Case study · Property services

One question. Answered in seconds, not ten systems

Customer info was spread across ten different apps. Every answer meant a hunt. Now the whole team asks one assistant, and the monthly invoicing builds itself.

Business: Reserve studies for property managers
Team using it: 16 people, from the CEO to project managers
Live since: May 2026

A woman leaning back at her desk with a coffee, smiling at her phone, laptop closed

invoices built by hand. Billing now only approves them.

15min

for an audit of 38 properties that took 5 to 7 hours by hand

580

real work questions handled in 4 months

900hrs

of manual work taken off the team. About 5 months of one full-time person.

Hours are our estimate, between 320 and 920, worked out task by task. Everything else is counted.

Before

Every answer meant opening ten apps

Billing checked ten different systems to answer one customer question.
Monthly invoices for property managers were built by hand, one by one.
Renewal reminders ran on a fragile setup that broke and skipped weeks.
Reports for the boss were pulled together by hand every two weeks.

A normal day now

The team asks in chat. The answer comes back with the file

8:05am

Billing, first coffee

Who renewed in July but hasn't paid?8:05

Checked all 66. One was never invoiced. Here's the list.8:05

11:40am

Sales, before a call

Brief me on this client before my 12pm11:40

PDFClient brief, 6 pagesDeals, invoices, projects and what they said last call.11:42

2:15pm

The COO, between meetings

Why are we losing bids?2:15

Built you a deck from every lost deal. Partner clubs win at half the rate. Details inside.2:18

24th

Every month, on its own

This month's invoices are ready. 682 properties counted. Approve and I'll send them on the 26th.9:00

Approved9:12

Examples based on real requests. Customer details left out.

What changed

Three jobs nobody has to do anymore

1 click

to send the month's invoices

The invoices build themselves

Every month it counts each customer's properties, works out the price, keeps a draft invoice up to date and posts it for approval. A person says yes. Only then does it send. It never sends on its own.

WasHours of invoices by hand, every month

NowReview, approve, done

782

unanswered billing emails found in one go

Nothing slips through the inbox

Billing asked which customers never replied. It read the whole accounts inbox and came back with every one of them as a list, ready to chase.

WasScrolling the inbox, hoping

NowOne list, ready to chase

2 min

median time for an answer

The boss gets answers the same day

Sales performance, lost bids, which customers are worth the most. Questions that used to wait two weeks for a report now come back in minutes, as a spreadsheet or a deck.

WasA report every two weeks

NowAsk any time, get the file

Now she could just simply ask one question, and boom, it collects it all. And there it is. And it's accurate.

ChrisCOO, Smart Property

Chris, COO, Smart Property · 2:32

So you're telling me I won't be doing any invoices? Then I'll just approve, approve, approve.

Billing and collections lead

It will remember things that you just can't remember.

Chris, COO

One thing that's kind of surprised me about it is how fast it learns.

Chris, COO

The honest bit

It only changes things after someone says yes. It reads everything, but it asks before it touches a customer record or sends a thing.

Early on a few answers needed a second look, and a couple of connections dropped. The team flagged it in chat, and it was fixed and remembered for next time.

Stop digging through ten apps

One call. We connect your systems while you are on it.

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