Managing for others
Property management company software for third-party managers
You administer buildings you do not own, for owners who are entitled to see the numbers and entitled to ask how each one was produced. That constraint shapes everything below.
- Multiple legal entities per account, so contracts stay with the landlord company that signed them
- Roles for admin, supervisor and read-only access, plus a support role
- Supervised user switching for support, recorded in an audit trail
- Revenue timelines grouped by property group, by legal entity, or by both
The structural problem
Managing property you do not own changes the requirements
An owner-operator needs a system that is correct. A managing agent needs a system that is correct and demonstrable. Every figure you produce belongs to somebody else's building, and sooner or later somebody else's accountant will ask where it came from.
That means three things in practice. The record has to be organised by the legal entity that actually holds each contract, not by whoever happens to administer it. Client-facing documents have to carry your identity rather than a software vendor's. And people have to be able to look without being able to change.
Underneath, the work is the same as any other portfolio: inventory, contracts, meters, rebilling, invoices. What differs is that the boundaries between owners, staff and outside parties are load-bearing, and the system has to hold them without you policing them by hand.
Access and identity
What a managing agent gets that an owner-operator does not need
These capabilities exist for exactly this profile. Most owner-operators never switch them on.
Multiple legal entities
One account holds several landlord companies. Contracts are assigned to the entity that signed them, and revenue reporting can be grouped by legal entity, by property group, or by both at once.
Roles for staff and outsiders
Admin, supervisor, read-only and a support role. New administrators, accountants and seasonal staff get the access their work needs rather than the access the system finds convenient.
Read-only access for owners
An owner who wants to watch their own numbers gets a read-only login instead of a monthly email attachment. They see current figures; they cannot edit a contract or a reading.
Supervised user switching
Support staff can act as another user to reproduce a problem or finish a task, under supervision and with the switch recorded, so responsibility for a change is never ambiguous.
Audit trail and record comments
Notification events record what was sent and to whom. Records carry audit comments, so the reasoning behind a correction is still readable when the person who made it has left.
Your identity on the documents
Logo, colour scheme and font sizes are applied to generated PDFs per account. Outgoing mail can leave through your own SMTP server, so tenants hear from your domain.
Access model
Who gets which role
Four roles cover the people around a managed portfolio. Assign the narrowest one that lets the person finish their work.
| Role | Intended for | Typical use |
|---|---|---|
| Admin | The people who run the workspace | Account configuration, legal entities, users, integration credentials, branding |
| Supervisor | Day-to-day administrators | Contracts, meter readings, rebilling runs, issuing invoices, documents |
| Read-only | Owners, accountants, auditors | Viewing portfolios, contracts, consumption and revenue figures without changing anything |
| Support | Assisted troubleshooting | Supervised switching into a user's session to reproduce or resolve an issue, recorded in the audit trail |
Roles apply within a workspace. A workspace is the hard data boundary: sign-in requires a Workspace ID alongside email and password, and credentials are valid only inside their own workspace. If one client's data must be entirely invisible to another client's people, give that client their own workspace rather than relying on roles.
Scale of work
Batch operations across many buildings
At forty buildings the bottleneck is no longer the calculation. It is data entry and the number of screens between a reading and an issued invoice.
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Readings, building by building
Batch reading entry screens are built for walking a building meter by meter and typing the round in afterwards, rather than opening one form per meter.
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Supplier invoices, including compound documents
One supplier document covering several utilities or several periods is recorded as a compound supplier invoice, instead of being split by hand before it can be entered.
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Allocation keys applied per group
Rebilling entries are grouped by utility type and rebilling mode, with allocation formulas evaluated by the formula engine. The key is defined once and reused every period.
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Preview, then issue in a batch
The rebilling dashboard and invoice preview show the outcome before anything leaves the system. Once it is right, the batch is issued rather than invoice by invoice.
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Hand the figures on
Per-client rebilling sheets as branded PDFs, CSV export of contracts, and the invoicing and accounting connectors for issuing documents and posting to the ledger.
Client-facing output
What the owner actually receives
The document that decides how a managing agent is judged is the one the owner or the tenant holds. Per-client rebilling sheets are generated as branded PDFs that show the derivation of every figure: the readings used, the supplier invoice behind them, the allocation key applied, the resulting share.
Owners who prefer to watch continuously get a read-only login and see the same revenue timelines you do, grouped by property group or by legal entity. That tends to reduce the volume of questions rather than increase it, because the answer is already visible.
One honest limitation. Branding — logo, colour scheme, font sizes — is set per account and applies to that account's generated documents. If you need visually distinct branding per managed client, that is either a separate workspace per client or a white-labelled Private Cloud deployment. It is worth deciding this before onboarding rather than after.
Defensibility
What you need when a figure is questioned
A dispute with an owner or a tenant is rarely about arithmetic. It is about whether the inputs and the method can still be produced a year later.
- The readings, with their dates — meter and sub-meter readings held per period, with reading timelines, so opening and closing figures for a tenancy change are on record rather than reconstructed
- The supplier document behind them — supplier invoices and supplier meter readings stored against the utility supply contract, including compound documents covering several utilities or periods at once
- The allocation key as written — stored as a formula — per square metre, per person, per unit, per consumption share or a custom expression — not as a calculation someone performed once in a spreadsheet
- Who changed what, and what was sent — audit comments on records and an audit trail of issued notifications and supervised user switches, so authorship of a change and delivery of a notice are both answerable
What it costs at scale
Plans, overage and dedicated deployment
Managing agents usually start on Extended and grow past it. Growth beyond Extended is charged per item rather than by forcing a jump to a different product.
