Challenges

Despite SuCasa Vacay’s success and reputation, the founders faced several pain points common to scaling a short-term rental business. These challenges were beginning to bottleneck their growth:

1. Overwhelming daily operations:
   The founders were spending countless hours each week on manual, day-to-day tasks – from coordinating cleaners and maintenance to handling guest communications. This left them with little time to focus on strategic growth or acquiring new properties. It’s often said that if you try to expand without solid systems in place, you’ll only magnify existing problems​, and SuCasa was feeling that strain.

2. No centralized task management:
   Lacking a project management system, the team relied on spreadsheets, texts, and memory to keep track of tasks. Important to-dos (like restocking a property or following up with a guest request) could slip through the cracks. The fast-paced short-term rental industry demanded better organization.

3. Inefficient lead tracking:
   SuCasa had ambitious plans to sign on more homeowners for property management, but their process for tracking owner leads was ad hoc. Without a dedicated CRM, inquiries from prospective owners were scattered across emails and notes. Follow-ups were slow or forgotten, leading to missed opportunities to grow their portfolio.

4. No standard operating procedures (SOPs):
   Much of the business knowledge lived in the founders’ heads. There were few documented SOPs or templates for repetitive processes (like onboarding a new property, handling a last-minute booking, etc.). This inconsistency made training new staff or virtual assistants daunting and risked service quality if the founders weren’t personally involved in every step.

5. Unclear roles & accountability:
   As the team started to grow, roles began to blur. Without a formal operating structure, the founders found themselves micromanaging every aspect. There was no clear accountability chart or leadership framework, which led to confusion in decision-making and execution gaps. In short, SuCasa lacked the organizational clarity needed for scale.

6. Low direct booking rate:
   While SuCasa’s properties were popular on Airbnb and VRBO, the company wasn’t capturing as many direct bookings on their own website. Reliance on third-party platforms meant high commission fees and less control over the guest relationship. They wanted to increase direct bookings (to improve margins and loyalty) but didn’t have a solid strategy in place.

7. Growth plateau:
   Due to the issues above, SuCasa had hit a growth plateau. They were hesitant to take on more properties because the current processes were at capacity. The founders could sense the demand and potential in Miami’s rental market, but scaling further without addressing these bottlenecks would jeopardize their service quality and sanity.

These challenges are not unique – many short-term rental operators face the same hurdles when trying to scale. SuCasa’s leadership recognized that to break through, they needed better systems, automation, and a clear game plan. Enter Camel Tech.

Transformation with Camel Tech

Camel Tech partnered with SuCasa Vacay in a comprehensive overhaul of their operations, implementing strategic systems and processes to turn those challenges into strengths. Over a multi-month engagement, Camel Tech focused on systematizing SuCasa’s business from the ground up, while aligning the team with a clear vision. Here’s how we transformed their business with SCALEable™ framework:

1. Alignment and clarity with process mapping:

The first order of business was to bring clarity and alignment in the operations and our SCALEable™ implementation. To ensure nothing was overlooked, Camel Tech facilitated a full business process mapping exercise using Miro (an online collaborative whiteboard). Together with SuCasa’s team, they mapped out Sucasa’s sales process and delievry process (backbone of all businesses).

Every process and interaction in the business – from a guest’s journey (inquiry, booking, check-in, stay, review) to an owner’s journey (lead, onboarding, monthly reporting) and all the internal workflows were mapped out. By visualizing the entire operation in one place, it was easier to spot bottlenecks and opportunities. It clarified handoffs between team members, highlighted where new automations could fit, and served as a training reference.

In the end, SuCasa had a clear blueprint of how their business runs – one they can update as they grow.

2. Streamlined task management with ClickUp:

Then we introduced a centralized project management platform. Camel Tech implemented ClickUp and tailored it to SuCasa’s workflow. This became the mission control for all operations – from guest issues and cleaning schedules to owner onboarding tasks. Every task, big or small, now lived in ClickUp with assignees and deadlines.

The result was immediate: no more forgotten to-dos or chaotic text threads. The team gained a shared dashboard for daily priorities, recurring tasks (like monthy maintenance checks) were automated, and the founders finally had visibility into who was doing what. This saved hours each day and ensured a more proactive approach to operations.

