# Real Estate Portfolio Management Software | Units & Areas

> Real estate portfolio management software with a typed Property Group to Room hierarchy, automatic area roll-up, cadastral records and document storage.

- Source: https://real-estate-management.webservices-engineering.de/solutions/portfolio-management
- Language: English (en). Deutsch (de): https://real-estate-management.webservices-engineering.de/de/solutions/portfolio-management · Magyar (hu): https://real-estate-management.webservices-engineering.de/hu/solutions/portfolio-management · Română (ro): https://real-estate-management.webservices-engineering.de/ro/solutions/portfolio-management
- Site: Real Estate Management — The back office for real estate portfolios (Webservices Engineering GmbH)
- Index for machines: https://real-estate-management.webservices-engineering.de/llms.txt
- Every page of this website is also available as Markdown: append `.md` to its URL.

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## Real estate portfolio management software, from parcel to room

A typed hierarchy for everything you own: property groups, properties, housing units, rooms and common spaces. Areas roll up on their own. Cadastral records sit where they belong.

- Four levels: property group, property, housing unit, room or common space
- Areas roll up from rooms to units, to properties, to groups
- Cadastral number, topographic number and land register details per property
- Included in every subscription. The portfolio core is not a paid add-on

- [Open an account](https://real-estate-management.webservices-engineering.de/signup)
- [See the pricing](https://real-estate-management.webservices-engineering.de/pricing)

## Four levels, one record structure

Every portfolio in the system is built from the same four levels. Nothing is free-form, and nothing is nested by accident — a child record is checked against its parent before it is saved.

- **Property Group** — The top level. Usually a site, an estate, an acquisition or a legal grouping. Carries a name, a description, geographic coordinates and an internal reference. Statistics and revenue timelines are reported per group.
- **Property** — A building or a land lot inside a group. Holds the address, the ground, built and usable areas, and the cadastral, topographical and land register details. Common spaces attach here, not to units.
- **Housing Unit** — The lettable object: a flat, a business space or a storage space. Carries its apartment number, its own areas, its internal reference and, if you need one, its own accounting reference.
- **Rooms and Common Spaces** — The smallest level. Rooms belong to a unit and carry built area, usable area and ceiling height. Common spaces — courtyards, parking, staircases — belong to the property and are shared.

## Why a spreadsheet stops holding a portfolio at about ten buildings

A spreadsheet has one flat namespace. A portfolio has four. One row per unit works until the day you need room-level areas, and then you fork a second sheet, and the two drift apart within a quarter.

Totals in a spreadsheet are copied formulas. They break silently when someone inserts a row, and nothing tells you. Here, the total usable area of a property is not typed in — it is the sum of its housing units and its common spaces, recomputed when a room changes.

A spreadsheet also has no type system. "Garage" in one row, "garage" in the next and "Parkplatz" in a third are three different things to a machine, which means no allocation key can be derived from them. Typed rooms and typed spaces are what make per-square-metre and per-unit splits possible at all.

And a spreadsheet cannot guarantee that a unit belongs to the building you think it does. Once you rebill utilities, a wrong area is not a cosmetic problem — it is a wrong invoice that leaves the building and lands with a tenant.

- [How property managers set this up](https://real-estate-management.webservices-engineering.de/use-cases/property-management-companies)

## The unit, room and space types you can record

These are the types the system ships with. They are fixed on purpose: a closed vocabulary is what lets areas aggregate correctly and allocation keys resolve without manual mapping.

- **Housing unit types** — Flat, Business Space and Storage Space. The type drives how a unit is treated in contracts and reporting, and lets you separate residential from commercial revenue in a mixed-use property without tagging every record by hand.
- **Room types** — Living Room, Bath Room, Kitchen, Storage Room, Gangway, Loft, Basement and Staircase. Each room carries built area, usable area and height, plus a sorting index so a unit's rooms list in the order you actually walk them.
- **Common space and outdoor types** — Courtyard, Parking Lot, Land Lot, Building, Gangway and Staircase. These belong to the property rather than to any single unit, and can be included in or excluded from a property's area totals.
- **Property types** — Building and Land Lot. An undeveloped parcel is a first-class record with its own cadastral details and ground area — not a placeholder row waiting for a building to be put on it.

## Area and dimension roll-up you do not maintain by hand

Enter areas at whatever level you actually have them. Room areas sum into the housing unit. Unit areas, with or without common spaces, sum into the property. Property areas sum into the group. Where you have a surveyed figure for a level, you can record it directly and it takes precedence over the computed sum.