Standard
For a single portfolio that has outgrown the spreadsheet.
- Users 3
- Properties 10
- Housing units 50
- Rooms and common spaces 200
- Document storage 25 GB
All prices are net and exclude VAT.
Extended
For managers running several buildings and legal entities.
- Users 10
- Properties 50
- Housing units 250
- Rooms and common spaces 1,000
- Document storage 100 GB
All prices are net and exclude VAT.
All prices exclude VAT. Optional modules are priced separately, and growth past the Extended allowances is charged at the per-item rates below.
Beyond Extended
Growth charged per item
Properties, housing units, rooms and common spaces, and storage beyond the Extended allowances are billed per additional item per month. No forced plan change and no renegotiation at the threshold.
| Allowance | Included in Extended | Each one beyond that |
|---|---|---|
| Properties | 50 | €1.00 per property |
| Housing units | 250 | €0.25 per unit |
| Rooms and common spaces | 1,000 | €0.10 per room or space |
| Document storage | 100 GB | €0.10 per GB |
All prices are net and exclude VAT. The same rates drive the estimator on the pricing page, so the figures here are verifiable against the full price list.
Optional modules
The modules a managing agent tends to switch on
Portfolio management is the base plan. Utility Billing / Cost Reallocation carries most of a managing agent's recurring workload, with Rentals & Contracts alongside it; Accounting & Invoicing Integration and Investment & Business Analyses follow once documents and reporting move outward.
Rentals & Contracts
Rental contracts, bailment agreements, tenants and deadline reminders.
Utility Billing & Cost Reallocation
Meters, supplier invoices, allocation keys and rebilling invoices.
Accounting & Invoicing Integration
Issue documents on your invoicing platform and post them to the ledger.
Investment & Business Analyses
Revenue timelines, consumption analysis and investment calculations.
Facility Management
Technical asset register, asset connections and service partners.
Each module is a flat monthly price on top of the plan, and can be switched on when the work requires it rather than at signup.
Dedicated deployment
What a Private Cloud deployment adds
The answer for agents whose managed clients need visually distinct branding, their own compliance position, or a contractual response time.
- A single-tenant deployment — your own deployment in a secure EU data centre, with dedicated resources rather than shared platform capacity
- Backup and failover infrastructure — dedicated backup and failover, with database and storage backups mirrored to your own site or office
- Monitoring and an SLA — 24/7 monitoring, with a maximum four-hour intervention during working hours and 24 hours outside them
- Customisable access controls — the access model adapted to how your organisation actually divides work between staff, owners and outside parties
- White labelling — full white labelling, which is what makes client-distinct branding possible where per-account branding is not enough
- Higher allowances — user, storage and portfolio allowances at the levels published on the Private Cloud page, without per-item overage
Private Cloud is quoted as a monthly price in the published price list, and is worth deciding before onboarding rather than after.
Getting started
Onboarding and support
Onboarding covers account setup and on-site training, with calls and email exchanges through the first weeks. After that, support, consulting and training are hourly.
Onboarding package
€ 400
Account setup, 4 hours of on-site training, travel, plus 5 calls and 10 email exchanges in the first 6 weeks.
Support, consulting and training
€ 75 /hour
Support, consulting and training after onboarding, delivered on a best-effort basis.
All prices are net and exclude VAT.
Next step
Bring us your access model, not just your unit count
How many landlord companies, how many owners need to see figures, and whether client-distinct branding is required. Those three answers determine your setup.
Questions
Asked by managing agents
Can one account manage buildings owned by several different companies?
Yes. An account holds multiple legal entities, and every contract is assigned to the entity that signed it. Revenue timelines can be grouped by legal entity, by property group, or by both at once. This is the standard configuration for a managing agent whose portfolio spans several landlord companies with separate accounting.
Can an owner see their own figures without being able to change them?
Yes. Give the owner a read-only login. They can view portfolios, contracts, consumption and revenue figures, and cannot edit contracts, readings or rebilling runs. Roles apply within a workspace, so an owner with read-only access sees what that workspace contains. Where a client's data must be fully isolated, use a separate workspace for that client.
Is there an audit trail of who did what?
Records carry audit comments, notification events keep a trail of what was sent and to whom, and supervised user switching records when a support user acted as somebody else. Together these answer the two questions that actually arise in a dispute: who made this change, and was the tenant notified.
Can client-facing documents carry our branding instead of yours?
Yes. Logo, colour scheme and font sizes are configured per account and applied to generated PDFs, and outgoing mail can be sent through your own SMTP server. Branding is per account rather than per managed client. For visually distinct branding per client, use a separate workspace per client or a white-labelled Private Cloud deployment.
How does the system cope with a large number of buildings?
Batch screens exist where volume actually accumulates: meter reading entry, rebilling entry grouping and batch invoice issue. Dashboards and charts are cached for large portfolios, and background workers handle notification issuing. Growth past the Extended plan is charged per additional property, unit, space and gigabyte rather than by a forced plan change.
A back office that survives an owner's questions
Multiple legal entities, roles that hold, branded documents and a trail behind every figure. That is the whole proposition for a managing agent.