Keeping track of the rent on dozens of flats, shops and offices means an endless stream of calls at the start of every month: who paid, who is late, which lease is due its annual increase, how much the deposit was. Repairs reported by tenants get lost among messages. In the system we build, every property and lease is recorded with start date, increase period and deposit. A reminder and payment link go to the tenant automatically when rent falls due, bank transactions are matched, tenants report faults with photos, and landlords view a monthly report in the portal.
Problems we see in property management
- Late rent noticed late
- Annual rent review dates missed
- Payments that cannot be matched from transfer references
- Repair requests left without follow-up
Modules
Property portfolio
Flats, shops and offices with title, utility and inventory details.
Lease
Term, increase period, deposit and the lease document.
Collection tracking
Due-date reminders, online payment and bank transaction matching.
Rent increase
Increase calculated and notified according to legal limits and lease terms.
Repair request
Tenant requests with photos, contractor assignment and cost records.
Landlord report
Income, expenses, occupancy and net yield by property.
How it works day to day
- 1
Properties and tenants are set up with their lease details.
- 2
As the due date nears, an SMS or WhatsApp reminder goes to the tenant.
- 3
Payment arrives online or by transfer and is matched in the system.
- 4
Repair requests are assigned to a contractor and the cost is charged to the property.
- 5
At month end an income and expense report is prepared for the landlord.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
For landlords with a few flats, Excel and bank reminders may be enough.
When custom software pays off
For companies managing many properties on behalf of others, a custom system that combines collections, increases, repairs and landlord reporting saves time and builds trust.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 18 screens and 9 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €450 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Are bank transfers matched automatically?
Payments arriving through a bank statement file or integration are matched by tenant and amount; doubtful ones go to approval.
Is the rent increase calculated automatically?
A suggested increase is generated using the lease terms and the legal limit in force, and the final approval is yours.
Do tenants have to install an app?
No, payments and fault reports can be made through links that open in the browser.
How is tenant data protected?
ID and contact data are kept GDPR-compliant with role-based access and encrypted connections.
