PropVista Holdings managed 200+ commercial properties across 8 cities — entirely on paper and Excel. Rent collection was a monthly firefight. Maintenance requests disappeared into WhatsApp groups. Occupancy data was anyone's best guess. We built CurlWare ERP for Real Estate, digitizing every aspect of their operation and adding $560K to their bottom line annually.
200+
properties
600+
tenants
8
cities
$4.2M+
annual Revenue
Founded in 2005, PropVista is one of Texas's largest commercial property managers, with a portfolio spanning office complexes, shopping centers, and warehouses across Austin, Houston, San Antonio, and 5 other cities. Despite their scale, operations ran on 3 pillars: paper tenant files, Excel rent registers, and WhatsApp. The founding family managed everything personally — a system that worked with 20 properties but was collapsing under 200.
PropVista's operational model hadn't changed since they had 15 tenants. Now with 200+ properties and 600+ tenants, the cracks were impossible to ignore. The CFO described it as 'running a marathon with your shoelaces tied together.'
Rent was tracked in a master Excel file maintained by one person. When she took leave, collections stopped. Invoices went out inconsistently. 35% of tenants paid late — not because they couldn't pay, but because they forgot or the invoice never reached them.
Tenants reported maintenance issues via WhatsApp or phone calls to the landlord. These reports were never logged, tracked, or prioritized. The same AC unit might get reported 6 times by 6 different tenants before anyone realized it was the same unit.
PropVista couldn't answer basic strategic questions: Which properties had the highest vacancy? Which tenant segments were most profitable? When were key lease renewals coming up? Decisions were made on intuition, not data.
New tenant onboarding involved 12 paper forms, 4 in-person visits, and an average of 18 days from application to keys. In a competitive market where speed matters, this was losing them tenants to faster-moving competitors.
CurlWare ERP for Real Estate unified every function — leasing, rent collection, maintenance, and analytics — into a single platform. For the first time, PropVista's leadership could see their entire portfolio on one dashboard and act on real-time data.
Our Approach: We built in 3 modules, delivered sequentially, so PropVista saw value every 4-5 weeks rather than waiting 4 months for a big reveal. Module 1 (Rent & Leasing) went live in Week 5 and immediately automated 80% of the finance team's manual work. Module 2 (Maintenance) followed. Module 3 (Analytics) turned their data into strategic insights.
Automated rent invoicing with scheduled generation, multi-channel delivery (email + SMS + printed), and automatic late-fee calculation per lease terms
Digital tenant portal for rent payment (ACH, bank transfer, card), maintenance requests with photo upload, lease document access, and renewal management
Maintenance ticketing system with auto-assignment, priority scoring, SLA tracking, and tenant-facing status updates
Real-time portfolio dashboard showing occupancy rates, rent collection %, upcoming lease expiries, maintenance backlog, and property-level P&L
Digital tenant onboarding with e-signature support, document upload, and automated background verification — reducing time-to-keys from 18 days to 6 minutes
Multi-city analytics comparing performance across markets, identifying underperforming properties, and forecasting revenue based on lease expiry schedules
A phased approach ensured value delivery at every milestone — not just at the finish line.
Shadowed finance team for one full billing cycle. Documented every touchpoint in tenant lifecycle. Discovered that the single Excel rent tracker had 14 undocumented macros — the author was the only person who understood them. Built the case for digital transformation.
Built automated invoicing engine, tenant ledger, and payment gateway integration. Migrated 600+ tenant records and 200+ lease agreements into the platform. Launched tenant portal for rent payment. Automated invoicing went live — finance team's manual workload dropped 80% overnight.
Built ticketing system with photo upload, auto-routing to maintenance staff, and SLA tracking. Launched tenant-facing maintenance portal. Within first week, 47 pending maintenance requests were logged and prioritized — many of which management didn't know existed.
Built portfolio dashboard with occupancy, revenue, and maintenance KPIs. Added lease expiry forecasting and tenant churn risk scoring. For the first time, PropVista could see that 3 of their 'premium' properties had been operating at a loss. They renegotiated terms within 30 days.
Built end-to-end digital onboarding flow with e-signatures, document uploads, and automated verification. Integrated DocuSign for legally binding lease execution. Tested with 5 new tenants — average time-to-keys dropped from 18 days to 6 minutes.
Conducted on-site training for finance, operations, and maintenance teams. Built knowledge base with 30+ help articles in English and Spanish. Established maintenance retainer with SLA. Handed over platform with full documentation.
Every metric is independently verifiable. These aren't vanity numbers — they're business outcomes.
94%
Rent Collected On Time
Up from 65% pre-implementation. Automated invoicing, multi-channel reminders, and easy digital payment options made on-time payment the path of least resistance for tenants.
6 Minutes
Average Tenant Onboarding Time
Down from 18 days. Digital forms, e-signatures, and automated background verification eliminated the paper chase. PropVista started winning tenants specifically because of their onboarding speed.
$560K
Annual Cost Savings
Reduced finance team from 7 to 3 through automation. Eliminated late-payment write-offs. Renegotiated 12 leases based on analytics. Reduced maintenance contractor costs by 23% through competitive bidding enabled by the ticketing system.
100%
Portfolio Visibility Achieved
For the first time in 20 years, PropVista's MD could see real-time occupancy, revenue, and maintenance status for every property on a single screen. Strategic decisions that used to require weeks of data gathering now happen in minutes.
“I've been running this business for 20 years. The first time I opened the dashboard and saw every property, every tenant, every rupee in real time — I actually laughed. I couldn't believe we'd been running blind for two decades. This platform changed how I think about my own company.”
Ahmed Hossain
Managing Director, PropVista Holdings
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