A U.S.-based commercial property management firm operating across multiple states, managing tenant coordination, building operations, vendor interactions, and HVAC (Heating, Ventilation, and Air Conditioning) maintenance. The client leveraged Ravti CRM to monitor HVAC assets, ensure compliance, and streamline lease-related processes.
In 2016, the client sought SunTec Data’s expertise to improve HVAC data accuracy and operational efficiency as their portfolio expanded. Key objectives included:
Managing HVAC data at scale presented multiple challenges that required both technical precision and domain expertise:
We assigned 6 data specialists with specific knowledge of HVAC systems (so they could understand technical terms, model numbers, and maintenance details correctly). Since the project involved multiple data management tasks – including data extraction, CRM data entry, data classification, web research, and data validation – we developed a step-by-step framework to ensure accuracy, consistency, and compliance.
We built a three-step system to extract and verify data from images of HVAC units.
Once the information was confirmed, we entered it into Google Sheets in a clean, structured format.
The client utilized three CRM tools for various functions — Ravti for HVAC asset management, Streak for customer/tenant management, and Prism for property operations. We made sure all three systems stayed synchronized by building custom workflows that mapped data fields between systems.”
We used a combination of automated imports and exports, along with manual reviews, to ensure everything remained aligned. This approach ensured that all updates — such as new leases, maintenance logs, or compliance status — were consistently displayed across all systems, thereby avoiding duplicate or missing data.
This created a single, unified digital ecosystem where property managers always had accurate, real-time information.
We created custom lookup tables in Google Sheets to calculate each unit’s cooling capacity (BTU and tonnage) from its model number. This was helpful when the nameplate was hard to read or partially damaged.
The finalized data was then imported into Ravti’s inventory system for tracking HVAC units across properties.
We digitized all maintenance history records for each HVAC unit. Skilled data analysts transcribed information from different documents (PDFs, logs, spreadsheets, etc.) into Ravti CRM. Then, another layer of reviewers cross-checked those entries with service logs and vendor records to ensure nothing was missing or incorrect. This process built an accurate and verified maintenance timeline for every unit.
To interpret and categorize technical information from HVAC units, we created reference guides. This helped identify refrigerant types (like R-22 or R-410A), voltage, electrical phase, and frequency from nameplate data. We also used feedback from HVAC technicians to double-check that the data was accurate and valuable for maintenance planning.
We updated and verified all vendor contact information by using Google searches and industry directories to find accurate contact details (emails, phone numbers, websites) for HVAC service providers. The outdated or incorrect data was replaced with current, verified information. We also ensured 95%+ accuracy by validating each contact, therefore building a nationwide vendor database for the client.
To clean and update property data, we matched old property records to new CRM data using both Prism’s API and manual reviews, removed duplicates, and corrected mismatched IDs. Next, we updated outdated property information so that property management and compliance tracking could run smoothly.
To check whether tenants were keeping up with required HVAC maintenance and documentation, our team reviewed all uploaded service documents in the CRM to ensure they were complete and valid (correct dates, correct type of service, proper documentation). After verifying, we updated each tenant’s record in Streak CRM as either “Compliant” or “Non-Compliant.”
Given direct access to CRM systems, we implemented stringent security protocols:
Ravti CRMHVAC asset tracking and compliance monitoring
Streak CRMTenant compliance workflow management
Prism (Building Engines)Property ID mapping and metadata enrichment
Google SheetsOrganizing and cross-referencing large datasets
Google Search & Web ResearchVendor information enrichment
The client extended their partnership with SunTec Data for ongoing business process outsourcing services, relying on our data enrichment services and data verification services for continuous operational support.
Digitized over 25,000 HVAC units across 800+ properties with 99.8% accuracy
Reduced compliance-related lease delays by 60%
Enabled 25% faster lease approvals via accurate transcription of 40,000+ maintenance events
Increased vendor response by 33% with enriched, verified contacts
Achieved 70% fewer data retrieval errors through synchronized, validated property records
From HVAC inventory digitization to compliance monitoring and vendor enrichment, we provide reliable data management services, data validation, web research, and business process outsourcing services to streamline property management operations.
Connect with us to receive a tailored solution that meets your specific data needs.
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