Supporting Paloma in their growth with automated contracts, invoices, and billing in one platform

A full-time job just to keep up with invoicing

Before Powerhouse, keeping Paloma running felt less like managing housing and more like constantly putting out administrative fires. When Marc stepped in as the new director, the organization was already growing, with around 150 units spread across Flanders. They relied on two separate systems which were not connected, one for CRM and one for billing.

With every new resident, they started a manual process from scratch. Contracts were written manually, invoices created one by one, and follow-ups sent out individually, which meant lots of time wasted on manual repetitive tasks. At peak moments, the administrative load was so high that it was the equivalent of a full-time role just to stay on top of invoicing and resident onboarding. Colleagues across the different units couldn’t easily access each other’s data, questions from both residents and owners piled up, and double work was a daily reality. This slowed everything down.

From two disconnected systems to automated contracts, invoices, and billing in one platform

“From the moment I set something up in Powerhouse, it happens automatically. I don’t have to check on it anymore, I can simply trust that it happened.” - Marc, Director at Paloma

Paloma was looking for a platform that combined housing management, care coordination and billing in a single place. They wanted automation for the tasks that kept repeating, such as invoices, payment reminders and move-out communications, and the flexibility to grow as new projects came online. No more switching between systems, no more manual workarounds that slowed everyone down. With Powerhouse, Paloma brought all their needs under one roof. Contracts are generated automatically, invoices go out without manual intervention, and payment reminders are sent the moment they are due. “When a resident moves out, an automated message goes to the owner with all the relevant details, no one needs to remember to send it. Colleagues across different locations can log in, check the status of any resident or payment, and answer owner questions on the spot without escalating to the back office which saves us a lot of frustration. On top of that, the 40 to 45% of questions that come from property owners, about payments, contracts, building details, are now largely handled without pulling colleagues away from residents. That shift alone has freed up significant time across the team.”

Less admin, more human contact, and residents who stay longer

The real measure of success for Paloma isn’t operational efficiency, it’s whether residents feel at home. When colleagues spend less time behind a screen chasing invoices and more time with the people they serve, residents notice this. They feel better supported, they stay longer, and they tell others. For Paloma, like everyone in the assisted living sector, that word-of-mouth effect is the most powerful growth driver they have.

Administration was consistently ranked as a top frustration at Paloma. That frustration has a direct cost: unhappy colleagues don’t stay, and when staff turnover is high in a care-adjacent sector, residents feel the instability. Getting the operational foundation right isn’t just about efficiency, it’s about employee and tenant retention and happiness. “I strongly believe that growing our company can only happen if the people doing the work stay happy. And happiness comes from doing the job they signed up for, not from being stuck behind a screen fixing things that should fix themselves.”

Ready for the next 1,000 units

Paloma has grown 10x in the last four years, from 150 to just under 1,100 units. That growth was only possible because the operational backbone could scale with it. New projects come online without rebuilding processes from scratch, and the team in Ghent can support a new location in Antwerp from day one.