How NUMAI Tripled Its Unit Count While Reducing Administrative Workload by 40%.

In the competitive world of residential real estate, achieving operational efficiency while scaling rapidly is a complex challenge. NUMAI, the first independent provider of “Rent to Buy” services in the Baltic States, encountered this challenge firsthand.

Founded in May 2019, NUMAI quickly became one of Lithuania’s largest buyers of residential property. Within the first year, the company grew its managed portfolio to €3.5 million, with a target of €10 million by the end of 2020. However, as growth accelerated, so did the complexity of operations.

The Challenges 

1. Juggling Fragmented Tools

NUMAI initially managed its operations using multiple disconnected tools: spreadsheets for tracking availability, separate platforms for invoicing and bookings, and email threads to maintain coordination. As the portfolio grew, so did the gaps, this fragmented approach resulted in data duplication, inconsistent records, and delayed billing. 

2. Administrative Overload

Managing dozens of tenants across multiple properties meant the Numai team found themselves spending hours each week on repetitive administrative tasks, creating a bottleneck that constrained further growth.

3. No Real-Time Insights

Without an overview of space availability, occupancy trends, or operational metrics, planning was based on guesswork. The absence of real-time insights made it difficult to make informed decisions at speed.

The Outcome

After implementing Soft4Spaces, a centralised solution to replace its fragmented tools and manual workflows, NUMAI achieved the following results:

• Tripled their managed unit count
• Reduced administrative workload by 40%
• Improved billing accuracy and cut late payments
• Expanded to new cities without increasing headcount
  
  

“SOFT4Spaces helps us grow faster while staying lean,” says Gediminas Meškauskas, CEO of Numai. “It solves the problems we used to patch together with emails and spreadsheets.

Conclusion

NUMAI’s transformation demonstrates how modernising operational processes can unlock scalability, reduce internal strain, and support growth into new markets. By addressing inefficiencies at the core of its operations, NUMAI positioned itself for long-term success; achieving measurable gains in both performance and productivity.

Want to learn more? Visit Soft4Spaces