Efficiency boost for your property management: Here’s how to find the software that really fits
Do you know this too? Managing homeowners’ associations (WEG) and rental properties can sometimes really bring you to the brink of despair. Accounting, communication, maintenance – the task list seems endless. But don’t worry, you are not alone! This is where modern property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your ins Spiel. Stellen Sie sich vor, wie viel einfacher Ihr Arbeitsalltag sein könnte, wenn Prozesse optimiert und Routineaufgaben automatisiert werden. Mit der richtigen Software behalten Sie den Überblick, senken Kosten und – ganz wichtig – steigern die Zufriedenheit Ihrer Eigentümer und Mieter. Wir möchten Ihnen zeigen, wie Sie die Lösung finden, die wirklich zu Ihnen passt und Ihre property management ready for the digital future. Here at Valoon GmbH, we know from experience how important it is to streamline communication and project management processes – especially through tools everyone knows and uses, like messaging services. Modern software optimizes processes and automates routine tasks in property management.
- Moderne Software optimiert Prozesse und automatisiert Routineaufgaben in der Hausverwaltung.
- It allows for better oversight, reduces costs, and increases satisfaction among owners and tenants.
- The complexity of property management requires digital tools for efficiency and transparency.
- This article aims to support you in selecting the right software solution.
The complexity of property management: An overview
Property management is so much more than just sending utility bills, right? It’s a real multitasking field that requires commercial skills, technical understanding, and legal know-how. Just think of the correct management of WEG accounting,the organization and execution of owners’ meetings, the management of craftsmen for maintenance measures,the constant communication with all involved parties, and of course the compliance with countless regulations like the GDPR. When you wonder how to property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your best support, it quickly becomes clear: Without digital helpers, managing this complexity is nearly impossible. The art lies in bringing it all together efficiently and transparently – and a powerful software is simply worth its weight in gold. Especially when it comes to field staff or various locations, digital solutions showcase their strengths.
Why software for property management is essential
Frankly: A specialized property management software is no longer a nice extra today, but simply a necessity. Why? Because it enables you to achieve a significant increase in efficiency! Routine tasks like creating economic plans or tracking payments are automated. Sounds good, right? Moreover, it ensures more transparency, as all important data and documents are stored centrally and readily available at any time. This not only significantly eases your internal organization but also enhances communication with the owners. Imagine if they could access important documents through an online portal – that saves follow-up questions! Errors are minimized and compliance with legal requirements, such as the GDPR, becomes much easier. The right software helps you to ermöglicht! Routineaufgaben wie das Erstellen von Wirtschaftsplänen oder das Nachverfolgen von Zahlungen laufen automatisiert ab. Klingt gut, oder? Außerdem sorgt sie für mehr Transparenz, denn alle wichtigen Daten und Dokumente sind zentral gespeichert und jederzeit griffbereit. Das erleichtert nicht nur Ihre interne Organisation ungemein, sondern auch die Kommunikation mit den Eigentümern. Stellen Sie sich vor, diese könnten über ein Online-Portal auf wichtige Unterlagen zugreifen – das spart Rückfragen! Fehler werden minimiert und die Einhaltung gesetzlicher Vorgaben, zum Beispiel bei der , wird deutlich einfacher. Die richtige Software hilft Ihnen dabei, Ihre optimize your property management processesso that you save valuable time and real money.
