Villa Serena Communities

The Facts

Villa Serena Communities Now Enjoys:
Real-time tracking of field labor with GPS-stamped clock-ins and seamless data integration.

Villa Serena Communities Now Can:
Automate payroll and eliminate manual data entry, saving time and reducing errors.

Villa Serena Communities Now Has:
A scalable system that supports growth, with more accurate labor data and faster decision-making.

The Figures

• Payroll prep time reduced from 8 hours to under 2 hours per week.
• $1,000 saved per month in overtime costs.
• 15 fewer minutes per shift spent on paperwork per field technician.
• 100% integration between ResMan and ClockShark, fully automated.

The Story

Who They Are — Villa Serena Communities

Villa Serena Communities is a Houston-based property management firm that owns and operates over 30 multifamily communities, with around 7,000 units in Greater Houston. With a team of 150 employees, including on-site leasing, maintenance, construction, and corporate staff, the company provides reliable, quality living spaces across the region.

Jesus C. Alvarado buildsautomated pipelines and reports that support operations, payroll, and finance. The company’s culture is focused on improving employee wellbeing, environmental sustainability, and creating a safe, inclusive workplace.

The Challenge — Manual Timesheets and Inefficient Payroll

Before adopting ClockShark, Villa Serena faced major challenges with manual processes. Paper-based timesheets and spreadsheets were error-prone and often late. Supervisors spent hours chasing approvals, causing payroll delays and difficulty in controlling overtime costs.

Furthermore, there was no reliable way to confirm when and where field staff worked, making job costing and scheduling inefficient and time-consuming.

The Solution — Seamless Integration with ResMan and ClockShark

By integrating ClockShark with ResMan, Villa Serena automated their job management and payroll processes, eliminating manual data entry and streamlining workflows.

ClockShark's mobile app provides GPS-stamped clock-ins, giving real-time visibility into field operations. Supervisors now approve timesheets on their phones in minutes, instead of days. Job data syncs directly with ResMan, automating the process of job creation, annotation, and closure. This integration reduced the administrative workload significantly and improved accuracy.

“ClockShark has helped us eliminate the double-entry work that used to consume hours each week,” says Alvarado. “Now, our job management and payroll systems work in sync, giving us confidence in the accuracy of our data and saving us countless hours.”

The Integration — Partnering with Missing Link for a Smooth Setup

A crucial part of the integration success was the partnership with Missing Link. Working closely with Villa Serena's team, Missing Link ensured a smooth integration between ClockShark and ResMan, addressing the technical challenges of web automation and data syncing.

“Integrating ClockShark with ResMan wasn’t without its challenges,” says a representative from Missing Link. “But working closely with Jesus and his team, we developed a phased approach, starting with automating job data in ClockShark, then linking it to ResMan. By adding geofencing and crew clock-ins, we made it easy for the field team to use without missing a beat.”

This integration streamlined workflows by automating job creation and eliminating dual-entry, ultimately saving Villa Serena the equivalent of one full-time employee’s workload.

The Impact — Efficiency, Accuracy, and Cost Savings

The integration of ClockShark and ResMan has had a dramatic impact on Villa Serena’s operations. The company has reduced payroll prep time by 75%, from 8 hours to under 2 hours per week.

In addition, overtime costs have dropped by approximately $1,000 per month. The ability to track labor hours in real-time, linked directly to properties, has made it easier to manage labor costs, job costing, and workforce scheduling.

Field technicians now spend 15 fewer minutes per shift on paperwork, which has translated into a 25% increase in daily billable hours per technician. Invoices are now generated the same day jobs are completed, improving cash flow.

“ClockShark and ResMan have enabled us to handle a 30 % increase in job volume without adding administrative staff.” says Alvarado. “We’ve saved dozens of hours each week, and we’ve been able to scale without the growing pains.”

Where To Next — Scalable Growth with Confidence

As Villa Serena continues to expand, ClockShark supports the company’s scalability by providing a robust system that can handle growth without the need for additional admin overhead.

By automating data entry and payroll, Villa Serena is freeing up valuable resources to focus on strategic business decisions and customer satisfaction, with the confidence that their job management and payroll systems are running smoothly and efficiently.