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Case Study

How Lang Management Increased Their Portfolio Capacity by 53% with Vantaca

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53 % increased portfolio capacity per accountant
12 days faster financial delivery with 100% on-time completion by the 25th of each month
< 50 customer service calls a day
3 positions reassigned to higher value work through automation
4 positions reduced in accounting
Lang-Management-Logo (1)

Headquarters: Boca Raton, FL 

The Challenge

Lang Management was struggling with the volume of customer service requests, with three full-time representatives tied up by constant phone calls. Homeowners lacked visibility into their own information, making it difficult to access data and likely increasing inbound support demand. 

At the same time, financial reporting was inefficient, leading to missed deadlines and an inability to complete monthly financials within the current month. These operational issues were made worse by ineffective internal communication, with no reliable way for administrative assistants, customer service, accounting, and managers to collaborate.  

 

Key Challenges Included:

  • Bogged Down Customer Service Team – There were three full-time customer service representatives handling constant phone calls
  • Inefficient Financial Reporting – The Lang team was missing deadlines, never completing all financials within the current month
  • Ineffective Communication Channels - No way for administrative assistants, customer service, accounting, and managers to communicate effectively with customers
  • Lack of Homeowner Visibility – Homeowners couldn’t easily access their data

The Results

  • Staffing Efficiency Gains - Eliminated 7-8 positions total while increasing portfolio capacity from 12 to 18-22 properties per accountant 
  • Financial Reporting Transformation - Achieved 10-12 days faster delivery with 100% on-time completion by 25th of month  
  • Customer Service Improvements - Reduced daily calls to under 50 per day and cut email usage by 50% 
  • Business Growth Results - Increased profitability through efficiency gains, improved client retention, and competitive advantage in new client acquisition 
Marita Butzbach (1)

“As a boutique company, HOAi will us spend more time with our clients by acting as a behind‑the‑scenes worker handling the tasks I’d otherwise do.”

Marita Butzbach Executive Vice President of Property Management Operations, Lang Management

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