Objective of the article: To guide you to optimal software
What do we want to achieve with this article? Quite simply: We want to give you a good overview of the jungle of property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your property management software and help you find the solution that perfectly fits your individual requirements. Because one thing is clear: There is no *one* best software. It always depends on your personal needs. Together, we will look at the most important features and modules, compare cloud with on-premise solutions, and provide you with a kind of roadmap for the selection process. Our goal is to equip you with the necessary knowledge so that you can make a well-informed decision and ensure your property management is future-proof. And of course, we also want to show you how our approaches here at Valoon GmbH – especially our ideas for simplifying data collection and improving information flow – can help you make your management tasks even more efficient.The ‘Best Software’? A Myth! Why your needs set the tone
Hand on heart: The search for the “best” property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your sometimes feels like the famous search for a needle in a haystack, doesn’t it? Many providers throw around superlatives, but the reality is often different. There simply isn’t the *one* software that fits every property management like a glove. Why? Because the choice depends on so many individual factors. What works perfectly for a small self-managed WEG may be completely inadequate for a large, professional property management company with hundreds of units. That’s why it’s so important to take a close look at your own needs before you start your search. Often, it’s much smarter to rely on a team of specialized solutions rather than chasing a mythical all-in-one solution.
The illusion of the ‘best’ software: A myth is debunked
The term “best property management software” is, let’s be honest, primarily a clever marketing tool. As also shows, costs and functionality often vary widely. What is ideal for one manager – perhaps a super simple interface for private landlords – may be completely insufficient for another who needs complex accounting functions and interfaces. What’s crucial is that the software property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your fits like a glove to your specific processes and requirements. One software may excel in customer communication or document management, while another excels in financial accounting. Here at Valoon GmbH, for example, we focus on simplifying communication and data collection, especially through the integration of messaging platforms – this can be a real game changer for certain user profiles.
The ecosystem principle: Specialized solutions in synergy
Instead of searching for the one software that can do everything (and perhaps none of it really well), it’s often smarter to rely on an ecosystem of specialized solutions. What do we mean by that? Simply put: you combine different software tools, each an expert in its field. This could look like using a core property management software for object and contract management and complementing it with specialized accounting software like DATEV and a separate tool for zu setzen. Was meinen wir damit? Ganz einfach: Sie kombinieren verschiedene Software-Tools, die jeweils in ihrem Bereich echte Experten sind. Das könnte so aussehen, dass Sie eine Kern-Hausverwaltungssoftware für die Objekt- und Vertragsverwaltung nutzen und diese durch eine spezialisierte Buchhaltungssoftware wie DATEV und ein separates Tool für das facility management or maintenance planning. It’s important, of course, that the individual components can communicate well with one another – so keep an eye out for good interfaces and integration options.This approach gives you maximum flexibility and allows you to choose the best solution for each specific area of your property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your operations. And yes, the integration of messaging services, as we offer at Valoon, can also be a valuable part of such an ecosystem.
Focusing on individual needs: What are your requirements?
So before you go out into the software jungle, it’s essential to take an honest inventory of your needs for your property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your property management. Ask yourself concretely:
- Size of your portfolio: Is it about a handful of units or a large portfolio with hundreds, perhaps even thousands of properties? The scalability of the software is naturally a huge factor here. Smaller tools like vermietet.de or objego often suffice for private landlords or small WEGs, while larger management companies tend to resort to players like Immoware24 or Wodis Sigma.
- Type of management: Do you mainly deal with WEG management, rental management, or special property management (SEV)? Many programs have modules for everything, but the focus can vary. For self-managed WEGs wondering “” (Spoiler: Yes!), solutions like Matera or dotega often offer specialized support.
