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 the flexibility and modular design of the system, NOVO PM was the perfect fit for the new commercial facility. Key stages of implementation included:

• Quick project start – the contract was signed in August 2024, which enabled immediate action.
• Support from NOVO experts – the NOVO team supported the client in preparing data, analyzing it, and entering it into the system.
• Comprehensive parameterization and testing – automatic invoicing, utility billing, security management, and debt collection functions were implemented. Everything was launched in 4 weeks.
• Process integration – the system was integrated with the facility’s 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, which allowed for a smooth start of the retail park’s operations.

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 agreements.
Sales documents were automatically delivered to tenants via email.
The system also enabled automatic billing and re-invoicing of utility consumption, which significantly reduced the workload of the administrative team.
Minimization of error risk: The implementation of the automated system eliminated errors associated with manual data processing, which translated into greater tenant satisfaction and streamlined administrative processes.

Saving time and resources:

Process automation allowed the San Park team to focus on strategic aspects of property management instead of engaging in time-consuming operational activities.