case study

Kaamos Ehitus vs Excel – How Hausing brought clarity and efficiency

Kaamos Ehitus has been designing and constructing various types of buildings since 2005, and each year they have over 500 apartments under active warranty. Hausing has been in use for managing warranty work since 2020, but more active usage began about two years ago. This article outlines the changes in their workflows since then and where things are headed next.

Using Hausing since: 2020

Main modules used in Hausing: warranty management, maintenance diary, inspections

Previously used: Excel and email

In this case study, we interviewed Alex Talisainen, the head of the warranty and quality department at Kaamos Ehitus. Alex has held various roles in real estate and has completed studies in property maintenance, earning a level 6 property manager certification. He joined Kaamos to build the company’s warranty management system, a task he has now been doing for 2.5 years.

“I was given full freedom at the beginning, and today our warranty management has settled into place,” said Alex.

About Kaamos Ehitus and warranty management

Kaamos Ehitus has been creating innovative and energy-efficient homes, commercial and industrial buildings, and entire residential areas since 2005. Their goal is to deliver significant projects, that have a meaning.

Their projects include the Avala business quarter, Tammsaare business center, and residential areas like Hõbemetsa and Vikimõisa.

Warranty management is an area where high quality must be maintained. The most likely recurring customer is someone who has already had a positive experience buying an apartment. When they need new real estate, they are likely to return to a company where the whole experience, from sale to after-sales service, was good.

Alex’s thoughts on warranty management:

“Warranty and after-sales service shouldn't be considered construction costs—they should be seen as marketing expenses. If handled at a top level, clients are very likely to return in the future.”

Warranty management three years ago

When Alex joined Kaamos, he faced a large number of Excel spreadsheets. He had to review them one by one to understand which issues were solved and which were not. Until then, warranty problems were handled by project managers who assigned site managers to resolve issues. Each site manager had their own Excel file, making it impossible to get a company-wide overview or summary of recurring issues. This kind of disorganized system can eventually lead to dissatisfied customers.

All warranty tasks were sent to a single email inbox, leading to lost agreements and unclear responsibilities.

“The problem with email communication is that it requires too many follow-up questions, which delays the process.”

Often, essential information—like apartment details or contact numbers—was missing.

The need became clear:

To move away from Excel,
To make the process more efficient,
To increase transparency,
To make the system easier to understand for everyone.

Solving past issues was difficult since relevant data was buried in the inboxes of former employees, and many Excel files had to be manually reconciled. This old system was in place for about six months before they shifted their focus to the future.

Replacing Excel

Hausing had been quietly in the background for a few years, and the decision was made to fully integrate warranty service into Hausing.

Kaamos expected Hausing to address:

Customer communication,
Tracking tickets/issues,
Deadlines – every task and response needed a deadline,
Monitoring workloads to evenly distribute assignments.

Previously, residents emailed their issues. Now, each user was given access to Hausing, and issues had to be submitted directly into the system.

“I'm glad to say customers accepted the software very well. It’s now completely natural for a client to submit their own task.”

The team also embraced the change, understanding its purpose. Subcontractors were more divided—some took longer to adapt, while others immediately saw the benefits.

“Subcontractors like being able to mark work as complete without sending emails. The entire work history remains accessible to all involved.”

Now, all information about a warranty task—communication, assignee, responsible parties—is consolidated under one ticket. Before, a task meant writing separately to a subcontractor; now, it’s just one click to forward the job.

Alex also pointed out that employee absences due to vacation or illness no longer disrupt workflows.

“If someone is sick or on vacation, emails just linger there. In Hausing, the work continues.”

Hausing’s analytics and statistics are a major asset, helping to compile summaries of common issues at the end of projects and improve work processes accordingly.

Growing with Hausing

Alex is pleased that all meetings and discussions with Hausing have resulted in practical solutions and good compromises, significantly boosting efficiency.

Recent developments include:

Digital document sharing with residents,
Digital inspections,
Maintenance diary.

Since all essential information is stored in Hausing, residents are directed there to create a habit of retrieving their data from a single source. Adding or updating files is easy. Paper or USB-based methods make updates troublesome.

A pilot project is also underway using the maintenance diary, where tasks can be scheduled with reminders—for example, reminding residents about ventilation system maintenance. This benefits both the constructor and the resident.

Residents can prove maintenance was done on time, and construction company can show service history to technicians when investigating warranty issues.

Kaamos is also interested in offering maintenance services themselves. New homeowners often don’t know how to carry out all maintenance tasks, so it’s helpful to offer professional help.

Positive Changes

We discussed measurable changes from using Hausing and whether Alex would change anything about the system.

Alex said he wouldn’t change it, only continue improving it.

Three biggest changes in 2.5 years:

Resolution time for issues is significantly shorter.
Replacing staff on leave is smoother—reassigning a task is just changing the responsible person, no need for long memos or emails.
What previously required three project managers with Excel now only needs two using Hausing.

“I don’t see any reason why a real estate developer today should still be using Excel,” said Alex.

Summary

Hausing has made Kaamos’ warranty management faster and easier. Communication with clients is clearer, task distribution is more efficient, and the entire process is easier to track. What required three project managers with Excel now takes only two with Hausing. The software’s analytics have also helped improve quality and reduce recurring problems. According to Alex, modern warranty management requires modern tools—and Excel is no longer enough.

If you’ve faced similar challenges as Kaamos, get in touch or try Hausing for free to see how it works.