Wexmoor Property Group / BB-Demo – Check In
Callcompleted
Wexmoor Property Group: documents · 2026-08-03 14:30
Dana Whitaker called the renewal an easy call and described a lease-renewal workflow cut from half a day to minutes. She wants a one-page value summary for her finance team, and she raised a possible accounting data source.
What was said
What this says
Current to 11 Oct 26Dana Whitaker called the renewal an easy call and described a lease-renewal workflow cut from half a day to minutes. She wants a one-page value summary for her finance team, and she raised a possible accounting data source.
What happened: Elena Novak's check-in on 3 Aug 2026 covered usage, users and connectors, and the renewal. Average daily active users were about eight on forty licences, up roughly a fifth on the previous quarter, with no tickets raised.
Customer view: Dana says the data is current and the property managers now ask the brain themselves. Her lease-renewal example is a concrete value story.
Commercial: Dana says the renewal is £50k a year and finance will ask what it delivers. Contract runs to 1 Feb 2027, with renewal on 2 Feb 2027. Accounting asked about invoice data, which would be a new connector.
Watch: Dana asks much of the questions herself and worries it would go quiet if she or her ops lead left. Portfolio-wide questions are slow and not yet trusted.
Themes
Current to 9 Oct 26Theme
Value case before renewal
Importance
renewal
Sentiment
positive
Voice
champion
Who was there
BB-Demo
CRMmade from
Them
CRMmade from
Follow-up
Next steps
Current to 9 Oct 26- Elena sends a PDF written summary and a short how-to for two regional managers.
- Elena checks the connector allowance, confirms in writing and tells Jordan about the accounting interest.
- Elena drafts the one-page value summary including the lease renewal example.
Risks
Current to 9 Oct 26- Much of the questioning comes from Dana herself, so value is exposed if she or her ops lead leaves.
- Finance will ask what the £50k a year delivers and Dana needs something concrete to show them.
- Portfolio-wide questions are slow and not yet trusted by Dana.
Opportunities
Current to 9 Oct 26- Accounting asked whether the brain could see invoices for service contracts, which would be a new connector.
- The autumn quarterly review could bring in the budget holder from finance to go through the value summary.
- A session for the wider team could spread usage beyond the current eight daily users.
Transcript
Elena Novak NoneHello Dana, can you hear me all right?
Dana Whitaker NoneHi Elena. Yes, loud and clear. Can you see me? My camera always takes a minute to wake up.- Elena Novak NoneI can see you now. Good afternoon from Amsterdam, although I imagine it is still morning for you.
- Dana Whitaker NoneHalf past eight, and my coffee is only half done, so bear with me.
- Elena Novak NoneOf course. Thank you for joining. How has your week been so far?
- Dana Whitaker NoneBusy but good. We had a storm come through Chicago over the weekend and the power went out in two of the buildings. Nothing serious, but our facilities lead was up at all hours. How about you, is it hot over there?
- Elena Novak NoneIt has been warm, yes, but I cannot complain. I am glad your buildings are back to normal.
- Dana Whitaker NonePretty much. Anyway, you sent an agenda, I think?
- Elena Novak NoneOf course. To confirm, I sent a short agenda yesterday, with three items. First, how your teams have been using the brain over the last few weeks. Second, whether you need anything from us on users or connectors. Third, a brief look ahead to your renewal in February. I will make sure that we finish with written actions.
- Dana Whitaker NoneYep, I saw it. That all works. Honestly, I think this one's going to be an easy call for me. Things have been going well.
- Elena Novak NoneI am glad to hear it. Shall I start with the numbers, and then you tell me whether they match your own feeling?
- Dana Whitaker NoneSure, go ahead.
- Elena Novak NoneSo, to confirm, you are on Growth, with forty licensed users. Over the last thirty days, the average number of people active on a given day was about eight. Compared with the previous quarter, that is up by roughly a fifth. And you have raised no tickets with us in the period, none at all.
- Dana Whitaker NoneEight. Right. I know that sounds low next to forty. But those eight are the ones who really live in it. It's the operations leads, the regional property managers, and a couple of people on the lease side.
- Elena Novak NoneYes, that is what I wished to ask about. Is the usage spread across those people, or is it concentrated in a few?
- Dana Whitaker NoneBit of both, if I'm honest. I ask it a lot. I'll own that. But the property managers have started asking it things on their own, which, mm, was not happening in the spring. They used to message me and I'd go and look.
- Elena Novak NoneThat is encouraging. And what kind of questions are they asking? If you can give me an example.
- Dana Whitaker NoneLease renewals, mostly. Before a renewal conversation with a tenant, the manager asks what that tenant has raised in tickets, what was said on the last renewal call, and which service contracts cover the building. We used to spend half a day pulling that together from three places. Now it's a couple of minutes.
- Elena Novak NoneHalf a day to a couple of minutes. May I note that down, in your words? It is helpful for the value summary.
- Dana Whitaker NoneYeah, please do. I'd say it's more than a couple of minutes if the question is a messy one, but the point stands.
- Elena Novak NoneLet me share my screen for a moment, so that you can see the trend in questions asked. Can you see it now?
- Dana Whitaker NoneGive me a second. Yep, there it is. Little line going up.
- Elena Novak NoneYes. Month on month, the questions asked have risen for the last several months, and this summer has been the highest so far. To confirm, I cannot compare with the same month last year, as you joined us in February. So we can only compare with your own earlier months.
- Dana Whitaker NoneRight, and it's July that I'd have thought would be quiet. People are on vacation, you know, half the team's gone to the lake.
- Elena Novak NoneAnd yet it rose. That is the point I would like to make to your finance team.
- Dana Whitaker NoneHa, yes. Put that in bold.
