Automation for property managers and owners’ associations
Tenant requests, contractor jobs and statements — instead of phone calls, notes and call-backs.
Does this sound familiar?
A management company with 800 units receives dozens of requests a day — heating, keys, noise, statements. Each one arrives by phone or email, each needs assigning to a property and unit, many need a contractor. That is the bottleneck, not the management itself.
- Requests come in by phone and are noted on scraps of paper
- Assignment to property, unit and owner happens in someone’s head
- Contractor jobs are placed one by one by phone and not followed up
- Service providers’ invoices are assigned to properties by hand
- Owners ask about progress that nobody can pull together quickly
What we actually do
Capture requests in a structured way
A reporting route that captures property, unit, category and urgency directly — via form, QR code in the stairwell or email analysis.
Prepare contractor jobs automatically
A draft job for the responsible service provider is created from the request, including property address, contact person and access details. Approval by the property manager.
Assign invoices to properties
Incoming invoices are read, assigned to the property and cost type and presented for approval — the basis for a statement that isn’t put together in December.
Status without a call back
Whoever reported the issue and the owners see the status of their case without calling.
Starting point
Automation after process analysis
From tenant request to completed job
This is how the process runs today — and this chain is exactly where automation comes in.
- Report via form, email or phone note
- Assign property and unit
- Determine category and urgency
- Identify the responsible service provider
- Create draft job
- Property manager approves
- Send job, follow up on the appointment
- Assign the invoice to the property
Systems typically used here
This is the existing landscape an automation connects to. Listed is what is widespread in this industry — it says nothing about which system you use.
- Haufe PowerHaus, Domus, iX-Haus or immoware24
- Property and unit master data from the management software
- Service provider and contractor directories
- Bank interfaces for charges and dunning
- Portals for owners and tenants
What matters most here
Condominium law and resolutions
What may be commissioned depends on owners’ resolutions and the management contract — so an automation may prepare jobs but not trigger them on its own as soon as an amount or measure requires a resolution. The threshold is set beforehand and is the most important parameter in the whole process.
Frequently asked questions
Our management software has no open interface.
That is the case with several widely used systems. Then the connection runs via exports, email processing or — as a last resort — the user interface. Which route is viable is clarified by the process analysis beforehand, not by the invoice afterwards.
Who is liable if a job goes out wrongly?
That’s why no job goes out without approval. The system prepares, a person confirms. Only once a process has run reliably for months do we talk about a threshold for very small amounts — and you set that too.
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Check your websiteWorking in Wiesbaden, Mainz, Frankfurt am Main, Rheingau-Taunus-Kreis.
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