3. Unified CRM & lead management system in ClickUp:

Camel Tech transformed SuCasa’s fragmented lead management into a centralized, automated, and scalable system. At the core of this transformation was a custom-built integration between Vintory (a GHL whitelabel vacation rental CRM), and ClickUp, SuCasa’s new internal operating hub.

Now, every lead—whether from the website, phone calls, postcards, or Vintory’s targeted outreach—flows into ClickUp through Vintory automatically. They have live CRM dashboard in ClickUp to see sales performance on each day.

SuCasa also conducts manual property sourcing via Zillow to find potential sublease or managed property opportunities. These leads, once qualified, are logged and managed entirely within ClickUp. Each property record includes tags, communication history, and current pipeline stage—keeping everything organized and transparent.

To ensure no opportunity slips through the cracks, Camel Tech built automated follow-up workflows inside Vintory that trigger emails, text messages, and reminders based on where a lead sits in the pipeline. The result is a highly responsive and efficient lead management process that enabled SuCasa to 10× their lead tracking capacity while also shortening their average response time dramatically.

4. Automated sales pipeline:

With the CRM system centralized in ClickUp, Camel Tech redesigned SuCasa’s sales pipeline from the ground up. They mapped out clear pipeline stages: New Lead → Contacted → Qualified → Proposal Sent → Contract Signed → Onboarding → Property Live.

Each stage is tied to automations—such as scheduled follow-up tasks, email sequences, and proposal reminders—ensuring consistent communication without manual oversight. E-signature tools were also integrated, allowing SuCasa to send and close contracts faster.

Because the entire pipeline is managed in ClickUp, the team has complete visibility into every opportunity and next steps. This systematic, automation-supported workflow means the sales process no longer depends on memory or manual tracking. SuCasa can now close deals faster, with fewer errors, and scale their property portfolio confidently.

This combination of automation, CRM integration, and centralized task management transformed SuCasa’s sales engine, positioning them to convert more leads and scale with precision.

5. Implementing EOS for vision and accountability:

Camel Tech didn’t just focus on tech tools; they also guided SuCasa in adopting the Entrepreneurial Operating System (EOS), a leadership and management framework. Through a series of strategy sessions, Camel Tech worked with the founders Rod and Vanessa to clarify SuCasa’s vision, define roles, and install a cadence of accountability. They helped create an accountability chart to make sure everyone “has a right seat” with clear responsibilities.

Using EOS principles, the team established their long-term vision and core values, set 1-year and quarterly goals, and began holding weekly Level 10 meetings to keep the team on track. The EOS implementation was transformative: suddenly, each team member (and virtual assistant) knew exactly what they owned. The founders could delegate more confidently, knowing there was a system to ensure follow-through. This new operating rhythm instilled discipline and aligned the entire team around common goals.

6. SOPs and templates for every operation:

With core systems in place, Camel Tech turned tribal knowledge into documented processes. They worked with SuCasa to write out Standard Operating Procedures (SOPs) for all key activities – from how to onboard a new property owner, to the step-by-step for handling a guest check-in/out, to the process for scheduling cleanings and inspections.

Alongside the SOPs, Camel Tech developed ready-to-use templates and checklists (hosted in ClickUp) so the team could execute tasks consistently. For example, they introduced a standardized cleaning checklist template aligned with Airbnb’s enhanced cleaning protocol, ensuring nothing is overlooked by staff or contractors. They also created template message scripts for common guest communications, so that SuCasa’s tone and quality remained consistent even as others took on guest messaging. These SOPs and templates became the backbone of training new hires and VAs – compressing onboarding time and reducing errors. Operations became far more repeatable and scalable.

7. Faster property onboarding & analysis tools:

One big win was in the way SuCasa evaluates and brings on new rental properties. Camel Tech built a custom property analysis tool (in Google Sheets with integrated market data) and SOP that allows the team to input a prospective home’s details and instantly get projections on its rental performance, ROI, and fit for SuCasa’s portfolio. This analytical approach replaced gut-feel and drawn-out analysis with a quick, data-driven process – cutting property evaluation time by roughly 60%. If a lead comes in for a new luxury condo in Brickell, SuCasa can now analyze its revenue potential and decide within hours, not days.

Camel Tech also mapped out a step-by-step property onboarding process (tracking tasks like photography, listing creation on Airbnb/VRBO, adding the property to their direct booking site, setting up smart locks and noise monitors, etc.). By following a checklist in ClickUp for each new unit, SuCasa ensured no step is missed and owners have a smooth onboarding experience. This means SuCasa can comfortably take on more properties without the previous chaos – a crucial capability for scaling in the competitive Miami market.

