Case Study

UltraSoft System provides i2 Office with the functionality and flexibility to continue expanding


i2 Office operates an expanding number of business centres in prime city centre locations across the UK. It provides fully-serviced and furnished offices of the highest quality with the latest technology to suit all sizes of business.

To implement an operating system that could grow with our continued expansion and streamline the data exporting requirements.

Adopting UltraSoftBIS has provided i2 Office with the functionality to accurately manage all client occupancy and billing requirements in a most efficient and time-sensitive manner.

i2 Office has streamlined its inventory and billing systems, w h i l s t d e l i v e r i n g m a j o r operational and cost benefits to the business.

We believe that the improved functionality and flexibility that UltraSoftBIS provides to i2 Office will help support our plans to double the size of our business during the next 12 months
Philip Grace, CEO

At a Glance – the Main Benefits

  • Accurate inventory, billing and income projections are always available
  • Billing time reduced to a single day Ensures strict adherence to cost and availability guidelines
  • Streamlining of business to support aggressive expansion plans

“The ability to extract information on key data is essential to running a business and the accuracy of the output information will help to minimise exposure to the business.
We believe that the improved functionality and flexibility that UltraSoftBIS provides to i2 Office will help support our plans to double the size of our business during the next 12 months.”

– Philip Grace, CEO, i2Office

UltraSoft System provides i2 Office with the functionality and flexibility to continue expanding

Technology-focussed i2 Office is one of the UK’s most dynamic and rapidly expanding business centre operators.
Having raised equity in 2010 to fund its expansion programme i2 currently has 10 nationwide locations. Its Aldersgate centre, in the City of London opened at the end of August 2011 and achieved a record occupancy level of 96% by the end of the year. It followed this with the opening its third centre in the City at the beginning of 2012.
Philip Grace, CEO, comments, “Our core ethos is to provide the right space at the right location and as a fast growing organisation with a vastly experienced management team we are on track to meet our aggressive expansion plans. It is therefore essential that our business is supported by a software system that provides the ultimate inventory, billing and management infrastructure – and we believe we have achieved this goal with the implementation of UltraSoftBIS.”

Before UltraSoftBIS
“As a fast paced and rapidly expanding organisation we need a system that could provide the functionality to meet our developing needs,” comments Christian Osborne, i2 Office’s CFO. “Our previous software system just didn’t have the flexibility to grow with us and the reporting information was not as accurate as I would like it. There were too many ways to input data and we began to question whether we were in fact capturing all the data that we should be.”
The UltraSoft System solution
Before switching over to UltraSoftBIS in April 2012, i2 Office made a major investment in time working with UltraSoft consultants to ensure the system was tailored specifically around the businesses future needs.

  1. Accuracy of billing
    “We’ve only had UltraSoftBIS operational for just over a month,” comments Christian Osborne, “But already we’ve got an invoicing process that is easier to use and is more professional overall. We now have renewed confidence in the accuracy of our billing system and its capability to bill correctly.
    “Despite having to completely change our infrastructure to accommodate UltraSoftBIS, it has proven to be 100% reliable and has streamlined our billing system. Raising monthly client invoices in a single day, which is a tremendous saving in the central functions time.”
  2. Improved functionality
    “The functionality of the UltraSoftBIS system is just great. The CRM module provides us with easy monitoring and processing of information and the flexibility of the configuration allows quick and easy access to floor plans, inventory and, most importantly, availability records with just a couple of clicks.
    Now we have system where the channels are locked in and so we know that the outputs will be accurate.”
  3. Improve business practices
    “We knew from the outset that UltraSoftBIS would be more accurate and provide the levels of flexibility we needed to support an expanding business,” continues Christian Osborne.The CRM process is streamlined enabling us to easily pull out any data or information that we need to support our clients.

    We also benefit from improved functionality which in turn provides improved accuracy of reporting and clients benefit from ease at which they can book meeting rooms or even pay their monthly invoices online.

    Steve Brown, i2 Office’s centre manager at Milton Keynes adds, “UltraSoft’s advanced levels of functionality allow you to be able to analyse your business centre in greater detail. The great report writing facilities allow decisions to be made which contribute to higher profitability. “UltraSoft also allows for expansion. We are working with them to develop their systems further and now have an on line payment facility along with the clients ability to download invoices at their leisure. The new meeting room booking function includes photos of the individual rooms and customers have the ability to purchase additional items for their meetings at the same time.”

Is UltraSoftBIS value for money?
“It was a big investment for us, both in time and money.
However, quality is never cheap and if you require accuracy, flexibility, exceptional report writing capabilities then the system is the best available at any price.”

About i2 Office
i2 Office is an emerging name in the serviced office market, with a rapidly growing portfolio of office suites in prime locations in the City of London, and Glasgow, Leeds, Manchester, Milton Keynes and Watford.
The company was formed in 2009 by Philip Grace and in 2010 the company raised equity finance to help fund its expansion.
This money was raised from private investors as well as OCS, the UK’s largest property support services company, and the financial services business The Hampden Group plc.

Contact: Christian Osborne, CFO, i2 Office
Phone: +44 (0) 20 3440 5000