Want to cut costs on energy? The National Apartment Association (NAA) Education Conference session entitled Return On Energy: Sustainable Case Studies for Catching Up offered several helpful tips for keeping costs low and residents happy. The session featured Martin Levkus, Regional Director, Yardi Energy; Tom Turnbull, Senior Engineer, JDM Associates; and moderator, Erin Hatcher, LEED Sustainability Manager & Development Associate with AMLI. Hatcher kicked off the session with a question to the audience: “in-house or out-of-house?” Some multifamily owners and operators, like AMLI, have the infrastructure in-house to do their own sustainability and energy efficiency projects. Others, need to outsource to experts if they don’t have the personnel or expertise to do it all themselves. Although both methods have pros and cons, there are some key tips that either method can use to help your properties operate optimally. Data + Analysis = Cost Savings You can’t improve what you can’t measure. Yardi has helped numerous businesses decrease utility expenses with the help of software and Levkus’ advice: “It all starts with a utility bill.” Before you can take down the low hanging fruit, you need to use data to identify it. Levkus referred to a case study including 14,600 units across 260 properties. The organization spent $50,000 – $100,00 in late fees each year. With better bill processing integrated into one software solution, they reduced late fees for roughly $75,000 in annual savings. Beyond paying the utility bills on time, you also want to make sure the bills have accurate charges. A separate Yardi study revealed that for a residential property management business spending $32 million per year on utilities across 63,000 invoices, there were significant billing errors by the utility company equallying $388,000 across two years – 0.55 percent of spend. Yardi’s goal...

If you haven’t prioritized the energy efficiency of your commercial properties, you’ve already fallen behind the curve. Corporate mandates requiring the lease of green buildings have nearly tripled. Prospects are willing—and now able—to pay a premium for energy efficient spaces. The Institute of Building Efficiency issued a survey to 687 VPs, facilities managers, owners and C-level personnel across the nation. Their buildings range from under 50,000 square feet to beyond 500,000 square feet. The results of the report revealed that energy efficiency has become a top priority and growing investment for building owners. When asked about their views on energy efficiency, 46 percent of survey respondents said they paid “a lot more” attention to energy efficiency in the previous 12 months than they had in prior years. Of the executives surveyed, 68 percent plan on increasing their investments in efficiency and renewables. In the past, third-party rebates and incentives furnished the bulk of financing for commercial efficiency upgrades. Yet with such resources dwindling, owners are earmarking monies within their own budgets. Financing called “energy- or climate-specific set-asides within the capital budget” nearly doubled last year to 30 percent from 17 percent in 2012. Meanwhile, energy service agreements increased to 32 percent from 21 percent in 2012/2013. The benefits of energy efficiency have proven their worth. Executives, managers, and tenants choose energy efficient buildings over conventional buildings. This year, 36 percent of respondents expressed that they would be willing to pay top dollar for an efficient space. This is more than double the 15 percent of participants who reported that they would pay a premium in 2013. Many are willing to pay the premium because efficient spaces are a mounting requirement by leadership. 10 percent of respondents reported that corporate policy mandates the lease of...

Building a house is nothing like ordering a pizza over the phone. But maybe it should be. With few exceptions, restaurants order ingredients and supplies in advance. They create a menu of offerings and then take orders over the phone based on the menu listings. Substitutions are made when the order is placed. Once the staff ensures that they have what’s needed, the order is filled. What if contractors took the same approach? It has happened before with a high success rate. Rosie Romero offered “the impossible promise” that projects would come in on time and on budget, or they would be free. Jeb Breithaupt of JEB Design/Build in Shreveport, La. reports to Builder Online that he’s making a similar offer to his clients.  Both offer the promise by mimicking the pizza process. The design/build firms spec out the project, like creating a menu and pricing. Clients then make selections and customizations as needed. Once the availability of materials is verified, the orders are placed. Homeowners view and approve the orders and then ground breaks on the project. Clients can’t go back and make changes to the order. The contractors aren’t surprised by changes in price or the availability of materials after the fact. It’s all arranged before the first shovel juts into the ground. This process makes so much sense. “That’s what my company tries to do on custom home projects. I’ve also tried it on a couple of design/build jobs, and believe it or not, it’s making our process smoother and our clients happier,” says Breithaupt. The pizza process has notable benefits. It saves time: No more waiting for materials to arrive or delaying progress because of scheduling problems with subcontractors. Everything is available when and where you need it because it...

Invoice processing services also help property managers monitor costs in several ways, says Brad Chandler, industry principal with Santa Barbara, Calif.-based Tech Choice Award winner Yardi Procure to Pay. Since invoices are digital, Chandler says, property managers can view them at any time without needing to search across various desks to assess property budget impact. This is key to financial decision-making throughout the month, and it also saves money, as there are no invoices to consume scarce office space. “The workflows that guide each invoice to the correct approvers eliminate the need to mail invoices to regional managers or headquarters for eventual payment,” he adds. According to Chandler, “Property managers are also able to view budgetary impacts prior to payable creation, to support future purchase decisions and also track service contract invoices against defined budgets as they are processed. “[This] provides insight of actuals against contract terms to ensure the budget continues to support the execution,” says Chandler. In addition, invoice processing can identify potential problems before they become actual problems, Chandler reports. Linking invoices to service contracts provides insight into execution actuals versus planned budgets, with each invoice eliminating reactionary steps when the budget is exhausted and the contract is not completed. Invoice processing systems can also identify duplicate invoices to prevent potential duplicate payments, which can impact cash availability. “Further, invoice workflows can be reported on when delays occur that could impact timely payment and payment discounts,” adds Chandler. “Property managers can assess the timing of payments to available cash and avoid insufficient funds and/or late fees. With electronic invoices, property managers can easily research vendor or client questions, no matter what workflow status the invoice is in.” According to Chandler, they can also expediently provide an invoice image and data, approval...

Commercial property manager Arcadia Management Group Inc. has saved money and enhanced tenant services by expanding its Yardi Voyager® property management and accounting system with products from the Yardi Commercial Suite™. Arcadia adopted Yardi Procure to Pay™, an end-to-end, paperless procure to pay system that includes purchase order and invoice processing and customized approval workflows.  The solution has produced “out of this world” results, according to Gary Shaw, president of Arcadia.  “Completing approvals and vendor payments electronically has saved time, money and the environment,” Shaw said.  “Our per-invoice cost has dropped 60% with Procure to Pay.  We process about 5,000 invoices per month, so that translates to thousands of dollars and a lot of paper.” He added, “Procure to Pay also speeds up our common area maintenance reconciliations.  With the invoices captured in Yardi Voyager, we no longer have to photocopy paper invoices and send them to vendors with the reconciliations.” To increase the level of service to its tenants, Arcadia adopted another Yardi Commercial Suite product, Yardi COMMERCIALCafé™, which gives Arcadia’s tenants a portal for submitting maintenance requests online or from a mobile device.  Allowing tenants to submit requests through the portal enables Arcadia to respond to and fulfill work orders much more quickly, driving higher productivity and increasing tenant satisfaction.  “A key advantage of COMMERCIALCafé is that our work order system is now integrated with Voyager, eliminating duplicate data entry.  Our previous work order system was separate from our property management platform, and recording actions in two databases was inefficient,” Shaw said.  Yardi COMMERCIALCafé also allows tenants to pay rent online, review accounts and update profile information. Also integrating with Yardi Voyager and providing online and mobile access is Yardi Inspection™, which Arcadia uses to set up, schedule and perform unit and...