SK 
EN for facility and property management
A property management system where a fault report does not end up on a sticky note
A management firm does not really manage buildings, it manages promises. It promised the fault would be fixed, the inspection would happen on time, and that someone would be charged the right amount. All three can get lost in a single phone call.
A custom system for a property or facility management firm starts at €1,400 and the first version is usually ready within a week. It keeps buildings with their equipment and inspection intervals, takes fault reports from tenants with a tracking number, follows orders placed with contractors, and prepares the monthly billing according to each contract.
Where the manager gets burned
Reports come in by phone
They get jotted on paper and some of them go missing. The tenant then calls a second time, and now they are angry.
Inspection dates live in a spreadsheet
Wiring, fire extinguishers, the lift, the chimney. Each with a different interval, all in one sheet nobody ever opens.
You do not know what the contractor did
You ordered a repair and you only see the result on the invoice, which is higher than expected.
Billing is put together by hand
Every building has a different contract and a different scope. Mistakes surface at the client and cost you trust.
What a system like this contains
A building with its equipment: boiler room, lift, fire extinguishers, electrical installation, each with its own inspection interval. From that comes a calendar of obligations that does not have to be rebuilt from scratch every year.
A fault report with a tracking number that the tenant can submit themselves through a form or by email. The real value is not in the technology, but in the fact that the report cannot get lost and the client can see what state it is in.
An order placed with a contractor tied to the report, with an agreed price and a record of what was ordered. The invoice is then checked against the order, not against memory.
Monthly billing according to the building contract, including extra work that otherwise most often gets forgotten and never invoiced.
An overview of which inspections are overdue. When you manage someone else property, this is not only a business question but a liability one, so it should not depend on whether someone happens to remember.
- Buildings and equipment What is in the building and what inspection interval it has.
- Fault reports With a tracking number and a status the client can see.
- Contractors An order with an agreed price the invoice is checked against.
- Monthly billing The contract part plus extra work that would otherwise slip away.
What stands behind it
I have not yet built for a property management firm. The closest is Kotle CRM with its records of buildings, equipment and deadlines, which covers a substantial part. What is different is the work with contractors and the monthly billing across different contracts, and that is the biggest piece of work ahead of us.
The closest finished system is a CRM for a service firm, where it tracks buildings and equipment, reminders for mandatory deadlines, and invoicing with a payment QR code.
It came from replacing one spreadsheet that only a single person understood, and the first working version took 3 hours. Property management firms usually have several such spreadsheets, and that is the only difference.
Frequently asked questions
We want tenants to report faults themselves.
It can be done and it is the most visible change for the client. I do recommend keeping the phone too: some people will never use a form, and the report matters more than the format.
We manage residential buildings and commercial properties.
That is a common mix. The difference is mainly in the contracts and the billing, the equipment and inspections are recorded the same way.
Can we document to owners what we did?
Yes, and it is one of the best reasons to have it. A monthly overview of reports, their status and costs is an attachment that ends most of the debate at an owners meeting.
How much does it cost?
From €1,400, with no per-user fee. Further development from €330 a month with no lock-in.
How many reports went missing at your firm this month?
Tell me how many buildings you manage and how you take in faults today. A fault lands in the system instead of ten messages, and one screen shows you what is running where. The first call is free.
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