The client, a property management company, paid the broker’s commission based on the first month’s rent received from the prospective tenants. The commission paid varied from broker to broker depending on the agreement between the broker and the client. An ERP system was used to record the rent received from tenants, and the commission paid out to brokers was calculated manually and recorded in Excel spreadsheets. This created an information lag, which hindered quick analysis and decision-making. It was difficult to keep track of information, and commissions were sometimes paid before rent was received.

Assetsoft created a broker portal application that enabled brokers to enter all tenant details, and requests for commission. The application automatically verified information entered by the broker with existing information in the client’s ERP system to validate all tenant details. Once the first month’s rent was paid by the tenant, the application automatically calculated the commission amount to be paid to the broker. The commission calculated in the application was transferred as a payable record to the ERP system and the client was able to issue cheques to the brokers. This broker portal freed up the client’s staff time by transferring the responsibility to the broker for claiming commissions. Throughout the entire process, the broker was able to see the status of the commission request via the broker portal application.

• Increased efficiency through integration of previously isolated information
• Access to real-time broker performance data to improve tracking and forecasting
• Reduced risk of miscalculation and misallocation of commissions

The New York client had difficulty optimizing processes related to legal services and cost tracking. They were using a Windows based application, which was only accessible by internal office staff.  The information entered in this application was not integrated with the ERP system. Since there was no single system available where all information was accessible, legal associates struggled to identify and collect updated information on tenants linked to a specific case. Additionally, administrative staff struggled to track the specific costs related to each legal case as the legal invoices were not properly allocated. More time was spent to contact the legal associates directly to inquire about each and every case. The lack of appropriate cost tracking methods hindered the client’s ability to identify the amount charged to the tenants.

Assetsoft created a custom application called Legal Portal, which aggregated information from all ERP systems. The legal associates were able to easily access data relevant to specific cases, including tenant details and documentation in real time from their mobile devices instantly. They were also able to enter the billable hours and case details directly into Legal Portal. This reduced administrative issues, as the application enabled administrative staff to keep track of case progress and the hours spent on each case by legal associates. Administrative staff were able to keep track of their own time spent on each case. In addition, the Legal Portal enabled the client to send email reminders to legal associates about upcoming cases automatically.

• Able to accurately track the costs of taking tenants to court and the actual cost of rentals 
• Reduced data discrepancies across platforms and increased billing accuracy for both lawyers and tenants
• Better matching of legal invoices with actual hours spent by legal associates
• 80% increase in office and lawyer productivity by eliminating the need to search for documentation