Case study·Healthcare REIT

Capex and refurbishment tracker

From optimistic project updates — to capex status with evidence underneath

48%
Status-chase time reductionAcross asset managers and project managers combined
“It gave capex status with evidence, not optimistic updates.”
Asset Director · UK healthcare real-estate investor
UK healthcare real-estate investor·48 care homes across 3 operator partners·7-week pilot·United Kingdom
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01Pilot envelope
Pilot length7 weeks
First signal9 days
First ROI42 days
Team alongside6 seats · 2 colleagues

7-week asset-project pilot; linked budgets, works notes and tenant requests; the colleague produced exception reports with source evidence.

02What it owns
Reports toAsset Director, dotted line to Finance Controller on commitments and accruals.
Owns
  • Daily capex exception report — variances, slippage and unallocated commitments with source-linked line items
  • Refurbishment evidence pack — POs, contractor sign-offs, site photos and approvals attached to each project line
  • Tenant works request linkage — operator emails and Teams messages joined to the active project they affect
  • Monthly investor capex narrative — pre-filled commentary with linked variance and milestone evidence
  • Project review prep — reviewed status by asset for the asset director's weekly call with project managers
Does not do
  • Approve overspend — surfaces the variance; the Asset Director and Finance Controller approve
  • Award contractor work — shortlists candidates from prior projects; project managers select
  • Sign off practical completion — project managers retain ownership of acceptance
Done looks like

The asset review opens with reviewed exceptions and the evidence already attached. Investor capex commentary lands with no rework, and tenant requests are tracked on the project line they belong to.

03The team
AI teammates2
TheoJoins the capex sheet, project plan and finance commitments daily; flags variances and slippage with the underlying line items linked.
MayaAssembles refurbishment evidence — POs, contractor sign-offs, site photos and tenant requests — against each project line.
Human team6
  • Asset DirectorLeadership
  • 3 Asset managersAsset
  • 2 Project managersProjects
  • Finance controllerFinance
  • Investment analystInvestment
  • Tenant liaisonOperator relations
04Connected stack
SharePointExcelSmartsheetOutlookMicrosoft TeamsSage
05What it returned
48%Status-chase time reductionAcross asset managers and project managers combined
12Budget exceptions surfacedCaught before the monthly asset review
5 hrs/moInvestor narrative prep savedPre-filled commentary with linked evidence
  • Day 0
    Co-ordinator sessionStakeholders, pilot assets, app inventory and the first three answerable capex questions agreed in one call.
  • Day 9
    First reviewed exception reportExcel capex sheet, Smartsheet plan and Sage commitments joined; Theo drafts the first variance report for the Asset Director.
  • Day 18
    Read-only goes liveDaily exception report lands in the asset team's Teams channel; project managers correct four field-level mappings.
  • Day 28
    Finance reconciliation gatedSage commitments and invoiced spend reconciled per project line; Finance Controller approves the accrual logic.
  • Day 35
    Tenant request linkageMaya joins operator emails and Teams threads to active project lines; tenant liaison reviews and confirms scope changes.
  • Day 42
    ROI reviewSponsor signs off on three baseline metrics and approves expansion to a fourth operator partner.
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Each design-partner pilot starts the same way: one workflow, the minimum useful context, and a first ROI signal measured in days.

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