Business Challenge
Before the project, the association relied on legacy desktop software, paper invoices, and community bulletin boards to manage operations and communicate with residents. Key issues included:
- Disorganized maintenance tracking and delayed service execution
- Missed or late rent due to lack of digital payment options
- No centralized dashboard to manage documents, units, or residents
- Limited visibility into service requests, tenant concerns, or usage data
- High overhead in coordinating with city services manually
- Language barriers and inconsistent communication with tenants
The association needed a digital ecosystem to connect property managers, tenants, and city services in one system—streamlining communication, automating key tasks, and improving the resident experience.
Solution
The housing association managed multiple residential properties across different districts, each with its own group of tenants, maintenance staff, and utility providers. Day-to-day operations involved billing, handling maintenance requests, coordinating inspections, and issuing notices—all through a patchwork of disconnected tools and spreadsheets.
Our goal was not to reinvent their internal processes, but to build a system that digitized and simplified them. We began by identifying the specific roles—residents, property managers, service providers—and mapping how they interacted with documents, payments, and one another. Rather than centralizing everything into one generic system, we created separate but connected modules that reflected how the organization already worked.
The resident app provided an intuitive way for tenants to access utility bills, announcements, and service requests. On the administrative side, we built a back-office portal that allowed staff to manage properties, units, contracts, and tenants from a single interface. We also integrated with relevant city systems to streamline tasks like syncing inspection schedules and managing waste services.
Throughout development, we focused on removing duplicate data entry, automating common workflows, and ensuring that each user only saw the tools relevant to their role.
The resulting system included:
📱 Resident Mobile App
Instant access to bills, announcements, maintenance tracking, and local services through an intuitive app.
🛠️ Maintenance Request Tracking
Residents can submit and track service requests; staff can manage workflows, assignments, and progress updates.
💬 In-App Communication & Announcements
Broadcast messages, push notifications, and event updates to tenants directly from the admin dashboard.
💼 Back-Office Management Portal
Manage tenants, contracts, documents, property units, billing, and communication from a single interface.
🌐 Integration with Municipal Services
Seamless API integrations with city services (waste management, utilities, inspections, etc.) for smarter living.
💳 Digital Payments & Invoicing
Automated rent and utility billing, digital payments, and financial history for both tenants and admins.
📊 Analytics & Reporting
Real-time dashboards and downloadable reports on property usage, maintenance, financials, and communication efficiency.
Project Stages
- Discovery & Specification: Interviewed housing managers and service coordinators to define data flows, stakeholder needs, and compliance requirements
- Design & Prototyping: Designed mobile-first flows for residents and a control dashboard for property teams
- Development: Built modules for tenant onboarding, maintenance tracking, digital billing, and city service syncing
- Testing & Rollout: Piloted in three residential complexes before scaling to the full property network
Business Outcomes
✅ 40% drop in inbound calls thanks to in-app notifications and service request tracking
✅ Over 80% of rent now collected via digital channels
✅ All resident communication centralized in one multilingual platform
✅ Maintenance tickets are resolved 30% faster due to real-time visibility and workflow routing
✅ City services (waste, utilities, inspection) now auto-synced and visible in resident apps
Technologies Used
- Kotlin / Swift: Native mobile apps for Android and iOS
- Vue.js: Web portal for admins and property managers
- Python: Backend logic and city service integrations
- PostgreSQL: Data storage for tenant, billing, and unit records
- OAuth2 Authentication: Secure, role-based access for all system users
- REST & GraphQL APIs: Real-time sync with municipal systems and external billing tools
Need a Similar Solution?
We build digital tools for housing authorities, real estate managers, and civic organizations looking to streamline operations and improve tenant engagement. If you’re looking to modernize your property or community management system, let’s talk!
