiency

The Situation

Split Property Records Increased Work

A Southeastern housing authority used Yardi software to manage project-based vouchers and tax credit certifications. Each property was split into two records: one for tax credit activity and another for voucher administration. While this supported both programs, it also complicated everyday tasks.

The setup forced staff into repetitive work. Rent changes, certifications, and other updates had to be entered across both records, often one unit at a time. In practice, that meant hundreds of manual updates for a single adjustment. The authority needed a simpler approach to eliminate duplication and ensure data accuracy.

The Challenge

Outdated Processes Put Eligibility at Risk

These inefficiencies went beyond extra work, creating two major problems:

1. Staff were spending unnecessary hours on repetitive tasks, such as updating rent amounts one unit at a time. What should have been a simple adjustment often turned into hundreds of manual entries.
2. HUD income limits, which determine whether residents qualify for housing, required manual updates. Without automation, there was a real risk of outdated income limits being used to determine eligibility.

On top of these issues, reporting was slow and difficult. Staff struggled to generate accurate reports quickly, which limited decision-making and left less time to focus on residents. Together, these challenges made it harder for the authority to operate efficiently while also putting pressure on staff to maintain accuracy under difficult conditions.

The Solution

More Efficient Voucher Management

ITonDemand collaborated with the housing authority to simplify and accelerate Yardi’s use. The team restructured the system so staff could update multiple units at once, rather than one at a time. That cut out hundreds of repetitive entries during rent changes. Reporting also became easier after Rent Café was enabled, giving staff quick access to resident and property information in clear reports.

The project also reduced risks around outdated eligibility data. By linking directly to HUD’s published income limits, the system now updates tables automatically each year. ITonDemand also began new improvements, including the connection of Yardi with Datarails for financial tracking and the development of an AI-powered database to integrate information across departments.

The Result

A Better Approach to Housing Vouchers

The updates gave staff a faster and easier way to manage their work. Rent changes that once required hundreds of entries can now be handled in just a few steps. Reporting also became simpler, reducing paperwork and giving staff more time to focus on residents. Automated HUD income limit updates now keep the system current each year. This ensures eligibility decisions are based on accurate, up-to-date information.

These improvements also created a stronger foundation for growth. The integration with Datarails and the development of an AI-powered database prepared the housing authority for future efficiency gains and scalability across departments. Together, the changes improved daily workflows, reduced risk, and gave staff more confidence in the systems they rely on.

Our Partner

The Southeastern Housing Authority

This housing authority runs affordable housing programs, including project-based vouchers and tax credit certifications, in its region. Its role is to help low-income residents gain access to housing while meeting HUD program requirements. By improving its systems, the organization has reduced administrative work and strengthened the services it provides to residents.