We are active in the social economy and are looking for a property management program for renting and subletting apartments to clients. There are approximately 300 apartments, whose rooms are also rented individually, so that there are an estimated 900 rental agreements.
We have the following requirements for the software:
Technical requirements:
- It must be possible to set up subunits of apartments, as many residential units are rented out on a room-by-room basis; for example, an apartment has 5 rooms, then the residential unit can be displayed as a whole and also per tenant or room.
- The individual rooms of an apartment can be rented to tenants from different cost centers or care units. It must be visible per house/per cost center project (sometimes 1 room at 111/1 room at 118)/per residential unit.
- Interface to existing ERP system, monthly import of current target positions for rent/operating costs
- Return interface, payment receipt in existing ERP system, so that open items are simplified
- This means that accounting accounts must be addressed. Can they be stored?
- Scanned attachments of documents (rental agreements, etc.), systematic filing? (Correspondence, rental agreements, other documents, cost coverage, personal documents (e.g., passport copy)
- Tenants, if necessary with legal advisor, so that history can be viewed at any time?
- New tenant for a room in a residential unit
- Tenant correspondence (telephone notes, e-mail, etc.)
- If necessary, administrative regulations for residential living can be stored so that an offer can be created at the touch of a button after selection, if necessary, usage agreement according to parameters?
- Options stored in input fields? E.g., selection of cost center, accounts, etc.
- Can these be expanded or defined?
- Special/general information per house (such as an overview, database) e.g., term of the lease, start, end, type of heating, regulations, etc.
- Store documents to be created, which can then be retrieved automatically (rental agreement, house rules, handover protocol, data protection, landlord confirmation, termination confirmation, reminder, general letter with letterhead open..., offer, confirmation of no rental debts...
- Reports:
- All rents paid for renting the apartments to be rented
- All debit positions to subtenants
- All rent payments from subtenants
- P&L by cost center
- List of occupied and unoccupied residential units, rooms
- List of contracts that are about to expire, e.g., within 6 months
- List of fixed-term rental agreements
Technical requirements of IT department:
- Operating system basis on servers and workstations Microsoft Windows (i.e., not Apple, not Linux/Unix)
- Database connection to Microsoft SQL Server (not Oracle, IBM, etc.)
- Interfaces, if desired or required by other departments, for existing ERP system or document management
- Multi-client capability (ensuring the separation of rental properties belonging to different companies - parent and subsidiary companies)
- If possible, no Java, no dependencies on .Net installations
- If relevant: Support for as many browsers as possible (not exclusively Internet Explorer or exclusively Firefox, etc.)
Three software workstations are required.