- Your special requests: Do you need a connection to your existing accounting software? Is a mobile maintenance management system a must for your field technicians? Does the software perhaps even need to be multilingual, like our Valoon platform, which can translate automatically? Write down your must-haves and nice-to-haves – this greatly helps in narrowing down the selection. What must a top property management software have today? A look under the hood
Was muss eine Top-Hausverwaltungssoftware heute draufhaben? Ein Blick unter die Haube
A modern property management software is a true all-rounder packed with features that ease your often complex tasks in property management and automate many processes. The heart of any good software? Clearly: the efficient management of your data and processes. From maintaining master data to digital document storage to accounting – the individual modules must interlock like gears for everything to run smoothly. An overview dashboard that shows you all the important information at a glance is just as crucial as the ability to create specific reports and evaluations. And of course, the software needs to be user-friendly so that everyone on the team can quickly navigate and use it effectively. property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your ist ein echtes Multitalent und vollgepackt mit Funktionen, die Ihnen die oft komplexen Aufgaben in der Hausverwaltung erleichtern und vieles automatisieren. Das Herzstück jeder guten Software? Ganz klar: die effiziente Verwaltung Ihrer Daten und Prozesse. Von der Stammdatenpflege über die digitale Dokumentenablage bis hin zur Buchhaltung – die einzelnen Module müssen wie Zahnräder ineinandergreifen, damit alles rund läuft. Ein übersichtliches Dashboard, das Ihnen alle wichtigen Infos auf einen Blick zeigt, ist genauso wichtig wie die Möglichkeit, spezifische Berichte und Auswertungen zu erstellen. Und natürlich muss die Software einfach zu bedienen sein, damit sich alle im Team schnell zurechtfinden und sie effektiv nutzen können.
- Object and customer master data management: The foundation for a structured organization of all relevant data.
- Digital archiving and document management: Enables paperless work and quick, secure access to documents.
- Communication and document dispatch: Efficient interaction with tenants and owners through integrated tools and portals.
- Task and appointment management: Helps keep track of all pending activities and ensures their completion.
- Accounting and financial management: Ensures transparency, control, and compliance with legal requirements in the financial sector.
Object and customer master data management: The foundation
Imagine if all object and customer data were centrally and systematically recorded – that is the foundation of every professional property management. We’re talking about detailed information regarding your properties (address, size, equipment, division declaration for WEGs), owners (contact details, co-ownership shares), and of course tenants (rental contracts, contact information). Good property management software not only makes the input and maintenance of this data child’s play but also cleverly links them. For instance, you can see all contracts, damages, or communication histories related to a property at just one click. Here at Valoon GmbH, we place great emphasis on converting seemingly unstructured communication, for example via WhatsApp, into usable project data that are linked to the right objects or processes. This way, no information is lost, and everything remains clearly documented. – das ist das Fundament jeder professionellen Hausverwaltung. Wir reden hier von detaillierten Infos zu Ihren Liegenschaften (Adresse, Größe, Ausstattung, Teilungserklärung bei WEGs), den Eigentümern (Kontaktdaten, Miteigentumsanteile) und natürlich den Mietern (Mietverträge, Kontaktdaten). Eine gute property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your macht nicht nur die Eingabe und Pflege dieser Daten zum Kinderspiel, sondern verknüpft sie auch clever. So sehen Sie zum Beispiel auf einen Klick alle Verträge, Schäden oder Kommunikationsverläufe, die zu einem Objekt gehören. Wir bei der Valoon GmbH legen großen Wert darauf, dass auch scheinbar unstrukturierte Kommunikation, zum Beispiel über WhatsApp, in verwertbare Projektdaten umgewandelt und den richtigen Objekten oder Vorgängen zugeordnet wird. So geht keine Info verloren und alles bleibt nachvollziehbar dokumentiert.
Digital archiving and document management: Paperless success
Let’s be honest, the days of overflowing filing cabinets should really be over! A modern property management software comes with a powerful document management system (DMS) that allows you to property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your bringt ein leistungsfähiges Dokumentenmanagementsystem (DMS) mit, das Ihnen die digitally archive all important documents. Think of division declarations, minutes from owners’ meetings, rental contracts, invoices from tradesmen, and all correspondence. Important here are a tamper-proof storage system, a good search function (so you don’t have to search forever!), and the option to version documents. Ideally, you should also be able to access documents on the go – imagine being on-site and needing information quickly! Digital archiving not only saves space and paper but also valuable time when searching for documents and helps you comply with the GDPR through clear access permissions. This is a core aspect for us at Valoon GmbH to sustainably improve the information flow between field staff and the office – that’s our mission. ermöglicht. Denken Sie an Teilungserklärungen, Protokolle von Eigentümerversammlungen, Mietverträge, Handwerkerrechnungen und die gesamte Korrespondenz. Wichtig sind hier eine revisionssichere Ablage, eine gute Suchfunktion (damit Sie nicht ewig suchen müssen!) und die Möglichkeit, Dokumente zu versionieren. Ideal ist es, wenn Sie auch mobil auf die Dokumente zugreifen können – stellen Sie sich vor, Sie sind vor Ort und brauchen schnell eine Info! Die digitale Archivierung spart nicht nur Platz und Papier, sondern auch wertvolle Zeit bei der Dokumentensuche und hilft Ihnen, die DSGVO durch klare Zugriffsberechtigungen einzuhalten. Das ist für uns bei der Valoon GmbH ein Kernaspekt, um den Informationsfluss zwischen Außendienst und Büro nachhaltig zu verbessern – das ist unsere Mission.
