From Manual Entry to Automated Close Across 43 Locations

On Track Storage is a Paducah, Kentucky-based self-storage operator and third-party manager, running 43 locations across a 50-mile radius and managing books for six clients across multiple states and Canada. They've been in business since August 2024 and outgrew QuickBooks almost immediately.

The Problem

Jill Cooper is the entire accounting department at On Track Storage. One person, six entities, 43 locations, and until DualEntry, a daily grind of manual journal entries that had no business existing.

The workflow was brutal by design. On Track uses Cubby, a property management platform for storage rentals, to track tenant transactions. But Cubby and QuickBooks had no direct integration. So every day, Jill would pull a report out of Cubby, then manually key journal entries into QuickBooks, location by location, transaction by transaction, across 43 sites.

"The most time that was lost was doing the journal entries," she said. "The transactions would come in for each location, not just in one number. I had to go into Cubby, pull a report, then go over to QuickBooks and make a journal entry."

That was an hour or more, every single day, just to move data between two systems that should have spoken with each other.

Multi-entity management made it worse. On Track runs six separate companies. In QuickBooks, that meant logging out of one company, logging into another, and repeating the cycle. No consolidated view, no single click, no way to see everything at once.

Month-end close took several days. The first of the month, when roughly 90% of On Track's transactions hit at once, often 1,000+ in a single day, was a reconciliation nightmare.

The Solution

DualEntry provided a direct integration with Cubby; just that one change eliminated the daily journal entry workflow entirely.

Now, storage rental transactions post automatically into DualEntry each day without Jill touching them. Instead of an hour of manual entry, she spends 10 to 15 minutes reviewing what came in, just to confirm everything landed correctly.

"The integration with Cubby has allowed me to save so much more time because the things come in directly. I don't have to make journal entries at all."

For the first-of-month transaction flood, DualEntry's bank match handles bulk reconciliation in one pass. A thousand-plus transactions that previously required manual review can now be matched and marked at once.

Multi-entity management became a single dropdown. All six companies live in one platform. Jill clicks a box to jump between them, or consolidates them all in a single view, something QuickBooks couldn't do without logging in and out of each company separately.

The owners and managing partner now have direct report access. Previously they had to ask Jill for numbers. Now they can pull their own reports, and the managing partner gets month-end financials to stakeholders within the first week of the month.

Results

• Daily journal entry time: 1+ hour to 10 minutes (or zero, on clean days)
• First-of-month reconciliation: Manual transaction-by-transaction review to bulk bank match across 1,000+ transactions
• Multi-entity navigation: Multiple logins across separate QuickBooks files to one-click dropdown, consolidated or individual view
• Reporting lag: Dependent on Jill to owners having direct self-serve access; month-end reports out in the first week the month