How Hausing updated BLRT's lease and utility management to save a week's worth of administrative tasks

Have been using Hausing for: 1+ year

User of: Utilities calculation, lease management, invoicing, maintenance management

Total square meters managed: 15 000+

Used before: Excel

About BLRT

BLRT is the leading industrial holding in the Baltics. Their main areas of expertise are shipbuilding, repair, manufacturing, mechanical engineering, etc. The holding employs about 4000 people and has numerous subsidiaries. One of these subsidiaries is involved in property management. For example, they manage the Noblessner Port City in Tallinn. 

The Challenge

About 2-3 years ago was the first time, they started thinking about digitalizing how to keep track of leases and share utility costs between tenants more smoothly.

“It seemed impossible that in today’s world, where everything is digital, we were still using things with multiple Excel sheets,” said Ergo.

The real challenge arose when a colleague, who had been responsible for leases and shared utilities, left her job. Before leaving, she tried to pass on her tasks to the next person. However, having managed everything alone for many years, her systems were hard for others to understand. The process was overwhelming, and it became clear that a new system was necessary. 

How and Why Hausing?

They decided to leave Excel behind, because every month it took a week, to complete invoices and utility calculations. 

Initially, they tried another property management program, but its implementation was difficult, and some key functions were missing. So, they abandoned that solution and kept searching.

It was important to them that the company they chose would tick these boxes:  

• Experienced,
• Serious about data protection,
• Provides a solution for invoicing.

Fortunately, Hausing’s sales representative reached out, and they decided to give property management software another try. Soon afterward, they entered into a 1-2 month trial period with Hausing. Ergo mentioned that the most difficult part was ensuring that no details were missed during the setup and that every tenant was charged the correct additional costs. Looking back, he believes entering a new property would be much easier now, having gone through the process once. He finds Hausing quite simple to use.

You can always use the trial and error method with Hausing to reach your desired outcome, said Ergo.

How Hausing improved cost sharing and task management?

Implementing Hausing raised many questions about their previous cost-sharing rules. They simplified several things, made lease adjustments, and clarified their processes. It was necessary to speed up their work and crucial to avoid the situation they had experienced—if a person leaves, all data should be in an understandable format and easy to pass on.

In addition to utility calculations, their main pain point, they began using maintenance management to track daily maintenance tasks and assign them to responsible individuals.

 “Sometimes I use ticketing just to make notes to myself,” said Ergo about the task management system. In the future, they plan to use Hausing’s preventive maintenance module to complete even more work orders on one platform. 

In conclusion

Hausing has positively impacted their work processes, and tasks that once took a week are now completed much faster. This freed-up time can now be used for more important assignments. Digitalizing their daily tasks led to software adoption and simplification of many aspects of their job. Now, everyone is on the same page, and there’s no need to worry if someone takes a vacation or leaves the company. The data is in an understandable format and securely stored.