Case Study: Property Management IT Consolidation
A multi-state property management firm consolidated 40% of its vendors and saved $180K annually with a fractional CIO-led 3-year IT roadmap.
Client: Multi-State Property Management Firm — Property Management / Real Estate
The challenge
- IT budget spiraling with no visibility into spend or ROI
- Dozens of overlapping SaaS tools across locations
- No unified roadmap for hardware, software, or vendor renewals
- Leadership lacked board-ready IT reporting
The approach
- Vendor and license audit: Cataloged every contract, seat, and renewal date across the portfolio.
- Tool rationalization: Identified overlapping tools and selected single-source winners by use case.
- Negotiation and consolidation: Renegotiated contracts and consolidated to enterprise agreements.
- 3-year IT roadmap: Built a phased roadmap aligned to growth plans and budget cycles.
- Board reporting: Established a quarterly IT scorecard for the board.
Results
- $180K in annual savings identified and captured
- Vendor count reduced by 40%
- Board-approved 3-year IT investment plan
- Standardized tool stack across all locations
Tools used: Microsoft 365, AppFolio, Vendr, Productiv, Power BI, Zluri