Brain Station 23 | Odoo ERP Implementation Case Study
Rakayez Properties: one ERP platform for leasing, facilities and finance
Brain Station 23 implemented a unified Odoo ERP for Rakayez Properties, replacing disconnected systems, spreadsheets and manual workflows with a single platform covering the full property lifecycle.
Industry
Real estate
Scope
Leasing to finance
Platform
Odoo ERP
Deployment
AWS cloud
About the client
Rakayez Properties is a real estate organization specializing in property leasing and facility management across residential and commercial units in the UAE.
Running a large portfolio means coordinating several operational layers at once: leasing, facility maintenance, workforce management, accounting and tenant services. The teams involved include leasing agents, facility managers, technicians, accountants and administrative staff.
The challenge
Before partnering with Brain Station 23, Rakayez ran its operations across disconnected systems, spreadsheets and manual workflows. The fragmentation slowed decision-making, limited operational visibility and raised the risk of financial inconsistency.
- Lead and tenant conversionManual lead tracking slowed the journey from enquiry to signed contract.
- Payroll processingComplex salary structures made payroll time-consuming and prone to error.
- Maintenance requestsWork was not classified in a structured way, which limited budgeting and oversight.
- Inventory during work ordersNo real-time monitoring, so materials consumed on maintenance jobs were hard to track accurately.
- Rental revenue accountingRecurring calculations such as Unearned Rental Revenue were handled manually.
- Security depositsReconciliation across contracts added further manual finance work.
- Post-dated chequesCheques, their due dates and their statuses were difficult to track, bounced cheques were hard to manage, and nothing tied them back to the partner ledger.
- Annual maintenance contractsLimited traceability of vendor AMCs: service status, billing and expense provisioning were all handled outside the system.
- Departmental coordinationEach function worked in a different system, with limited shared visibility.
- VAT complianceTax treatment depended on manual accounting effort rather than system rules.
Selection of Brain Station 23
Rakayez partnered with Brain Station 23's Odoo ERP team for its advanced Odoo customization capability and domain expertise in enterprise systems, with the goal of managing the entire property lifecycle from a single source of truth.
The solution
The project began by mapping the full operational journey: how leasing officers acquire tenants, how technicians carry out maintenance tasks and how accountants finalize financial reports. That discovery phase shaped a modular Odoo platform configured around real estate operations, with custom modules developed alongside the core system.
CRM and leasing Property and unit booking Facility management Maintenance work orders Inventory Purchase HR and payroll Attendance and timesheets Accounting and VAT Custom: contract settlement engine Custom: dynamic approval matrix Custom: snag list documentation Custom: post-dated cheque management Custom: AMC management
The system integrates biometric attendance devices and is deployed on AWS cloud infrastructure for availability and scale across technicians and portal users.
Process transformation
Lead to contract
Before: Manual lead tracking across spreadsheets and separate tools.
After: A streamlined leasing journey that starts with lead capture and unit booking, then moves through automated contract generation to final settlement.
A faster lead-to-contract conversion cycle, with greater accuracy at each stage.
Facility management
Before: Unstructured maintenance requests with no live view of materials used.
After: A mobile-ready system where technicians start and stop work order timers from their devices and record materials consumed during repairs. Tasks are classified as reactive, preventive or renovation.
Better maintenance cost tracking, inventory control and budgeting by work type.
HR and workforce
Before: Manual, error-prone payroll with complex salary structures.
After: Biometric attendance feeds a flexible payroll engine that handles structures such as 100% basic salary or a 60/40 split, with automated timesheets and attendance synchronization.
Unified workforce management for technicians, laborers and administrative staff.
Accounting and compliance
Before: Manual journal entries, URR calculations and deposit reconciliation.
After: An accounting engine automates journal entries, revenue recognition and Unearned Rental Revenue, with 5% UAE VAT applied automatically in line with Federal Tax Authority regulations.
Automated revenue recognition and a lighter manual accounting workload.
Post-dated cheques
Before: Cheque due dates and statuses tracked manually, with no link to the partner ledger.
After: Cheques are recorded against the rental contract, so the partner ledger carries the full picture. Due dates and status changes are managed in the system, and a cheque sits in a PDC receivable account in draft before moving to bank on deposit. Bounced cheques are handled in the same flow, with the accounting impact posted automatically.
Visibility of upcoming collections, with every cheque traceable to its contract and its accounting entry.
Annual maintenance contracts
Before: Vendor AMCs tracked outside the system, with service status, billing and expense provisioning disconnected.
After: The purchase order generates service periods and payment terms automatically, service reports are recorded against the contract, and provisioning is reversed for days where service was not delivered.
A single view of each AMC, with automated accounting and no billing or payment errors.
Approvals and inspections
Before: Approval routes and inspection records handled outside any single system.
After: A configurable approval engine routes purchase and material requests through the correct chain based on defined thresholds, while a mobile snag list tool captures inspections with photo evidence and generates reports automatically.
Consistent approval control and documented, auditable property inspections.
Results
Centralized visibility
Data silos were removed and departments became interconnected, giving decision-makers a real-time view of the business.
Faster leasing
Lease-to-contract conversion time was reduced through an automated journey from lead to settlement.
Controlled maintenance costs
Work order timers, material tracking and task classification improved cost visibility and inventory control.
Automated finance
Revenue recognition, URR and VAT treatment run as system processes rather than manual calculations.
Mobile operations
Technicians and portal users work from anywhere on infrastructure built for availability and scale.
Scalability
The portfolio can grow without a matching increase in administrative complexity.