For property managers
The firm that takes no new clients
70 percent of German property management firms report overload, and around 14 percent accept no new mandates at all (VDIV industry barometer 2025). Meanwhile a third of owners' associations struggle to find a manager. The missing capacity will not come from hiring. It comes from work nobody should still do by hand.
30 minutes, no obligation. German or English.
70%
of German property management firms report overload, a third of them severe
VDIV industry barometer 2025
14%
of firms accept no new mandates at all
VDIV industry barometer 2025
68%
of firms still handle settlement and standard tasks in Microsoft Office
EBZ digitization study 2025
The gap
Your ERP runs the books. The hours go to the inbox, the phone and the spreadsheets.
casavi ships its assistant Aurea, Aareon its Aareon.ai family, Immoware24 an AI inbox, and Austria's market leader domizil+ advertises no AI at all. The layer least covered natively is communication: the phone, the shared inbox, the same tenant and owner questions every week, plus the settlement work that still lives in Office spreadsheets. That is what we build.
Inquiry triage with drafted replies
Tenant and owner inquiries are sorted by building and urgency, routine questions get a draft in your firm's tone, and a person approves before anything goes out. The 10 pm damage report is captured, categorized and put in front of the right property manager instead of drowning in the shared inbox overnight.
Invoice and document processing
Incoming invoices are recognized, assigned to buildings and accounts, and handed to your ERP as booking proposals. This is exactly the part that 68 percent of firms still run in Office spreadsheets today, carried between systems by hand.
Assembly preparation
Documents compiled, invitations prepared on deadline with the three-week notice period in mind, and draft minutes generated from the agenda, all for the manager's review. Meeting season stops colliding with settlement season on the same desks.
Owner reporting
Per-building status, open cases and upcoming deadlines as a regular report instead of one-off inquiries that interrupt a caseworker. Owners get answers before they ask, and your team keeps its focus.
Property managers at capacity: the deep dive with all sources →
Data protection first
Built around tenant data protection, not past it
Property managers handle tenant data at scale, and the industry has its cautionary tale: the Deutsche Wohnen case ran from 2019 and ended in June 2026 before the Berlin regional court with a confirmed violation and a €900,000 fine over undeletable tenant data. Our setup starts from that lesson.
A data processing agreement under Art. 28 GDPR
Signed before any access to data, with access limited to what the service requires. Tenant and owner data is processed on a contractual basis, not on trust.
Deletion schedules built in
Undeletable tenant data is what the €900,000 Deutsche Wohnen fine was about. Retention and deletion periods are part of the system design from day one, not a cleanup project later.
EU hosting, and your data trains nothing
Tenant data is processed on EU infrastructure, or on your own servers where required, and model providers are configured so nothing is used for training. What flows through the system stays your firm's asset.
The machine says it is a machine
From 2 August 2026 the EU AI Act requires AI that talks to tenants to disclose that it is not a person. Ours does, from the first sentence, and a person approves before anything leaves the house.
How it starts
Same engagement, firm-specific scope
Intro call
Free
30 minutes on your firm's bottlenecks. About a third of these calls end with the advice that AI is not the right tool yet.
Process audit
from €2,500 · credited to the implementation
We map where the hours actually go, from intake to deadline board, and rank the use cases by payback. You get a shortlist with expected effort, not a slide deck.
Implementation
Fixed fee, named in your proposal
One process at a time, live in your daily business in 2 to 4 weeks, with your team trained and a sign-off step wherever client data leaves a draft.
Fair questions
What property managers ask us first
Does this replace staff?
No, and that is not the goal. The industry is shedding mandates for lack of capacity, not lack of demand; a third of owners' associations struggle to find a manager at all. Every hour recovered from retyping and forwarding is manageable stock, at roughly €27 to €42 gross per unit per month on new condominium contracts (current fee study).
We run casavi, Aareon, Immoware24 or domizil+. Does this replace it?
No. Your ERP stays the system of record, and where your vendor's AI features cover a case, use them; we say so in intro calls. We build the layer least covered natively: what arrives by phone and mail, what needs sorting to buildings and accounts, what owners keep asking. Where interfaces exist, we use them.
May tenant data go into an AI system at all?
Only under conditions, and that is the point of our setup: a data processing agreement under Art. 28 GDPR, EU hosting, clean deletion schedules, no training use, and a person approving before anything reaches a tenant or owner. The Deutsche Wohnen case, which ended in June 2026 with a €900,000 fine over undeletable tenant data, shows what the alternative costs.
What does it cost?
The audit starts at €2,500 and is credited in full against the implementation. Implementations are fixed-fee. For market context, we published what AI automation actually costs, with sources, on our blog. Read the article with all market prices.
Talk to us before settlement season does
A 30-minute call is enough to tell whether your firm has an automation case. If it does not, we say so.