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Project Name

Transforming Property Portfolio Management in Real Estate with RollUp Magic’s Real-Time Insights

Industry
Real Estate
Technology
Salesforce

Overview

Our client runs a real estate investment firm where they manage residential, commercial, and industrial properties. Primarily, they handle a portfolio of numerous properties for their investors or customers, ensuring that their assets are performing well and will generate expected returns. Our client leverages Salesforce CRM to manage clients, prospects, and properties. They were looking for a solution that would instantly summarize key metrics, such as total property listing, total rent collected, etc, from data stored across different Salesforce objects.

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Challenges

Here are some of the major challenges faced by our real estate client:

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  • Fragmented Data from Multiple Records: Our client had thousands of property records, each containing information related to rental contracts, tenant history, and maintenance logs. This data was stored across different Salesforce objects. They manually aggregated data, like total rent collected, maintenance expenses , and occupancy rates (weekly, monthly, quarterly), which was time-consuming.
  • Manual Data Rollups: Property managers and executives needed consolidated reports on portfolio performance. They relied on technical personnel to manually create and update rollup across different Salesforce objects, such as rental agreements, property details, and contract renewals.
  • Lack of Visibility into Real-Time Data: Management teams require real-time insights to make any decisions, such as adjusting property prices, prioritizing maintenance tasks, etc. With no real-time updates on critical metrics such as total rental income, vacancy rates, and maintenance costs, decision-making was delayed.
  • Technical Expertise: With multiple custom objects in Salesforce, creating dynamic and complex rollups for multiple portfolios required a high degree of Salesforce development expertise. This was resource-intensive and time-consuming.

Our Solution

The real estate investment firm installed RollUp Magic to resolve these challenges and simplify data aggregation across their Salesforce CRM. Here’s how our solution worked for them:

  • Automated Rollups for Key Metrics: With RollUp Magic, the client automatically calculated key metrics like total rental income, average vacancy rate, and maintenance expenses. Our tool’s no-code approach simplified rolling up data from custom objects related to each property, such as lease agreements, tenant records, and maintenance logs.
  • Dynamic Rollups Across Related Objects: Our app assisted property managers in creating custom rollups that summarize data across related objects whether custom or standard, providing real-time insights. For instance, the total revenue of each property can be rolled up to show the overall portfolio revenue.
  • Scheduled Rollups: Scheduled rollups provided daily updates to managers and executives, ensuring that key portfolio performance indicators were always current. Standard dashboards were built using this data to provide an instant view of financial health and property performance across all portfolios.
  • No-Code Configuration: The implementation required no custom development. RollUp Magic's point-and-click interface allowed the firm’s admins to quickly configure and modify rollups as needed, without relying on developers.
Results
With RollUp Magic, our client witnessed:
  • Increased Operational Efficiency: Our client significantly reduced time spent on manual data aggregation. As a result, they were able to focus more on making strategic decisions.
  • Real-Time Portfolio Insights: RollUp Magic enabled the client to create rollups to summarize data in real time for total revenue, vacancy rates, and other key performance indicators. This helped executives make timely decisions related to leasing strategies, property sales, and investments.
  • Improved Tenant and Contract Management: It was super easy for property managers to aggregate tenant data (such as renewals, expirations, etc.). With these insights, they proactively managed tenant relationships and anticipated lease renewals or adjustments.
  • Enhanced Financial Reporting: Our client dynamically rolled up financial metrics such as maintenance costs, rental income, and operational costs across property portfolios. This led to more accurate and timely financial reports for investment analysis and quarterly reviews.

Outcome

outcome

Conclusion

With RollUp Magic , our real estate client was able to aggregate data quickly from different Salesforce objects. This made portfolio management more efficient and data-driven. RollUp Magic’s no-code rollups empowered property managers and executives to instantly retrieve real-time insights that were previously difficult and time-consuming to obtain. This shift not only streamlined reporting but also enabled more proactive management of the firm’s property investments, leading to improved tenant satisfaction and optimized property performance.

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