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Practical Guide Real Estate and Property Management
Searching four places for every tenant question? Now every property lives in one Workspace. This guide shows how PaperOffice files the documents of your buildings per property, reads them and makes them easy to ask about, and how the tenant signs the report on site on a smartphone.
The file is available in English and German; you download the version in the language of this page. Free, no registration.
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MoreWhat's inside
- Monday at the property management office
- What holds up property documents
- The process at a glance
- One Workspace per property
- Mail, email and smartphone
- What PaperOffice recognizes
- Having leases read
- Utility bills and meter readings
- Reviewing what stands out
- Asking about your portfolio
- Signing the handover on site
- Sharing and handing over
- What property managers ask at the start
- Try it yourself in 45 minutes
- Further reading
- Your first property in five days
- Checklist and start
Who it is for
Property management: You manage rental buildings and condominium associations and need every document filed with the right building. Landlords and portfolios: You rent out your own apartments and want lease details without retyping them. Caretakers and field staff: You are on site for handovers and meter readings and send reports and photos to the office.
Key facts
- 20 pages, with a test package to try it yourself in 45 minutes
- Every building gets a Workspace of type “Property”, with its address, rights per user group and, if you wish, access protection.
- Mail comes in by scanner or upload, emails through a connector, photos and reports from appointments through the Mobile App.
- AI-DMS picks the type from the catalog, such as lease, notice of termination or handover report, and points out possible duplicates.
- An IDP Agent reads base rent, deposit and lease start, and the “Utility Bill” template reads meter number and meter readings.
- The tenant signs the handover report on their own smartphone. Your property management software receives the data by export, API or webhook.
Questions and answers
Frequently asked questions about this download
Does PaperOffice replace our property management software?
No. Rents, accounting and the operating cost statement stay there. PaperOffice files the documents per property, reads them and delivers the fields by export, REST API or webhook.
How do we record notice periods?
The agent reads lease start and notice period as fields with their source location. On the “Activities” tab, you add a task with deadline and assignee, optionally with “Deadline reminder (paid)”. The legal assessment stays with you.
What happens to contractor invoices that arrive twice?
With AI-DMS Premium, PaperOffice checks whether the content or the issuer's document number already exists in the account. A match appears as “Possible Duplicate” with its reason. You decide before anything is paid.
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