Communication and document dispatch: Efficient interaction with tenants and owners
Open, transparent, and quick communication is the key to satisfied tenants and owners. Many property management software solutions come equipped with integrated communication tools, such as email functions, the ability to create mailing lists, or even dedicated customer portals. Through such portals, owners and tenants can view statements, report damages, or download important documents – all around the clock. This reduces your administrative effort enormously, and your customers appreciate the 24/7 service. At Valoon GmbH, we even take it a step further: we enable seamless integration of popular messaging services like WhatsApp. This way, your field staff and customers can use the tools they are already familiar with, while the communication remains structured and documented. And for your international clientele? Our automatic translation into over 50 languages is definitely a real advantage.
Task and appointment management: Keep track
Keeping track of all tasks and appointments is a real challenge in property management. A good property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your tool is your best friend here: it helps you capture, prioritize, assign, and monitor the completion of all tasks. This includes, for example, organizing maintenance measures, preparing owner meetings, or handling tenant requests. Reminder functions and the ability to link tasks directly with properties or contracts are super helpful. An integrated maintenance management system can help you with planning and documenting regular maintenance tasks for technical systems. At Valoon GmbH, we support this with central task management that can be fed directly from communication – for example, via Messenger. This ensures a quick and accountable processing.
Accounting and financial management: Transparency and control
Accounting – for many, a complex yet extremely important topic in property management. A powerful property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your should therefore either include a comprehensive accounting module or at least provide a seamless interface to popular accounting programs like DATEV. Core functions include managing utility and rental accounts, creating economic plans and annual statements, collection management, and processing payments. The software must, of course, meet legal requirements, such as those from the Condominium Act (WEG), and provide you with a transparent representation of all financial flows. Some solutions, like the one described by WAREHaus GmbH, consciously forgo double-entry bookkeeping for private landlords to keep it simple, while professional systems like Win-CASA offer automated accounting with bank integration. What is right for you heavily depends on your individual requirements and the size of your management.
Additional modules: Key management, contract management, meter management
In addition to core functions, many property management software solutions also offer specialized additional modules that can further enhance your management routine. These include, for example:
- Key management: So you always know who has which key and can respond quickly in case of loss.
- Contract management: All important contracts (insurance, maintenance contracts, rental agreements) stored and managed centrally, including deadline monitoring – never miss a notice period again!
- Meter management: Record and manage meter readings (electricity, water, heating) for accurate utility billing. This may also include interfaces to heating meter service providers, as mentioned in the article about software for property managers.
Such modules are often optional and can be added as needed. For larger management operations, they can provide real added value by digitizing and optimizing specific processes in the facility management or in the management of spare parts .Cloud or own server? The critical question for your property management software
When deciding on a property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your , you face an important choice: Should the software run in the cloud (Software as a Service, SaaS) or rather be installed locally on your own servers (On-Premise)? Both models have their own distinct advantages and disadvantages that you should carefully weigh. The decision depends on various factors, such as your company size, your IT infrastructure, your budget, and of course, your security requirements. While cloud solutions entice with flexibility and lower initial investments, on-premise systems often offer more direct control over the data. However, the trend is clearly moving towards the cloud, as providers can often offer faster updates and better scalability.
