Headquarters: Farmington, UT The Solution
HOA Strategies implemented Vantaca's integrated workflow system to replace their disconnected vendor ecosystem and ensure consistent service delivery across all managers. Adding HOAi provides 24/7 automated triage and response capabilities, freeing staff to focus on strategic priorities like board relationships and capital improvement projects.
Key Challenges Included:
- Disconnected systems – Before Vantaca, HOA Strategies used multiple separate vendors for portal, payments, and task management with no integration between platforms.
- No visibility or tracking – The team was unable to monitor task completion times, staff performance, or ensure work was done without manual oversight.
- Inconsistent service delivery – Service quality varied by manager with no standardized workflows to ensure consistent homeowner experience.
- Poor communication management – Scattered email systems made timely responses impossible to track, causing items to fall through the cracks.
Benefits of Vantaca & HOAi:
- 800+ hours saved in labor time – Within just a few months of implementation, about 4 minutes are saved per email and invoice processed.
- 20% reduction in customer service calls – Homeowners self-serve through the portal with quick, timely AI-generated responses.
- Budget prep accelerated from 1–2 weeks to minutes – Tasks that previously took weeks to complete are now done in minutes.
- Same-day or 24-hour response times – Direct oversight through workflows enables consistent, timely responses to all homeowner communications.
“Vantaca and HOAi, when paired together, have given our staff the time and the resources that they need to focus on higher level priorities. They’re now spending that time building relationships with their boards, focusing on capital improvement projects, and really investing that human knowledge and expertise where it is needed.”