Cuba Housing Authority: From Paperwork to Progress
Just the Facts
Client: Cuba Housing Authority
Units Managed: 28 Public Housing Units
Location: Cuba, New Mexico
Previous Software: HUD FRS (HUD Financial Reporting System)
Executive Director: Rod Herrera
Kanso Representatives: Zach Lenart, Dakota Koontz
Annual Time Reclaimed: 640 hours
Key Measurable Outcomes
Rent Collection: 22.4 hours saved (✔ 90% faster)
Letter Generation: 14 hours saved (✔ 95% faster)
Work Order Processing: 598 hours saved (✔ 98% faster)
End-of-Month Reconciliation: 6 hours saved (✔ 67% faster)
Manual Tracking & Entry: Fully eliminated errors (✔ 100% accurate)
The Battle Against Inefficiency
As the Executive Director Rod Herrera, running Cuba Housing Authority meant facing a constant uphill battle with paperwork.
“I’m old school. Everything’s paper. Everything I do by hand or do something on the computer, but I still have to do it by hand.” — Rod Herrera.
With just 28 units and a small two-man team, inefficiencies affected everything:
Rent collection required handwritten receipts and manual filing
Work orders took 1 day to complete due to documentation delays
Maintenance repairs could stretch from hours to days
Reconciliation required manual spreadsheet cross-checking
For a small housing authority with limited resources, these delays meant residents waited longer—and Rod had less time to lead.
The Breaking Point: When the System Disappeared
For years, Rod Herrera kept the Cuba Housing Authority running with a combination of paper, spreadsheets, and experience. But when HUD announced that the FRS system would be phased out, it forced a moment of clarity.
Rod wasn’t just facing another workflow inefficiency—he was about to lose the software that tied everything together.
He needed a replacement that wouldn’t just check a compliance box. It had to simplify operations, save time, and work for a small team without compromising professionalism.
“We’re a small housing authority. I do a little bit of everything—from collecting rent to managing work orders. What I needed was something that would help us do all of that more efficiently—without making things more complicated.” — Rod Herrera.
That’s when Kanso entered the picture—not as just another platform but as a partner focused on outcomes.
The Solution: Kanso Transforms Operations
Kanso stepped in with a comprehensive housing management system designed for rural housing authorities like Cuba:
Digital Rent Collection: Streamlined into a few clicks
HUD-Compliant Letter Templates: Pre-built, editable, and fast
Integrated Work Order Management: Attach photos, notes, and signatures directly
Instant Financial Reporting: Eliminate manual math and reconciliation
Tablet & Mobile Access: The maintenance team can update tasks on the go
The Transformation: Life After Implementation
Rent Collection Revolution
Before: 5 minutes per transaction
After: 30 seconds per transaction
Impact: 90% faster; 22.4 hours saved per year
“Before, I'd have to add everything up and make sure it's correct. Now when you do your deposit slip, it already has the total with all the names and numbers. Everything's already input there—it's already adding everything and doing all the problems for me." — Rod Herrera.
Letter Creation Simplified
Before: 15–20 minutes per letter
After: 1 minute with HUD-ready templates
Impact: 95% faster; 14 hours saved per year
“The letters that you guys already have implemented, I like because they get to the point... They’re already perfect, like HUD wording. Before, I'd have to spend time figuring out what to write, but now I just go generate the letter. It’s already printed there, the dates and everything and names, and push print or email, and I’m done.” — Rod Herrera.
Work Order Efficiency
Before: 1 day per request
After: 15 minutes total
Volume: ~2 work orders/week = 96/year
Impact: ~598 hours saved annually (98% faster)
“Before, it could take a full day just to get a work order completed and documented—especially if there were delays in handing off paperwork. Now, as soon as my maintenance guy hits 'review complete,' it’s on my screen and done in 15 minutes or less. Guaranteed.” — Rod Herrera.
Financial Reporting Made Easy
Before: Up to 30 minutes/month with Excel
After: 5–10 minutes/month with automated reporting
Impact: 67% faster; 6 hours saved per year
Documentation Simplified
“Once you take a picture, it’s attached to the work order already. Before, we had to take a picture, send it to the PC, download it, then drag it into the tenant’s file.” — Rod Herrera.
The Bigger Impact: Beyond Time Savings
The transformation at Cuba Housing Authority wasn’t just about saving time—it was about making room for what matters.
With just one part-time employee to support daily operations, Rod used to spend much of his day handling paperwork and double-checking records just to stay on track. Now, with key processes automated, he’s able to shift his attention to forward-looking efforts—like long-term property planning and improving resident services.
“With the paperwork handled, I’ve been able to start creating my five-year plan.” — Rod Herrera.
For Rod, the change isn’t just about doing things faster—it’s about having the space to focus on the parts of his work that create real value for his community.
Final Thoughts: When Asked if Other Housing Authorities Should Consider Kanso
“Do it, it’s great!” — Rod Herrera.
Conclusion: Real Change for Rural Housing
For small, rural housing authorities like Cuba, Kanso delivered speed, accuracy, and peace of mind. With over 640 hours saved annually, Rod Herrera is no longer buried in paperwork—he’s focused on what matters: serving his community.