PortalPRO
We helped PortalPRO scale across Europe, cut costs, and speed up operations by replacing manual quoting with AI-driven pricing, automation, and customer chatbot.
Highlights
reduction in manual request handling
new markets entered without local staff
years and counting as core technology partner
Multi-language expansion
Spanish and Portuguese market entry without hiring local customer service staff
AI-powered pricing
Automated price estimation replaced manual quoting across email, WhatsApp, and phone requests
Background
PortalPRO is a Lithuanian-headquartered platform that connects European property owners and managers with skilled professionals for property maintenance and repairs.
PortalPRO simplifies the process of finding and hiring reliable handymen and other service providers for various tasks, from minor fixes to major renovations. The platform uses AI-powered tools to analyze requests, provide price estimates, and match users with qualified professionals.
Softeta has been a core technology partner to PortalPRO since 2021. We have led platform development and built key backend systems. Our work includes AI-powered job matching, price estimation, mobile and web apps for customers and partners, and an automated email parsing tool. All of it supports PortalPRO’s growth and daily operations.
Challenges
Initial pricing issue
An AI model capable of extracting key information from free-text emails, identifying service requests, and mapping them to predefined pricing structures.
Manager-based pricing
The company hired additional staff to estimate prices manually. This led to high operating costs and new scaling challenges.
Foreign market expansion
The client aimed to expand into Spain and Portugal but faced key obstacles:
- Customers in these markets preferred email, WhatsApp, and phone calls over structured online forms.
- Manually handling service requests led to inconsistent pricing and high operational costs.
- The absence of local support staff made it harder to scale operations efficiently.
Solution
Email parsing system
An AI model capable of extracting key information from free-text emails, identifying service requests, and mapping them to predefined pricing structures.
AI chatbot for customer interactions
A chatbot was introduced to dynamically engage with customers, collect missing information, and refine service request details before generating accurate offers.
Automated pricing and offer generation
AI-driven price calculations enabled our client to respond to inquiries in real-time, reducing the need for human oversight.
Localized market adaptation
Fine-tuned multi-language solution ensured accurate interpretation of Spanish and Portuguese service requests and pricing structures.
Mobile and web applications using AI:
- Customer app: A chatbot was introduced to engage with customers, collect missing information, and refine service request details before generating accurate offers;
- Property defect app: AI-driven price calculations enabled the company to respond to inquiries in real-time, reducing the need for human oversight.
- Insurance app: Enables users report damages and receive evaluations via the app.
Tech stack
Impact
The AI-powered solution significantly improved efficiency and customer satisfaction, leading to tangible business results.
40% reduction in manual processing time
AI automation replaced manual request handling, freeing up staff for high-value tasks.
Stable conversion rates in manual processing time
Despite transitioning from a human-led process to AI-driven interactions, the client maintained previous conversion levels.
Seamless market entry without hiring local staff
Expansion was achieved without additional operational costs linked to customer service personnel.
Increased offer acceptance rates
AI-driven pricing and chatbot engagement led to a higher percentage of accepted offers.
Testimonial
“Softeta has been a strategic technology partner for PortalPro, supporting us across both front-end and back-end development, IT architecture, and quality assurance. Their integrated approach has significantly accelerated our project launch. We continue to rely on their expertise as we scale and evolve our platform.”
Paulius Jurinas
CEO @ PortalPRO
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