Accommodation and asset management
01SmartRental
How the ownership of a national and international hotel and residential operator moved to a systematised, data-driven operation — gaining control, visibility and room to grow without multiplying headcount.
The client
A hospitality and third-party residential operator (short stay, long stay and hotels) with over 600 employees, ~900 long-stay rooms and ~5,000 active listings. It moved from manual coordination — email, spreadsheets, chat — to a systematised operation: centralised data, standardised processes and every action traceable.
- ~900 rooms (long stay)
- ~5,000 active listings
- Short stay + long stay + hotels
- Domestic and international assets
- 600+ employees
The challenge
Like every company growing fast across several countries, SmartRental reached the point where manual coordination — email, spreadsheets, chat, person-by-person follow-up — hits its ceiling.
At that scale, even the best teams need systems that guarantee nothing is lost and everything is visible.
The leadership decision
- Centralise data in a single source of reference.
- Standardise processes so they always run the same way.
- Turn every relevant action into a traceable task: who, what, when and in which status.
- Automate the repetitive work and reserve human judgement for business, legal and operational decisions.
What we built
Single management and traceability system
One central board holding every department, task and asset — domestic and international — plus new asset openings and external supplier follow-up. Every task is logged, assigned and carries status and date in real time.
CRM across business lines
CRM deployed in short stay, long stay and F&B/events: lead capture, commercial follow-up, automated communication and one central client database.
Automations that free the teams
Booking ingestion, data feeds, notifications, reporting and communications — previously manual — now run on their own and leave a trace.
Integration with the existing stack
Connection to the finance ERP, revenue tools, WhatsApp Business and distribution portals, so systems stop living in isolation.
Key processes documented
Standardisation and documentation of critical processes: CAPEX flow, incident escalation, asset openings and AI-assisted invoice review.
Scope by area
- Leadership
- Operations
- Revenue and Reservations
- Finance and Treasury
- Legal
- Human Resources
- Expansion
- Procurement and F&B
- Facilities
- Projects and Maintenance
- IT and Systems
- Property
What ownership gains
Full real-time control
Know at any moment what each team is doing, the status of everything and what has a date — without having to ask.
Less dependency on specific people
Knowledge and follow-up live in the system, not in someone's head. The company stops being fragile when someone leaves.
Leadership time recovered
Relevant information arrives ordered and on time. Leadership stops chasing data and spends its time deciding.
Operational efficiency
The repetitive work that consumed staff hours is done by automation, with fewer errors and at marginal cost.
One version of the truth
Everyone works on the same data. Contradictory versions between areas disappear.
A base to scale
Opening new assets or lines builds on already systematised processes instead of reinventing the operation each time.
The numbers
- 0%
- of tasks traceable in real time
- 0
- workstreams orchestrated in parallel
- 0
- business verticals on one system
- 0+
- active initiatives managed at once
- 0+
- employees in the operation
- ~0 people / 9 months
- traditional equivalent of the delivery pace achieved with AI
How it was done
A repeatable, AI-powered method: discovery, build, iterate. We understand in depth how each area actually works, build on what already exists and iterate with continuous delivery instead of long projects that land late. The pace achieved matches what a traditional approach would need from a team of ~70 people over ~9 months.