Property management software FAQ

It administers buildings end to end. You record the portfolio — property group, property, housing unit, rooms and common spaces, with cadastral and land registry detail — attach clients and contracts, take meter readings, reallocate utility costs to occupants, and push the resulting invoices into your invoicing platform and accounting ledger. It is a browser-based back office, multi-tenant by account.

No. There is no lead pipeline, no exposé builder and no listings syndication. The product starts where a letting ends: the signed contract, the unit it refers to, the meters that serve that unit, and the invoice that follows. If you need to market vacancies, keep the tool you have and use this one for administration.

Portfolio Management is the core and is always included. Rentals & Contracts, Utility Billing / Cost Reallocation, Accounting & Invoicing Integration and Investment & Business Analyses are optional modules, each charged per month at its published rate. Facility Management — the technical asset register, asset connections and service partners — is a separate module and the newest area; it is quoted rather than listed, so ask us about it.

Neither, today. The interface is a browser back office, and meter readings are entered through batch screens designed for walking a building meter by meter rather than through a phone app. Integrations run outbound: an invoicing platform for issuing documents and an accounting connector for the ledger, with an integration layer built to take further connectors.

You record the supplier invoice for a period, and rebilling entries group the cost by utility type and rebilling mode. A configurable formula then decides the split: per square metre, per person, per housing unit, per metered consumption share, or a custom expression evaluated by the built-in formula engine. Sub-meters and unmetered standing charges are handled in the same run.

Yes. The key is set per rebilling entry, so heating can follow a consumption share while waste collection follows persons and building insurance follows area. Unmetered consumption positions cover standing charges and flat components with no meter behind them. Formulas are configuration rather than code, so a key can be revised between periods.

The formula engine can express a 70/30 consumption-and-area split, alongside per-unit, per-person and per-square-metre keys. What we do not claim is statutory certification for any national ancillary cost regulation. The software gives you the allocation mechanics, the underlying readings and the audit trail; the legal review of your statement stays with you or your advisor.

One document from a supplier that covers several utilities or several periods at once — a common annoyance in practice. The system records it as a compound supplier invoice and lets you break it into the parts belonging to each utility and period before anything is reallocated, so every reconciled figure still traces back to the original document.

Yes. Each client gets a rebilling sheet as a branded PDF showing the supplier cost, the allocation key, the base value used and the resulting share. Invoices can be previewed before anything is issued, then issued in a batch. Logo, colour scheme and font sizes on generated documents are set per account.

Migration happens with us, as part of the onboarding package or consulting hours, rather than through a self-serve import wizard. You supply what you already have — spreadsheets, an export from your current tool, a rent roll — and we agree a mapping onto the property group, property, housing unit and room hierarchy before anything is loaded.

Contracts export to CSV from the contract list. Rebilling sheets and invoices are generated as PDFs and stored against the record they belong to, and documents you upload stay downloadable. For a full extract of a workspace — at the end of a Private Cloud engagement, for example — ask us and we agree the format.

Documents attach to the entity they describe: a cadastral extract on the parcel, a signed contract on the contract, a maintenance report on the technical asset. Storage is S3-backed and counts against the plan allowance, and each plan includes its own amount of it. Storage used beyond that allowance is charged per gigabyte per month at the published rate.

Standard and Extended are both flat monthly subscriptions, and each carries its own allowance for users, properties, housing units, rooms or common spaces and document storage. Both prices and both sets of allowances are published on the pricing page and repeated in the plan cards further down this page. All prices exclude VAT.

You are not moved to a quote-only tier. Beyond Extended, additional volume is metered by what you actually hold — properties, housing units, rooms or common spaces, and stored gigabytes — at the published per-unit rates. Optional modules stay at their flat monthly rate whatever the portfolio size.

The published plans are Standard, Extended and Private Cloud, and there is no free tier among them. If you want to see the system against your own kind of data before committing, write through the contact page describing your portfolio and we will arrange a walkthrough rather than leaving you to guess from screenshots.

One published one-off fee covers account setup, four hours of on-site staff training, travel to and from your location, and up to five phone consultations plus ten email exchanges within the first six weeks. After that period, support, consulting and training are charged at the published hourly rate on a best-effort basis.

Public Cloud is EU-hosted shared infrastructure. Private Cloud is a dedicated single-tenant deployment in a secure EU data centre with dedicated resources, backup and failover infrastructure, high availability, 24/7 monitoring, and database and storage backups mirrored to your own site or office. The security page describes tenant separation and roles in more detail.

Because a Workspace ID isolates each customer's data. Signing in takes the Workspace ID, an email address and a password, and credentials are only ever valid inside their own workspace. Two customers can therefore use the same email domain without colliding, and a correct password alone cannot reach another customer's records.

Roles are admin, supervisor and read-only, plus a support role. Every record belongs to exactly one account and is scoped to it, and multiple legal entities can be kept apart within the same account, so contracts sit under the landlord company that actually owns them. Records also carry audit comments.

Support access uses supervised user switching, and every switch is written to an audit trail, so a session taken on your behalf is visible after the fact rather than invisible. Tenant email can be sent through your own SMTP server so correspondence leaves your domain, not ours. Processing terms are in the privacy policy.

A single property with a handful of units can be recorded in an afternoon. A realistic first milestone for a whole portfolio is the onboarding package: account setup, four hours of on-site training and the first data load. Utility rebilling usually starts with one building and one utility, then widens once a period has been reconciled cleanly.

After the onboarding period, support, consulting and training are charged at the published hourly rate on a best-effort basis. Private Cloud contracts include an SLA with a maximum four-hour intervention during working hours and twenty-four hours outside them. Reach support through the contact page or by email, quoting your Workspace ID.

English, German and Romanian, which matches where the product is mainly used: Germany, Austria, Romania and the wider EU. Generated documents such as rebilling sheets carry your own account branding — logo, colour scheme and font sizes — and white labelling is available on Private Cloud.

Yes. Private Cloud is a dedicated deployment sized for a whole organisation, with unlimited data transfer, customisable access control and user management, regular backups and disaster recovery, high availability, 24/7 monitoring, an SLA and white labelling. It is billed as one monthly subscription at the published rate, and it is the route for organisations that cannot use shared infrastructure.