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How do you manage hundreds of student homes with minimal manual administration?

Read the case study

90% Rental Process Automated

1 Manual Step

100% Exact Online Integrated

Where the story begins

StudentStay provides modern student housing across the Netherlands, helping students find comfortable, fully equipped apartments near their universities. Managing hundreds of properties meant keeping everything organized, from applications to monthly invoices. But with most processes still handled manually, their growing workload started to slow them down. To keep things running smoothly, StudentStay needed a system that could do the heavy lifting for them.

The problem

The rental process was complex and time-consuming. Applications, invoicing, and maintenance requests were tracked through countless Excel sheets and manual updates. This made the process prone to errors and inefficiencies. Without automation, valuable time and opportunities were being lost, and managing occupancy at scale became increasingly difficult.

The solution

We developed a new backend system that connected directly to their Exact Online environment. This integration made it possible to manage renters, payments, and invoicing with minimal manual input. The system also handles fines, maintenance requests, and communication, all in one place. Frequent meetings and an open ticket system kept collaboration smooth, ensuring StudentStay could request updates and features as their needs evolved.

The result

After launch, nearly the entire rental process became automated, from student applications and approvals to monthly payments and invoicing. Only the vetting of new renters remains a manual step. The result is a faster, more reliable process that reduces workload and helps keep properties consistently occupied. StudentStay continues to expand the system with new features, confident that their digital foundation can grow alongside them.