Cloud-based solutions (SaaS): Flexibility and accessibility
Cloud-based property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your, often referred to as SaaS (Software as a Service), is simply provided to you over the internet. You usually access it via a web browser or a mobile app. The huge advantage here lies in the high flexibility and accessibility: you can access your data from anywhere and with various devices – an internet connection is all it takes. The provider takes care of maintenance, updates, and data backup, which significantly eases your IT department’s workload. Costs are typically subscription-based (e.g., monthly per user or per managed unit), keeping initial investments low. Many modern providers like immocloud or iDWELL fully rely on this model. We at Valoon GmbH also offer a cloud-based SaaS platform that allows you to access structured information and project management functions from anywhere.
On-Premise solutions: Data security and control
With on-premise solutions, you install and operate the property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your on your own servers within the company. This gives you full control over your data and your IT infrastructure. Companies with very high security requirements or specific compliance guidelines sometimes prefer this model. However, initial investments for licenses and hardware are often higher, and you are responsible for maintenance, updates, and data backup – this requires appropriate IT know-how. Some established providers like DOMUS still offer on-premise options, often alongside their cloud offerings. It is important to remember: even with on-premise solutions, data security must be actively managed and is not automatically higher than with reputable cloud providers with suitable certifications.
Advantages and disadvantages compared: Making an informed decision
The decision between cloud and on-premise for your software solution should really be made based on a careful consideration of the respective advantages and disadvantages:
- Cloud (SaaS): Die Advantages are clear: lower initial costs, high scalability, automatic updates, access from anywhere, and less burden on your own IT. Disadvantages can be a certain dependency on the provider, ongoing subscription costs, and (often unfounded) concerns regarding data security.
- On-Premise: Here you score with full data control, potentially higher customization, and independence from internet access for local network access. The Disadvantages disadvantages are higher initial investments, your own effort for maintenance and updates, and lower flexibility when accessing from outside.
Modern cloud providers place a great emphasis on data security and GDPR compliance, such as Win-CASA with its hosting in high-security data centers in Germany. The question, , is of course also heavily influenced by the deployment model.
Total Cost of Ownership (TCO): Keeping an eye on long-term costs
When deciding on a property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your when making a decision, please do not just look at the initial acquisition or setup costs. Much more important are the total costs over the entire usage period (Total Cost of Ownership, TCO). For cloud solutions, this mainly includes the ongoing subscription fees. For on-premise solutions, in addition to licensing costs, you need to budget for hardware, implementation, training, maintenance contracts, IT personnel, and potential future upgrades. A TCO analysis helps you find the more economical solution in the long run. Often, cloud solutions turn out to be more cost-effective despite ongoing fees, as many hidden costs of the on-premise variant simply fall away. Softwareabc24 points out that cloud solutions start at around €10/month, while on-premise licenses can cost around €250 – this underscores how important a TCO assessment is.Step by step to your dream software: Here’s how to find the solution that really fits your needs
Choosing the right property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your is a strategic process that requires a bit of planning – but don’t worry, it’s worth it! Given the vast selection of providers on the market – Softwareabc24 mentions at least 60 products! – it’s easy to lose track. A systematic approach helps you separate the wheat from the chaff and find a solution that optimally meets your specific requirements. It all starts with an honest analysis of your current processes and the definition of clear goals for your digitization. Only then should you engage with specific software products. An impulsive purchase without thorough preparation often leads to frustration and bad investments – and that’s what we want to avoid.
- Needs analysis: Clearly define which processes should be digitized and which functions are needed.
- Market analysis: Create a longlist of potential providers based on your needs.
- Narrow selection: Shorten the longlist to a shortlist by comparing functions in detail.
- Practical tests: Intensively test the software on your shortlist with real data and scenarios.
