Case studies
Service operations plus engineering, energy and infrastructure projects: companies where a badly solved process costs hundreds of hours a month.
Ilia Topuria’s company
Automated from the inside
One of our partners was a shareholder and COO, and automated the company from the inside.
Hotels and residences · 600+ employees
One system instead of separate departments
Built with SmartRental
Simplier AI
Decisions and operational risk in hotel operations, resolved in seconds.
Waste-to-energy plants for governments
Proposals in days, not weeks
Cases in detail
Accommodation and asset management
01How the ownership of a national and international hotel and residential operator moved to a systematised, data-driven operation, gaining control, visibility and room to grow without multiplying headcount.
A hospitality and third-party residential operator (short stay, long stay and hotels) with over 600 employees, ~900 long-stay rooms and ~5,000 active listings. It moved from manual coordination (email, spreadsheets, chat) to a systematised operation: centralised data, standardised processes and every action traceable.
Like every company growing fast across several countries, SmartRental reached the point where manual coordination (email, spreadsheets, chat, person-by-person follow-up) hits its ceiling.
At that scale, even the best teams need systems that guarantee nothing is lost and everything is visible.
One central board holding every department, task and asset (domestic and international) plus new asset openings and external supplier follow-up. Every task is logged, assigned and carries status and date in real time.
CRM deployed in short stay, long stay and F&B/events: lead capture, commercial follow-up, automated communication and one central client database.
Booking ingestion, data feeds, notifications, reporting and communications (previously manual) now run on their own and leave a trace.
Connection to the finance ERP, revenue tools, WhatsApp Business and distribution portals, so systems stop living in isolation.
Standardisation and documentation of critical processes: CAPEX flow, incident escalation, asset openings and AI-assisted invoice review.
Know at any moment what each team is doing, the status of everything and what has a date, without having to ask.
Knowledge and follow-up live in the system, not in someone's head. The company stops being fragile when someone leaves.
Relevant information arrives ordered and on time. Leadership stops chasing data and spends its time deciding.
The repetitive work that consumed staff hours is done by automation, with fewer errors and at marginal cost.
Everyone works on the same data. Contradictory versions between areas disappear.
Opening new assets or lines builds on already systematised processes instead of reinventing the operation each time.
A repeatable, AI-powered method: discovery, build, iterate. We understand in depth how each area actually works, build on what already exists and iterate with continuous delivery instead of long projects that land late. The pace achieved matches what a traditional approach would need from a team of ~70 people over ~9 months.
Services
02A services group with several business lines and a globally known personal brand: the priority was taking admin work off the team without changing the tools it already used every day.
Ilia Topuria's company. One of our partners was a shareholder and COO and automated it from the inside: contracts that used to be drafted by hand one by one are now generated with the client data inside, ready to review and sign. Automation of internal processes and repetitive workflows, integrated with the tools the team already used every day and without pausing the operation.
Growth rested on a small team that spent much of the day on admin tasks, manual follow-up and reminders.
Each business line had solved its processes its own way, so the same information was recorded several times in different places.
An inventory of internal processes per business line, with hours spent, error risk and an order of attack agreed with leadership.
Repetitive logging, tracking and reminder tasks now run on their own, leaving a trace of every step.
Every request has a clear path: who approves, within what deadline and which alerts fire if something stalls.
Connected to the internal tools already in use, so nobody has to learn a new system or duplicate data.
Every flow ships with its manual and a training session, so the internal team maintains and extends it.
Repetitive admin work stops consuming the mornings of key people.
Every task has an owner and a date, and alerts fire before anything is forgotten.
The same information is entered once and is available across every line.
Automation was built on the existing tools, so adoption was immediate.
Discovery with the people who actually run the process, build on the tools they already use, and weekly iteration. Every delivery goes live and is adjusted with real usage before moving to the next one.
Engineering
03In engineering, the product is documentation: reports, design memos and technical deliverables. The goal was for the team to spend its time on engineering judgement, not on assembling documents.
An engineering firm involved in Europe's largest Waste to Energy projects, especially in Italy. We automated project reporting, technical document generation and a company brain that centralises internal knowledge and answers citing the real sources.
Project knowledge was spread across folders, email and document versions, and finding the right figure depended on asking the right person.
Project and site reporting was assembled by hand every time, with the risk of working from a version that was no longer current.
Reports consolidated by phase, generated from real progress and ready for review instead of being compiled by hand.
Design memos and deliverables are drafted on the firm's own templates, with project data already in place.
Internal knowledge is queried in natural language and every answer names the source document and section.
Every document issued is logged with its version, author and date, so it is always clear what was sent.
The systems read from where the team already stores information, with no need to move files somewhere new.
The technical team's time goes back to engineering judgement, not formatting.
Every figure retrieved can be checked in the original document.
What the firm knows lives in the system and remains available when teams change.
Reporting comes from real progress, so leadership and client see the same picture.
Discovery with the technical office to understand how each deliverable is really produced, build on their templates and repositories, and iterate document by document until the output passes technical review untouched.
Waste to Energy infrastructure (Africa)
04Waste-to-energy infrastructure deployed across several countries, with teams spread over time zones: the challenge was not technical, it was keeping one single picture of the project.
Waste-to-energy infrastructure in Africa. The same approach as Icaria (reporting, documentation and a company brain), adapted to teams spread across several countries and time zones.
With teams in different countries, each reported in its own way and on its own schedule, so leadership never had the same picture at the same time.
Connectivity is not always there: any flow that assumes a permanent connection breaks in the field.
Each plant's progress is captured in the same format and consolidated into a single report, comparable across countries.
Periodic reports and follow-up documentation are generated and distributed on schedule, without relying on anyone remembering.
Procedures, specifications and project history can be consulted from any country, with the source in view.
Processes accept deferred submissions and sync when the connection returns, without losing records.
Status per plant and phase, with owners and dates, designed to be presented to partners and funders too.
Every country reports the same way, so comparisons stop being an interpretation.
Reports go out on schedule and leadership stops requesting them one by one.
People in the field find the right procedure without calling head office.
Progress is presented with traceable data and dates, not last-minute estimates.
Discovery with the leads in each country, build a common reporting format, and iterate by reporting cycle until information arrives complete with no reminders needed.
Detailed project results are shared on the first call, with figures verified by the client.
Who we fit
Companies above 100 people with repetitive processes and saturated teams.
Live ERP, CRM and internal tools: we automate around them, not from scratch.
Leadership that needs measurable results, not another dead-end pilot.
Public administrations with high documentary volume and strict traceability requirements.
A 30-minute call is enough to know if it can be automated, how much you can save and where to start without stopping the operation.