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Case study 01 · Multi-asset retail portfolio
Client
Ayala Malls
Industry
Retail real estate
Location
Philippines
Solution
Retail Developers
Scale
45 projects · 12,207 units in VRDnet
01
Ayala Malls, a key subsidiary of Ayala Land, operates one of the Philippines’ largest retail portfolios. Known for community-focused spaces, it faced the ongoing challenge of managing high volumes of tenant fit-outs while holding quality and tight timelines.
45
Projects in VRDnet
12,207
Retail units in VRDnet
1
Platform from lease to opening
02
Every store involved multiple stakeholders and unique requirements. Without a unified platform, small miscommunications grew into delays and cost overruns.
01
Complex coordination
Each store involved multiple stakeholders and unique requirements. Delays in approvals, material sourcing and vendor coordination were frequent threats to delivery timelines.
02
Limited visibility
Without a unified platform, minor miscommunications often escalated into project delays and cost overruns. Real-time clarity was difficult to achieve.
03
Fragmented processes
Fit-outs were tracked through spreadsheets, emails and disparate documents — creating inefficiencies and limiting visibility.
The core problem
Inefficient resource management in fit-out management.
03
Spreadsheet trackers
Email coordination
Disparate documents
Manual status reports
04
To modernise its delivery approach, Ayala Malls implemented VRDnet, a cloud-native SaaS platform for retail project management. VRDnet brought every part of the fit-out process into a single digital ecosystem — from lease execution to store opening.
Unified workflows
Every store’s key milestones, from design submission to final inspection, are digitised and tracked in real time.
Collaborative platform
Mall managers, tenants, contractors and vendors work together within one system.
Automated notifications
Smart alerts drive timely action — for example triggering design reviews or milestone scheduling automatically.
Ayala Malls Manila Bay — one of the portfolio’s malls where every tenant unit carries its own record in VRDnet: drawings, permits, approvals and progress.
05
Lease executed
Each new lease triggers a formal Notice to Construct and a project record in VRDnet.
Design submission & review
Drawings are submitted and reviewed with version control; reviews are triggered automatically.
Fit-out
Communications and milestones are tracked against the unit, with owners and escalations.
Inspection & handover
Final inspections and handover are logged, giving a clear line of sight to store opening.
06
01 End-to-end fit-out management
Each new lease triggers a formal Notice to Construct and a project record within VRDnet. All drawings, permits and communications are uploaded with version control — a single source of truth for every stakeholder.
02 Cloud architecture & custom workflows
Web and mobile access with role-based dashboards means users only see relevant data. Rule-based automation handles task assignments, approvals and escalations, removing paper trails and manual bottlenecks.
03 Seamless system integrations
VRDnet integrates with Ayala’s property management, CAD tools and ERP systems — syncing data such as lease details and unit allocations through APIs, keeping platforms consistent and removing duplication.
04 Real-time analytics & reporting
Executive dashboards show live project health — approvals, progress and delays. Reports that once took hours are generated instantly, enabling faster, data-driven decisions.
05 Security & compliance
All project and user data is encrypted and securely hosted. Detailed audit logs track user activity, and strict permissions control document access.
Encrypted hosting · Audit logs · Role-based permissions · PDPL / GDPR · VAPT
07
Before
Manual coordination
✕ Spreadsheet trackers
✕ Email coordination
✕ Disparate documents
✕ Manual status reports
After
Digital collaboration
✓ Unified, real-time fit-out workflows
✓ Developers, tenants and contractors in one system
✓ Automated reviews, alerts and escalations
✓ Live executive dashboards
08
VRDnet transformed Ayala’s delivery model into a streamlined, digital-first operation. Stakeholder alignment, efficient handovers and greater transparency have made on-time store openings the new standard.
01 Faster project handover
02 Significant reduction in delays and budget overruns
03 Improved stakeholder coordination
04 Automated reporting reduced manual workload
05 Better resource allocation through real-time insights
09
By implementing VRDnet, Ayala Malls has moved its fit-out process from manual coordination to seamless digital collaboration. With one platform uniting developers, tenants and contractors, every new store is set up to open on time, within budget and to the highest standard — reinforcing Ayala’s reputation for retail excellence.
Photos: Mall atrium by Pexels,
Pexels License· Ayala Malls Manila Bay by RioHondo, Wikipedia,
CC BY-SA 4.0.Case study 02 · Shopping centre development
Mall expansion programme
How a landlord team brought design approvals for a new phase into one reviewable workflow.
Read Case Study →Case study 03 · Retail brand
Retail brand rollout
How a multi-store retail brand gained a clear view of every store in the approval and delivery journey.
Read Case Study →Next step
See how VRDnet could connect your design, delivery and opening workflow.
