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for a complex world.
Platform partnerships
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Simplifying Al Bait Al Aseel’s Property Management System
Industry
Real Estate
Services Provided
Technology Stack
About the Client
Al Bait Al Aseel is a property management company based in Sharjah, UAE, dedicated to providing efficient and reliable services to its tenants and property owners. Managing a diverse portfolio of residential properties, the company faced operational inefficiencies due to outdated manual processes. Seeking a modern, technology-driven solution, Al Bait Al Aseel partnered with Upscape to overhaul their property management and billing workflows.
Project Timeline:
5 months
Launch Date:
February 2, 2024
The Challenges
Prior to Upscape’s involvement, Al Bait Al Aseel relied heavily on disjointed and manual systems that hindered their operational efficiency. The key challenges included:
Dependence on Excel Spreadsheets
Customer activity tracking and utility bill calculations were managed through Excel, leading to errors, inefficiencies, and a lack of scalability.
No Usage History
Continuous edits to the same file erased historical data, making it impossible to track past customer activity or billing records.
Manual Billing Processes
Bills and invoices were prepared and sent manually, consuming significant time and increasing the risk of human error.
Disorganized Customer Data
Customer information lacked structure, with no clear visibility into statuses such as "in," "out," or "on vacation," complicating tenant management.
Complex Utility Calculations
Billing adjustments—such as excluding gas charges for certain tenants or accounting for partial stays—required intricate manual computations, further slowing down operations.
These inefficiencies not only strained the team’s resources but also impacted customer satisfaction and the company’s ability to scale effectively.
The Upscape Process
Upscape designed and implemented a tailored Property Management Solution integrated with an ERP system, built on the robust Frappe Framework and ERPNext platform. The solution addressed each pain point with precision and introduced automation to streamline workflows. Key features included:
Custom Property Management Module
A user-friendly interface enabling staff to log customer activity (e.g., “in,” “out,” or “vacation”) with ease, ensuring real-time updates and a comprehensive activity log.
Automated Utility Bill Calculations
The system automatically calculates utility bills based on uploaded SEWA (Sharjah Electricity and Water Authority) bills and customer activity logs. Complex scenarios—such as excluding gas charges for specific tenants or prorating bills based on days stayed—were seamlessly handled, eliminating manual effort.
Organized Customer Database
A centralized system to store and manage customer data, providing clear visibility into tenant statuses, historical records, and usage patterns.
WhatsApp Integration
Using the WhatsApp Business API, invoices and room bills are sent directly to customers upon submission, enhancing communication and reducing delivery time.
AC Usage Tracking
The solution calculates air conditioning usage per room, derived from SEWA bills, ensuring accurate and transparent billing.
Reports and Dashboards
Comprehensive reporting tools and intuitive dashboards provide actionable insights into customer activity, billing trends, and operational performance.
By leveraging these features, Upscape reduced the time required for end-to-end billing and tenant management processes by 70% compared to the previous system.
Results
The implementation of Upscape’s custom solution delivered transformative outcomes for Al Bait Al Aseel, revolutionizing their property management operations:
Streamlined Business Flow
Manual processes were replaced with an automated, cohesive workflow, improving operational efficiency and reducing errors.
Faster Billing
Automated calculations and direct WhatsApp delivery cut billing turnaround time significantly, enhancing tenant satisfaction.
Organized Data
A structured database now provides a single source of truth for customer information, enabling better decision-making and tenant management.
Enhanced Activity Tracking
The ability to monitor customer statuses (“in,” “out,” “vacation”) and utility usage ensures transparency and accountability.
Improved Resource Efficiency
With a 70% reduction in process time, staff can focus on higher-value tasks, supporting the company’s growth objectives.
Conclusion
The partnership between Al Bait Al Aseel and Upscape exemplifies how tailored technology solutions can address complex operational challenges in the real estate and property management industry. By deploying a custom Property Management Solution integrated with ERPNext, Upscape empowered Al Bait Al Aseel to overcome inefficiencies, enhance customer service, and position themselves for future scalability. Launched on February 2, 2024, after a 5-month development cycle, this project stands as a testament to the power of innovation in driving business success.