Florida MarketCapacity ScaleCost Reduction
Tripled support capacity while cutting monthly spend—plus 9 renovations launched
How a Florida STR operator achieved 3.5× team capacity at –32% cost with unified systems and smart automation.
Key metrics
VA Spend
$5,700 (2 VAs)$3,900 (7 VAs)
–32% cost, 3.5× headcount
Expansion Projects
0 redesigns9 full builds
completed
Tech Stack
Unified PMS + AI messaging
from fragmented tools
Client snapshot
Market
Florida
Challenge
High costs, low capacity
Solution
System consolidation + automation
Outcome
3.5× capacity, –32% spend
Before
- Paying $5,700/month for just 2 virtual assistants
- Fragmented tech stack creating operational inefficiencies
- Wanted to expand with 9 property renovations but lacked team capacity
- No unified system—scaling seemed impossible without dramatically increasing costs
- Manual tasks consuming team bandwidth
What we did
System Consolidation (Month 1)
- Consolidated fragmented tools into unified PMS with AI-powered messaging
- Identified and eliminated redundant manual tasks through automation
- Created project management systems for 9 renovation initiatives
- Documented workflows for efficiency and knowledge transfer
Team Restructuring (Months 2-3)
- Redesigned VA roles for specialization and efficiency gains
- Implemented cost-effective hiring and training processes
- Expanded team from 2 to 7 VAs while reducing overall spend
- Built automation workflows to eliminate redundant tasks
After
- Team expanded from 2 to 7 VAs while reducing monthly spend by 32%
- Successfully launched all 9 property redesign and renovation projects
- Unified tech stack eliminated tool chaos and improved productivity
- AI-powered messaging reduced response times and improved guest satisfaction
- Created scalable foundation for continued portfolio growth
"I thought scaling meant spending more. Ghost Hosts showed me how to do more with less by fixing the system, not just throwing money at the problem. We're saving $1,800 a month and getting triple the output."