The Challenge
Improper tracking of leasing data. SharedEasy had consolidated their business data on Excel sheets. While this was sufficient for them when their portfolio was small, it was a pain as they started scaling. They needed to automate simple processes which was not possible.
No centralized solution. SharedEasy also used other tools for different functions like HubSpot for customer relationship management and ZohoBooks for accounting. Operationally, they were all over the place and needed a unified solution.
Rental invoicing and collections. Due to American pro-ration laws, SharedEasy couldn't find a software that could help with long-term invoice pricing. They needed the first invoice to be billed for a whole month, and the second invoice prorated to a 30 day system. Hence, the initial invoice was manually raised.
Lack of available performance metrics. As the system wasn't centralised, SharedEasy could not obtain accurate metrics to review their performance. It was difficult to track revenue and operations linked to a particular unit or business function.
Our Approach
A core module for centralised contract management. With the Brahmastra Labs Core Module, SharedEasy was able to upload all types of contracts onto a centralised system where property managers could track and maintain tenancies. This allowed them to streamline contract generation efficiently, optimise bookings through a booking calendar and easily track vacancies, leading to better marketing of their vacant units.
Seamless integrations with ZohoBooks and HubSpot. The team integrated the platform with ZohoBooks and HubSpot to push and pull data as necessary.
US law-compliant automated invoicing. The engagement delivered an invoicing solution which was both automated and compliant with US law on rental invoicing. This was acceptable to SharedEasy's accounting team, and help streamline the business process.
Unified analytics and performance metrics. SharedEasy was able to grasp the following metrics upon having a centralised system: 1. Turnaround time, due to the system integration with Hubspot 2. Occupancy metrics like average length of stay, occupancy rate, booking window, etc. 3. Sales metrics like ad revenue and sales channel performance metrics.
The Results
Automating the booking process cut the time taken to administer a lease by 75%, and automated invoicing cut the monthly invoicing process by 80%.
The integrations replaced a scattered toolset with 1 platform to run the entire business, and the same centralised system gave SharedEasy 1 platform to track all key business metrics across occupancy, turnaround and sales. The portfolio behind those numbers spans 300+ units and 5,000+ residents served.