8. Strategic positioning: killer marketing strategy:

During the engagement, Camel Tech helped sharpen SuCasa’s marketing strategy as well. Together, they honed in on SuCasa’s target market – for example, focusing on high-end property owners in Miami who value design and hands-off management. Camel Tech guided the founders to articulate a bold guarantee and unique value proposition to attract these ideal clients.

They also worked on developing SuCasa’s “Proven Process” – a simple visual map of how SuCasa manages a property from onboarding to ongoing care to revenue optimization that is shared in all marketing assets. By having a clearly defined 3-5 step proven process, SuCasa can confidently show potential clients exactly how their property will be handled (and why the owner can relax). This strategic clarity became powerful sales collateral and further differentiated SuCasa Vacay in the crowded short-term rental management space. Now, when SuCasa pitches a homeowner, they can convey: Here’s who we serve best, here’s our guarantee to you, and here’s our proven process that delivers results. This has helped the team improve deal closure rate significantly.

9. Scorecards and Dashboards:

Another crucial element of the transformation was making the business data-driven. Camel Tech implemented scorecards and dashboards to give SuCasa real-time insight into their performance. They identified the metrics that mattered most – for example, occupancy rate, lead to deal ration, leads per day, revenue per property, lead response time, direct booking percentage, maintenance turnaround time, and guest satisfaction (review scores).

For weekly EOS meetings, Camel Tech set up a simple scorecard spreadsheet where each metric has an owner and a weekly target. They also built a visual dashboard to aggregate data from Airbnb, the property management system, and the CRM. With these scorecards, the SuCasa team can spot trends and issues at a glance.

Are bookings down this month? Is the lead funnel slowing? The data will tell them, allowing for quick adjustments. This instilled a culture of measuring what matters, so decisions are based on facts, not guesses.

10. VA hiring and internal resource streamlining:

To further free up the founders and core team, SuCasa took the Virtual Assistants (VA) service from Camel Tech. Camel Tech offers trained, high quality VAs who excel in industry specific tools like ClickUp, Airbnb, Guesty, Vintory, EOS.

They helped the team document a list of tasks that could be offloaded to VAs – such as guest messaging after hours, social media posting, data entry for the CRM, and monitoring pricing updates. Camel Tech’s SOPs and training materials made it feasible for a VA to pick up these tasks with minimal hand-holding. Bringing VAs on board allowed SuCasa to extend their service hours (e.g., late-night guest inquiries now get answered promptly) without overburdening the full-time staff.

Additionally, Camel Tech coached the founders on internal resource allocation – basically, making sure each team member (local or virtual) operates at their highest value by focusing on what they do best and automating or delegating the rest. The result was a leaner, more efficient operation. SuCasa’s internal team could concentrate on owner relations and strategic initiatives while VAs and automations handled the routine, repetitive work in the background.

By the end of the transformation, SuCasa Vacay had evolved from a hardworking but stretched-thin operation into a systematized, well-oiled machine. Camel Tech didn’t just implement software – they helped instill a new way of running the business. SuCasa’s owners went from working in the business to working on the business, confident that day-to-day operations would not only run smoothly, but scale smoothly. The foundation was set for rapid growth.

What We’ve Implemented – At a Glance

Camel Tech introduced SCALEable™ framework, a suite of systems, tools, and processes that addressed SuCasa’s challenges and set them up for scalable growth. Here’s a quick overview of the key implementations and their value:

• ClickUp for project management: A centralized task and project hub ensuring nothing falls through the cracks. This improved team coordination and saved dozens of hours per week in admin work.

• CRM (Vintory): A dedicated sales and marketing CRM for owner leads. Automated lead capture and follow-ups led to 10× more efficient lead tracking and higher conversion of prospects into clients.

• EOS operating framework: Adoption of the Entrepreneurial Operating System for vision casting and accountability. This gave SuCasa a clear organizational structure and aligned the team toward common goals with defined roles.

• Documented SOPs & templates: Company playbooks for all recurring processes (guest communications, cleaning, onboarding, etc.). These SOPs standardized operations and made training new team members or VAs much faster and easier.

• Property analysis toolkit: Custom spreadsheets and checklists to evaluate new properties’ rental potential. SuCasa can now assess deals 60% faster, letting them confidently grow their portfolio.

