Condominium administrators
Prepare budgets, owner resolutions, common charges, annual statements and communication with the owners' association.
Property & management
Properties.
Easier to manage.
Less duplicate data entry and a clearer overview. Custom software for condominium and property managers, landlords and owners: connect properties, statements, resolutions and maintenance.
Services and project questions in detailDesigned for your organisation · with agreed scope
Example workflow
One property.
All requests in view.
Property information, responsibilities, documents and accounting steps can be connected, so data can be reused across the entire process.
- 01Property
Record buildings, units and stakeholders.
- 02Request
Track reports, tasks and deadlines.
- 03Accounting
Review expenses and prepare statements.
Who is this for?
Different property portfolios need different workflows.
The information you need depends on what you manage and your role. Your requirements determine the solution, not a one-size-fits-all screen.
Landlords & owners
Bring together tenancy agreements, rent payments, service charges, meter readings and property documents.
Property managers & portfolio holders
Oversee units, contractors, inspection dates, maintenance issues and reporting across buildings.
The possibilities4 use cases · Explore examples
What should your software do?
Choose a topic.
These examples show possible building blocks.
These are examples of possible custom projects, not a claim that all modules are already available. Accounting rules, privacy and legal requirements must be reviewed for the actual use case.
01 / Possible implementation
Condominium and property management
Managing condominium associations combines properties, units, ownership and specific administrative processes. A tailored application can support budgets, advance payments, annual statements, reserve records, asset reports and resolutions. Professional review and approval remain part of the workflow.
- Link properties, units, ownership shares and owners.
- Prepare budgets, common charges and annual statements transparently.
- Track resolutions, documents, deadlines and approvals.
02 / Possible implementation
Rental and service-charge administration
Rental agreements, payments, advance charges and usage data belong to the correct tenancy. Expense categories, accounting periods, allocation rules and exceptions must be handled distinctly. Software can prepare calculations and flag inconsistencies before the responsible person reviews the statement.
- Manage tenancies, charges, payments and outstanding balances.
- Associate documents, meter readings and allocation keys.
- Prepare statements with review and approval steps.
03 / Possible implementation
Building operations and maintenance
Recurring checks, defects, repair work and contractors are often tracked in disconnected lists. A shared property record can link tasks, dates, costs and documents while existing systems remain available.
- Track recurring checks, maintenance dates and responsibilities.
- Record defects and follow the status of repair orders.
- Store quotes, jobs, photos and invoices against the property.
04 / Possible implementation
Digital portals for owners and tenants
A role-based portal can provide documents, resolutions, notices and enquiries to the appropriate people. Access is defined per role and property. Mobile reporting and notifications can be added as needed.
- Share information and documents with appropriate access rights.
- Track damage reports, questions and handling status.
- Offer separate access for managers, owners and tenants.
Accounting and review
Different statements. Clear data and calculations.
An annual condominium statement and a tenant's service-charge statement follow different rules. Custom software can model them as distinct workflows.
Condominium budgets
Budgets, annual statements and asset reports need distinct workflows with approval and resolution records.
German WEG, Section 28Rental service charges
Track accounting periods, prepayments, expense categories and allocation rules per tenancy.
German Civil Code, Section 556 German Operating Costs OrdinanceHeating and hot water
Account separately for consumption and area-based portions where the German Heating Costs Ordinance applies.
HeizkostenVThese links point to German federal legislation. Software can support calculations and checks; it does not replace professional accounting or legal review for the specific case.
Services in detail
Property administration that fits your workflow.
Condominium management, rental administration and building operations follow different processes. We start with how you work, then design the matching functions, data links and approval steps. Your existing tools can remain part of the solution.
Start with one complete workflow
We can examine a path from expense entry and allocation to a reviewed statement, or from a reported defect to a documented resolution. That defines a practical first version.
Record data in one place
Buildings, units, owners, tenants and contractors receive clear relationships. Before migrating data, we review duplicates, missing information and access permissions.
Common project questions
Do we need to replace our current property management software?
Not necessarily. We assess existing interfaces and data exports. A targeted extension or portal may be more useful than a complete replacement.
Can condominium and service-charge statements be automated?
Software can prepare and calculate statements using reviewed bookings, allocation rules and data. Exceptions, applicable law and final approval need a professional review for each project.
Can owners and tenants use the solution on mobile devices?
A browser-based or mobile solution is possible. We define roles, property-level access, sign-in processes and data security before implementation.
Can we start with only one module?
Yes. We can focus on a property record, one statement workflow or a maintenance process, then scope extensions separately. The first version should cover one complete and testable process.
How are property and tenant data protected?
We define roles, property-based permissions, hosting, activity records, backup and deletion needs during planning. Product-specific data protection and security checks form part of the solution's acceptance.
Technical implementation
Connect properties, calculations and access controls.
Property software needs clear data relationships, traceable calculations and protected access.
Link properties, units and stakeholders
We define stable IDs and time-sensitive links between owners, tenants, units and contracts. Historical changes must not silently alter earlier accounting results.
Make accounting verifiable
Expense types, postings, periods, allocation keys and rounding rules are documented and tested for each workflow. Calculations are versioned and approvals remain traceable.
Roles, integrations and backup
Access restrictions are enforced server-side. We plan bank and accounting imports, portals, audit trails, backups and recovery around operational requirements.
Useful planning input
An anonymised example statement, property and unit overview, a typical maintenance case and a list of existing systems help define scope.
Which administrative task would you simplify first? We will assess data, roles and interfaces together.
Discuss technical detailsMade for your organisationPlan together · Deliver step by step
Your existing processes matter.
Build on what exists
Your property and accounting data are the starting point. We assess migration, exports and integrations before building.
Separate roles clearly
Administrators, owners, tenants, contractors and accounting staff receive only the appropriate views and actions.
Start with a focused scope
We begin with one complete example process, then add accounting, portals and operational functions as needed.
Your next step
Which workflow would you like to start with?
Select the type of management and your priorities. We'll prepare an email draft that you can review and complete before sending.
What should become easier to manage?
Describe one real workflow. We can explore a custom solution that suits it.
- Which properties and units do you manage?
- Where is data entered more than once?
- Which existing tools should be connected?