History

Cohabs is a company that offers high-quality shared housing for young workers in Madrid. Its founders came together to launch the first coliving in 2016, with a clear focus on reinventing the concept of Shared Living to meet the current needs of sharing coexistence.

Su the international community has more than 3,000 members, who seek to share experiences in an international and friendly environment. To encourage interaction, Cohabs organizes monthly community events, with an all-inclusive philosophy that allows residents to make the most of their time and live an enriching experience. This all-inclusive service covers all essential features such as water, electricity, heating, cleaning, internet and access to Netflix.

With more than 60 employees and 6 offices in various cities in Europe and the United States, Cohabs also stands out for its commitment to sustainability and social impact. He has obtained B Corp certification and is a member of the initiative 1% for the Planet, an initiative that funds non-profit environmental organizations around the world.

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The challenge

Before Cohabs implemented the Polaroo software, faced significant challenges in managing its supplies:

• Manual and coordinated management of supplies: Cohabs managed supplies manually, which involved logging into multiple platforms to search for invoices and data. This resulted in dissynchronized information and a lack of visibility about the consistency of invoices with the market or the specific consumption of each asset.
• Need for centralization: The absence of a centralized platform for managing the supplies of multiple assets made it difficult to have unified and up-to-date control. This lack of centralization also made it difficult to compare prices and services to ensure that you were getting the best deal in terms of price and quality.

“Before working with Polaroo, we did it manually, having to enter multiple platforms and search each of them for invoices, with desynchronized data, and without visibility of whether the invoices were consistent with the market or the specific consumption of the asset. And, without knowing if we had the best service in terms of price and quality...”, Claudia Russo Sanjuanbenito, City Manager at Cohabs Madrid

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The solution

These challenges were solved by implementing Polaroo's supply management software, which centralizes all data, facilitates the comparison of prices and services, and offers an agile response to those management needs.

We were able to offer solutions, therefore, to the inefficiency in the monitoring of consumption, prices and services thanks also to the Polaroo team of experts, which works to obtain better rates in terms of price and quality and to make appropriate arrangements with the different supply suppliers.

“By using Polaroo, we have been able to centralize all the supplies of multiple assets on a single platform, to know that they are and that they are okay, and that we will always be updating the best price per supply”, Claudia Russo Sanjuanbenito, City Manager at Cohabs Madrid

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Results

Since Cohabs integrated Polaroo into the daily management of all its supplies, the colivings company has experienced a significant improvement in its operational efficiency.

First, have a unified and transparent view of the supplies of all your assets, ensuring that they are in order and always getting the best prices for each of them. Second, the saving time in managing invoices, and related to this, such as the registrations or the changes necessary to process them, as well as the resolution of incidents, has been notorious.

• In total, Cohabs has recovered more than 190 working hours, thanks to the daily management of supplies with more than 220 invoices across its 12 assets.
• Over the past six months, Management in administrative tasks have required a detailed approach and a considerable effort to optimize and resolve various situations. The most important steps include supply optimization studies, the resolution of problems with fibre optics and the handling of complaints with companies in the electricity sector.
• In addition, the team of experts at Polaroo has always worked to maintain an effective communication flow and to meet established deadlines. This level of dedication has made it possible not only to solve the problems presented, but also optimize processes, saving time and resources in the long term.

This increase in efficiency has allowed them to focus on other business tasks and reduce your decision-making thanks to the information provided through the Polaroo software, together with the team of experts.

This collaboration has also allowed to strengthenstrengthen Cohabs by boosting its ability to provide exceptional service to its customers.

‍“What we like most about Polaroo is the team's agility in responding to our needs, even when the queries are not directly related to their core business, in a matter of an hour or two we already have a follow-up response or a proposal for progress”, Claudia Russo Sanjuanbenito, City Manager at Cohabs Madrid