Three area figures are kept apart, because they answer different questions: ground area, built area and usable area. Rooms and common spaces additionally carry a height, so volume-based questions stay answerable.

The area unit is set per account and inherited down the hierarchy, with hectares normalised to square metres before anything is summed. A land lot in hectares and a flat in square metres can therefore sit in the same total without anyone converting by hand.

Aggregates on large portfolios are cached and invalidated when the structure beneath them changes, so a group with several hundred units still opens without a wait.

- [Where areas become allocation keys](https://real-estate-management.webservices-engineering.de/solutions/utility-rebilling)

## Cadastral, land registry and reference data on the record itself

The paperwork that identifies a property legally belongs on the property, not in a folder on someone's desktop.

- **Cadastral and topographical numbers** — Each property carries its cadastral number and its topographic number as first-class fields, searchable and filterable, so a parcel can be found by its official identifier rather than by the name someone gave it internally.
- **Land register details** — A free-text land register field holds the entries, encumbrances and references that do not fit a fixed schema, kept beside the parcel it describes rather than in an attachment nobody opens.
- **Internal and accounting references** — Every entity takes an internal reference, unique within your workspace and shown in front of the name throughout the interface. Properties and units also take a separate accounting reference for your ledger's own numbering.
- **Legal entity assignment** — Assign a property group, property or unit to one of your account's legal entities. Records inherit their parent's entity unless you set one, so a portfolio split across several landlord companies stays correctly attributed.
- **Address and coordinates** — Addresses on properties are unique within a workspace, which catches the duplicate created six months later under a slightly different spelling. Property groups additionally carry latitude and longitude.
- **Comments on records** — Any record accepts comments from your team, kept with the entity and attributed to the person who wrote them. Decisions about a building stay attached to the building.

## Documents, tags, graphs and per-group statistics

A structure is only useful if you can attach things to it, search across it and see it whole.

- **Documents and attachments** — Attach plans, deeds, photographs, correspondence and certificates to any entity in the hierarchy. Storage is S3-backed and counted against your plan's document allowance, with additional gigabytes priced per month.
- **Free tagging** — Type-safe hierarchy for structure, free tags for everything else. Mark records as under renovation, subject to a subsidy, part of a disposal batch — whatever your organisation actually needs to filter on.
- **Hierarchy graph** — Any entity renders a generated graph of its position: its parents above, its children grouped below, with monthly revenue and active contract counts on the nodes that have them. Useful for handovers and audits.
- **Per-group statistics** — A statistics view per property group: counts of properties, housing units and rooms, ground, built and usable area, current monthly rental revenue by currency, and revenue per square metre.
- **Filtering and CSV export** — Every list is filterable by type, group, reference, tag and the fields above, with counts linking through to the filtered list. Contract data exports to CSV when you need it outside the system.
- **Three interface languages** — English, German and Romanian. Relevant when the person entering meter readings and the person reading the statistics do not share a working language.

## What the core module holds

- **4** — Hierarchy levels, from property group down to individual room or common space.
- **8** — Room types, each with its own built area, usable area and ceiling height.
- **3** — Housing unit types: flat, business space and storage space, for mixed-use buildings.
- **3** — Interface languages, switchable per user within the same workspace.

## These are the types the product ships with today

They are not user-extensible. If your portfolio needs a type that is not listed, tell us what it is.

- [Tell us what is missing](https://real-estate-management.webservices-engineering.de/contact)

## One workspace, strict scoping, defined roles

Every record belongs to an account. When you attach a unit to a property, the system verifies that the property is one of yours before the record saves — cross-account references are rejected at the model, not left to the interface to prevent.

Signing in takes three things: a Workspace ID, an email address and a password. The Workspace ID is what isolates your data. Two organisations can use the same email domain, and even the same address, without ever colliding, and a user's credentials are only valid inside their own workspace.

Roles are admin, supervisor and read-only, plus a support role. Support access uses supervised user switching with an audit trail, so someone helping you is never doing so anonymously.

Cyclic parent relationships are prevented outright. A structure cannot be made to contain itself, however creative the reorganisation.

- [How data is isolated per workspace](https://real-estate-management.webservices-engineering.de/security)

## The portfolio core is what the other modules read from

Contracts, meters, assets and invoices all point back at entities in this hierarchy. Getting the structure right once is what makes the rest of the system possible.

