Digital Rental Management Platform for “Zimniy Apartment House”

From Excel Sheets and Paperwork to a Unified System of Business Processes, CRM, BI, and Service Management

4stages covered

6recorded outcomes

360°project context

01 / project brief

The challenge, without the noise

We define the business goal first, then select the technology.

Goal

What Was Not Working Before Implementation

No digital database — everything stored in folders and paperwork
Clients, apartments, and payments were not connected
Coordinators, accounting, and service departments worked manually
No clear visibility of available units or apartments under maintenance
Owner-related data was collected manually
Excel-based workflows — vulnerable, slow, and difficult to scale

Client request

What needed to change

“Create a unified platform for managing properties, tenants, employees, service requests, and reporting for all business participants — with integration into 1C and BI systems.”

02 / delivery process

From discovery
to a working system

01
CRM and Property Database Setup
- Basic sales funnel for the contract department
- Database of apartments, service requests, and parking spaces
- IP telephony integrated with the customer profile
Stage outcome
Digital visibility of all processes — from the first call to payment.
02
Creation of an Apartment Database with Status Tracking
- Ready for rental
- Pending confirmation
- Rented out
- Unavailable, maintenance in progress
Additional features implemented:
- Apartment inventory management
- Linking property assets to contracts
- History tracking for each property
Stage outcome
Complete tracking for every property and inventory management without unnecessary spreadsheets.
03
Service and Operational Infrastructure
Organization of department workflows:
- Contract department: leads, property viewings, payments, document scans, transfer to 1C
- Service department: requests, on-site visits, issue resolution
- Coordination department: staff assignment and communication
- Accounting department: automated payment tracking and electronic document management
- HR department: employee movement and shift management
- Messengers and calls: CRM integration
Stage outcome
An end-to-end workflow was built across all departments — everything managed in a single interface.
04
BI Reporting and Analytics
Tools implemented:
- BI configurator tailored to the owners’ requests
- Interactive property maps
- Reports for business stakeholders (two founders)
- Tracking of debtors and overdue payments
Stage outcome
Management became transparent and predictable, with analytics доступible in just two clicks.

03 / impact

What changed after launch

Not a list of features, but real changes in day-to-day operations.

01
500+ properties, each with a complete history
02
Full transition to a cloud-based platform
03
Telephony, messengers, and electronic document management — all in one interface
04
Applications are processed 50% faster
05
Founders and executives have full access to analytics
06
The system is ready for expansion into other regions