Case study

San Park – a modern, medium-sized retail park located in a dynamically developing area of Warsaw. The facility comprises approximately 50 lease agreements concluded with tenants representing various industries.

San Park, a newly opened retail park located in a rapidly developing area of Warsaw, faced significant operational challenges:

• Lack of process automation – generating invoices manually on such a large scale (approx. 50 contracts) would require a lot of work.
• Risk of errors – processing data in Excel spreadsheets increased the risk of mistakes that could damage the facility’s reputation right from the start.
• Time pressure – there were only a few weeks left before the facility opened and invoicing began.

The biggest challenge was to carry out the first invoicing of tenants on time and without errors. The San Park management was aware that errors in settlements could affect financial liquidity and relations with tenants.

To meet these challenges, San Park decided to implement the NOVO Property Management (NOVO PM) system. Thanks to its flexibility and modular structure, NOVO PM was the ideal solution for the new retail facility. The key stages of implementation included:

• Quick project start – the agreement was signed in August 2024, enabling immediate action.
• Support from NOVO experts – the NOVO team supported the client in preparing data, analysing it and entering it into the system.
• Comprehensive parameterisation and testing – automatic invoicing, utility billing, security management and debt collection functions were implemented. Everything was up and running in 4 weeks..
• Process integration – the system was integrated with the facility administration, enabling full automation of operations..

The implementation of the NOVO PM module brought measurable operational and business benefits to San Park:

• Operational readiness from the opening day: The NOVO PM module was fully implemented and launched in just 4 weeks, allowing the retail park to start operations without any problems.
• Automation of key processes: All invoices for basic rent and advance payments for operating costs were automatically generated in accordance with the provisions of the lease contracts.
  Sales documents were automatically delivered to tenants via email.
  The system also enabled automatic settlement and re-invoicing of utility consumption, which significantly reduced the administrative workload.
• Minimisation of error risk: The implementation of an automated system eliminated errors associated with manual data processing, which translated into greater tenant satisfaction and streamlined administrative processes.
• Time and resource savings: Process automation has allowed the San Park team to focus on strategic aspects of property management instead of engaging in time-consuming operational activities.