- **Rentals and contracts** — Rental contracts, bailment agreements and early terminations attach to units, properties or groups, with price entries, timelines and automatic reminders before end and renewal dates. [What this module does](https://real-estate-management.webservices-engineering.de/solutions/rental-contracts)
- **Utility rebilling** — Allocation keys per square metre or per unit are computed from the areas held here. Sub-meters attach to consumption sites within the structure. [What this module does](https://real-estate-management.webservices-engineering.de/solutions/utility-rebilling)
- **Facility management** — Technical assets — lifts, heating systems, photovoltaics, fire safety — are registered against the building that holds them, with service partners and price lists. [What this module does](https://real-estate-management.webservices-engineering.de/solutions/facility-management)
- **Finance and accounting** — Invoices and rebilling invoices are generated from portfolio and utility data and pushed to your invoicing platform and accounting ledger. [What this module does](https://real-estate-management.webservices-engineering.de/solutions/finance-and-accounting)
- **Reporting and analytics** — Revenue timelines globally, per property group, per legal entity or both at once, alongside consumption timelines and investment analyses. [What this module does](https://real-estate-management.webservices-engineering.de/solutions/reporting-and-analytics)
- **Deployment** — Run on EU-hosted shared infrastructure, or on a dedicated single-tenant deployment with mirrored backups, high availability and white labelling. [What this module does](https://real-estate-management.webservices-engineering.de/private-cloud)

## Portfolio management is in every plan

The plan sets the allowances, and they are counted in exactly the entities this page describes: users, properties, housing units, rooms or spaces, and document storage.

| Plan | EUR/month | Users | Properties | Housing units | Rooms and common spaces | Document storage |
| --- | --- | --- | --- | --- | --- | --- |
| Standard | €49 | 3 | 10 | 50 | 200 | 25 GB |
| Extended | €89 | 10 | 50 | 250 | 1000 | 100 GB |

- **Standard** — For a single portfolio that has outgrown the spreadsheet.
- **Extended** — For managers running several buildings and legal entities.

All prices are net and exclude VAT.

> Rentals and contracts, utility billing, accounting integration and investment analyses are optional modules on top. Beyond the Extended plan, growth is billed at the published per-unit rates. The full breakdown, with an estimator, is on the pricing page.

## Asked before the first property is entered

### Is portfolio management included in every plan, or is it a paid module?

It is included in every subscription. Both plans carry the full hierarchy; what differs is the allowance for users, properties, housing units, rooms or spaces and document storage. Rentals and contracts, utility billing, accounting integration and investment analyses are optional modules you add when you need them. The published plan and module prices are on the pricing page, and all prices exclude VAT.

### Do I have to enter every room to use the system?

No. Enter areas at whichever level you have reliable figures for. A property with a surveyed usable area works fine without any rooms recorded. Room-level detail pays off when you need area-based allocation keys for utility rebilling, or when you are managing renovations and want dimensions per space. You can add it later.

### How are property areas calculated?

Room areas sum into their housing unit, unit areas sum into their property, and property areas sum into the property group. Common spaces can be included or excluded from a property's total. Where you record a figure directly on a level, that figure takes precedence over the computed sum. Hectares are normalised to square metres before summation.

### Can one account hold properties owned by different companies?

Yes. An account can define multiple legal entities, and property groups, properties and housing units can each be assigned to one. Records inherit their parent's legal entity when none is set. Contracts and revenue reporting can then be grouped by legal entity, by property group, or by both.

### What happens when I exceed my plan's property or unit limits?

Beyond the Extended plan, usage is billed as overage: a monthly rate per additional property, per additional housing unit, per additional room or common space, and per additional gigabyte of storage, at the published rates. Nothing stops working when a limit is passed.

### Can I import an existing portfolio from spreadsheets?

Data migration is handled as part of onboarding or as consulting work. The onboarding package covers account setup, four hours of on-site staff training, travel, and follow-up consultations in the first six weeks. Further support and consulting after that is charged by the hour on a best-effort basis.

- [Read the full FAQ](https://real-estate-management.webservices-engineering.de/faq)
- [See the pricing](https://real-estate-management.webservices-engineering.de/pricing)

## Put the structure in before the billing depends on it

The portfolio hierarchy is the foundation every other module reads from. It is easier to build it correctly at ten buildings than to correct it at fifty.

- [Open an account](https://real-estate-management.webservices-engineering.de/signup)
- [Ask a question first](https://real-estate-management.webservices-engineering.de/contact)