• Automated sales pipeline: A reengineered pipeline with email/text automation at each stage of the owner acquisition process. No lead gets left behind, and the sales cycle from inquiry to signed contract is significantly shortened.

• Unique guarantee & proven process: A clearly defined homeowner guarantee and a visual “proven process” roadmap. These sharpen SuCasa’s market positioning and build trust during sales pitches, helping to win more clients in the Miami market.

• Miro business flow Maps: Visual diagrams of every business process, used to identify bottlenecks and optimize workflows. Provided a big-picture understanding for the team and ensured all processes are streamlined end-to-end.

• Team expansion & hiring plans: Guidance on what roles to hire and when, plus an accountability chart for the future. SuCasa now has the right people in the right seats and a plan to scale the team alongside the business.

• KPI dashboards & scorecards: Real-time tracking of key performance metrics (occupancy, revenue, lead volume, etc.) through dashboards. This data-driven approach enables quick, informed decisions and proactive problem-solving.

• Virtual assistants integration: Identification and delegation of routine tasks to VAs, supported by training and tools. This move extended SuCasa’s capabilities (24/7 responsiveness, more marketing output) while freeing core team members to focus on high-value work.

Each of these implementations worked in concert to transform SuCasa Vacay’s operations. Together, they addressed the root causes of stagnation and created a launchpad for growth.

Results

The partnership between SuCasa Vacay and Camel Tech delivered impressive results both in quantitative improvements and qualitative benefits. Here’s what changed after the systems overhaul:

• 30+ hours saved per week: By automating repetitive tasks and centralizing operations, the founders reclaimed at least 30 hours every week. What used to be days consumed by scheduling cleaners, chasing down updates, and manual data entry turned into automated workflows. This freed-up time is now spent on strategic activities like networking with property owners and enhancing the guest experience.

• 60% faster property analysis & onboarding: With a solid process and toolkit for evaluating new properties, SuCasa can go from initial inquiry to a decision in a fraction of the time. The 60% reduction in analysis time means they can capitalize on opportunities quicker than competitors. Once a property is signed, the onboarding checklist ensures it’s guest-ready fast – bringing in revenue sooner for both SuCasa and the property owner.

• 10× lead tracking efficiency: The CRM implementation means SuCasa can handle ten times the volume of leads with the same effort. Every prospective owner is logged, nurtured, and followed-up systematically. As a result, SuCasa’s pipeline of new properties is fuller than ever, and their conversion rate has improved. The team no longer worries about dropped leads or inconsistent sales efforts – the process practically runs on autopilot.

• Direct booking rate doubled: One of the standout outcomes is that SuCasa managed to double their direct booking rate. With the time and systems freed up, they focused on encouraging repeat guests and driving traffic to their direct booking website (through email marketing and improved SEO on their site). More guests now book directly with SuCasa Vacay. This shift increases profitability per booking and gives SuCasa a more direct relationship with their guests. It’s a strong indicator that the business can grow its revenue without solely depending on third-party listing sites.

• Team clarity and morale boost: Internally, the transformation led to a happier, more confident team. Each member of the SuCasa staff – including new hires and VAs – knows their role and responsibilities. The clarity brought by EOS and SOPs has reduced the chaos and firefighting. Meetings are more productive, and problems are solved before they escalate. The founders report significantly less stress, and the team feels more ownership of their work. This cultural improvement is harder to measure but was felt immediately – manifesting in better service to guests and owners.

• Founder freedom and strategic focus: Perhaps the most life-changing result for SuCasa’s founders is the newfound freedom. They are no longer trapped in every operational detail. With dashboards showing the business health at a glance and a trusted team in place, the owners can step away from daily hustle without worry. They’ve gained the flexibility to focus on strategic growth, partnerships, and even enjoy a day off – things that were virtually impossible before. In the words of one founder, “I finally feel like a CEO and not just a property manager.”

• Ready to 3× revenue and 5× portfolio: With robust systems and a scalable model, SuCasa Vacay is now poised for aggressive growth. The business can comfortably handle more properties and more bookings. Projections show they are on track to triple their revenue and quintuple their property portfolio within the next three years. Importantly, this growth is expected without a proportional increase in workload or team size – a true testament to the efficiency gains. SuCasa has essentially built a platform that can onboard more homeowners and delight more guests, all while maintaining the high standards that define their brand.