- Elena Novak NoneI will. And has the data felt current to you? That is something people often worry about.
- Dana Whitaker NoneYeah, it's current, which was my worry at the start. Yesterday's tenant tickets are there the next morning. I check it first thing, before the day gets going.
- Elena Novak NoneTo confirm, the refresh completes by 07:00 your local time on business days. If you ever see otherwise, please tell me, as it would be something I must escalate.
- Dana Whitaker NoneWill do. Hasn't happened.
- Elena Novak NoneAnd the dashboards, have you been building any?
- Dana Whitaker NoneOne, so far. Service contract expiries by building. The facilities folks look at it on Mondays. I want to do a second one on renewals coming up, but I haven't had the time.
- Elena Novak NoneThen let me ask something carefully. You said you ask a lot of the questions yourself. If you were away for a month, would the others carry on?
- Dana Whitaker NoneHa. That's fair. A few would. Not all. I've been telling two of the regional managers they're not allowed to ask me anymore, they have to ask the brain. So, working on it.
- Elena Novak NoneThat is a good approach. I will make sure that I put a short how-to together for those two, if that would help.
- Dana Whitaker NoneThat would help, yeah. Keep it short. They won't read a long thing.
- Elena Novak NoneWere any new people added this quarter?
- Dana Whitaker NoneTwo property managers from one of the light-industrial portfolios. They've been the ones asking it things, actually. They took to it quicker than the office people.
- Elena Novak NoneHave the answers been right? Have you found anything wrong?
- Dana Whitaker NoneOnce or twice it told me it couldn't find something, and when I dug, it was because nobody had written it down anywhere. So that's on us, not the brain.
- Elena Novak NoneThat is a useful observation, and I will note it. Now, the second item. You have forty licences and about eight active, so there is plenty of headroom. There is no need to buy more users. On connectors, is there any source you wish to add?
- Dana Whitaker NoneYes, actually. Not today, but the accounting team saw the service contract dashboard and asked whether the brain could see the invoices for those contracts. I said I'd ask.
- Elena Novak NoneGood. I will not promise anything from memory. I will check what your plan includes and what is already connected, and confirm in writing. As to the accounting data, to confirm, that would be a new source, and I would want to understand who owns it on your side.
- Dana Whitaker NoneTheir lead is pretty responsive. I can introduce you. Maybe after the summer lull.
- Elena Novak NoneThat is fine. There is no pressure. I will also let Jordan know, he is the account owner on our side, so that he hears about it from me and not by surprise.
- Dana Whitaker NoneRight, Jordan. Yeah, I remember him from the start. Nice guy. Tell him hello.
- Elena Novak NoneI will. Third item, the renewal. Your contract runs to 1 Feb 2027, and the renewal date is 2 Feb 2027. It is some way off, and I do not want to rush you. As agreed in our process, I will open that conversation properly about ninety days beforehand.
- Dana Whitaker NoneSure. Can I be honest about the renewal? It's £50k a year, and our finance team will ask me what we get for it. I'd like to have something I can put in front of them.
- Elena Novak NoneThat is exactly what I would like to prepare. A one-page summary: how usage has moved, the kinds of questions asked, the time saved in your words, and the dashboards built. Would that be enough for them?
- Dana Whitaker NoneI think so. If it has the lease renewal example in it, even better. They like a concrete story.
- Elena Novak NoneThen I will include it. Is there anything that worries you, anything at all, ahead of the renewal?
- Dana Whitaker NoneNot really. The only thing is people. If I left, or my ops lead left, would it just, I don't know, go quiet? That's the thing I think about.
- Elena Novak NoneThat is a sensible thing to think about, and it is why spreading the questions across the managers matters. We can also talk about a short session for the wider team in the autumn, so that more people feel confident.
- Dana Whitaker NoneMm, yes. Let's do that. September maybe. Don't put me to a date yet, I need to check the calendar.
- Elena Novak NoneNo date, understood. Before the actions, one more question. Is there something you would like the brain to do that it does not do now?
- Dana Whitaker NoneHm. Yeah. Right now I can ask about a building or about a tenant fine. What I'd love is to ask across a whole portfolio, like, which tenants have raised the same kind of issue more than once. It sort of works, but it's slow and I don't fully trust it yet.
- Elena Novak NoneThank you. That is useful, and I will pass it on as feedback, as I do not wish to promise something I cannot confirm. I will write it down exactly as you said it.
- Dana Whitaker NoneFine by me. I'm not asking for a miracle, just flagging.
- Elena Novak NoneAlso, as Growth includes a quarterly review, I suggest we use the next one in the autumn to look at the portfolio question together, and to go through the value summary with whoever you would like from finance. Does that seem sensible?
- Dana Whitaker NoneYes. Bring them in, I'd like that. Not the top person, just whoever does the budget.
- Elena Novak NoneLet me list the actions so that we agree. One. I send you a written summary of today, tomorrow. Two. I send the short how-to for your two regional managers. Three. I check your connector allowance and confirm in writing, including what the invoices would require. Four. I tell Jordan about the interest from your accounting team. Five. I begin the one-page value summary, and share a draft next month. And for you, six, you check the calendar for a team session.
- Dana Whitaker NoneThat's all fine by me. Seems like a lot for a check-in but I appreciate it.
- Elena Novak NoneIt is no trouble. Is there anything else you wished to raise?
- Dana Whitaker NoneNope. Oh, one small thing. Can the summary be a PDF? Our people don't open links.
- Elena Novak NoneOf course, as a PDF attached to the email. Thank you, Dana. I will write today.
- Dana Whitaker NoneGreat. Thanks, Elena. Speak soon.
- Elena Novak NoneSpeak soon. Goodbye.
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