Areál MALENY in Zlín, Czech Republic, lets space across a site of more than 10,000 m². Its management looks after tenants from signing the contract and handling payments to the technical upkeep of the buildings.
One system to run rental units efficiently, allocate energy costs automatically and monitor buildings in real time
Areál MALENY in Zlín, Czech Republic, lets space across a site of more than 10,000 m². Its management looks after tenants from signing the contract and handling payments to the technical upkeep of the buildings.
Managing a large site with many tenants was taking more and more time. Payments were processed by hand, energy costs had to be split by each tenant’s actual consumption, and there was no clear view of the units’ status – all of which cost time and caused mistakes.
A lot of time every month spent recording incoming supplier invoices by hand and assigning them to individual buildings.
Electricity and heating consumption had to be calculated by hand for each tenant from meter readings, and the charges created afterwards.
Contracts could end unnoticed, without a timely reminder or a chance to renew.
Filling in contracts and other documents for every new tenant took a lot of time.
We built a complete system on the FROGGATE platform that automates the key property management processes and gives management a real-time view.
Without a central overview of all the units on the site, managers didn’t know which units were vacant or when current contracts would end. The information was scattered across spreadsheets and emails.
Every month someone had to issue rent invoices by hand, check incoming payments and match them to the charges. It took time, and mistakes crept in easily.
Incoming invoices for energy, maintenance and other services had to be retyped into the system. Amounts were often mistyped, or an invoice got lost and wasn’t paid on time.
The biggest time drain. Every month, data had to be pulled by hand from all the electricity and heat meters, each tenant’s share calculated, common areas taken into account and the charges created. It took a lot of time every month, and the calculations were prone to errors.
Time saved: Allocation that used to be worked out by hand is now prepared by the system in moments.
Without sensor monitoring, the heating could fail over a weekend and nobody would notice until Monday, when unhappy tenants started calling. Or buildings were overheated for no reason, driving up costs.
Contracts expired without warning because nothing tracked their validity. A new contract meant filling in a multi-page document by hand, which was slow and prone to typos.
Staff hours were recorded in Excel, which made preparing payroll data difficult. It wasn’t clear how much time each employee spent at which building.
A new tenant meant going through a whole series of steps – signing documents, handing over keys, setting up access. Things were often forgotten, or it wasn’t clear what had been done and what was still left.
The system combines standard and custom modules of the FROGGATE platform
We’ll help you build a solution tailored to your processes. The system can be adapted to any type of property – from office buildings and residential blocks to industrial sites.