- Check references: Gather user feedback and references to assess practical usability.
Needs analysis: Which processes should be digitized?
At the very beginning of any software selection is a thorough analysis of your current processes and needs. Think about it: Where does your property management hurt the most? Which areas have the greatest need for optimization or are particularly time-consuming? Ask yourself: Which recurring tasks should be automated? Where are there information breaks? Which functions of a property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your are absolutely essential for you (your must-have criteria) and which would just be nice to have (your nice-to-have criteria)? Write these requirements down in detail. Also consider the future – perhaps your management inventory will grow? We at Valoon GmbH, for example, focus on optimizing communication and project management because that is a real core issue for many management operations.
Create a longlist: A comprehensive market analysis
Based on your needs analysis, you will then create a longlist of potential software providers. Use various sources for this: professional articles, comparison portals like , recommendations from colleagues or industry associations. Ensure that the solutions you find generally fit your company size and management type (WEG, rental, etc.). At this stage, the goal is to get a broad overview of the market and not to prematurely dismiss any potentially suitable candidates. Look at both established players and innovative newcomers. The research inputs mention a whole range of products, from etg24 to dotega to Win-CASA and Immoware24.
Create a shortlist: The narrower selection
In the next step, shorten your longlist to a shortlist of three to five most promising software candidates. Compare the features of each solution in detail with your defined must-have criteria. Providers that do not meet essential requirements will be eliminated. Gather detailed product information, price lists, and perhaps even initial demo access. Read user reviews and test reports, to get a sense of the strengths and weaknesses of the respective software. Also, pay attention to aspects like the support offered and how often software updates occur – as mentioned with Matera, this is particularly important to always stay compliant with the latest WEG regulations.
Practical tests: thoroughly evaluate the software
The most important step in the selection process is the extensive practical testing of the software solutions on your shortlist. Many providers of property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your offer free trials or guided demos. Be sure to take this opportunity to test the software with your own real data! How does the handling feel? Is the interface intuitive? Do your employees find it easy to navigate? Test the features and workflows that are most important to you. As WAREHaus GmbH recommends for their software: Test with real data before you buy – especially when the right of withdrawal expires after activation. Only then can you ensure that the software meets your expectations and fits seamlessly into your workflows. Also, pay attention to how good the support is during the trial phase.
References and reviews: What do other users say?
In addition to your own tests, the experiences of other users are invaluable for assessing the quality and practical usability of a property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your . Ask the providers on your shortlist for reference customers – ideally from your industry and with a similar company size. Speak with these reference customers about their experiences with the software, the implementation process, and the support. Online review platforms and professional forums can also provide valuable information, but be a bit critical here, as not every review is objective. Positive testimonials, such as those shown by dotega on its website, can give a first impression but should be supplemented with your own research. The experiences of others can help you avoid potential pitfalls and make a truly informed decision.The right fit for every pot: Software tips for your property management size and type
The market for property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your is really diverse and offers something for a wide range of needs and company sizes. From streamlined tools for private small landlords and self-managing WEGs to complex ERP systems for large real estate corporations – the selection is enormous. Below, we would like to give you a brief overview of some recommended software solutions, sorted by typical user groups. This selection is based on the provided research materials and is meant to serve as initial guidance. But always remember: The “best” software is always the one that best meets your individual needs. Therefore, a thorough personal comparison is essential.
Software for small landlords and self-managing WEGs
For private landlords with only a few units or small homeowner associations that manage their affairs themselves, simplicity, fair pricing, and intuitive handling are often at the top of the wish list. The software should cover essential tasks such as creating service charge statements, managing rent payments, and communicating with tenants or owners. Here are a few examples: Einfachheit, ein fairer Preis und eine intuitive Bedienung ganz oben auf der Wunschliste. Die Software sollte die grundlegenden Aufgaben wie das Erstellen von Nebenkostenabrechnungen, die Verwaltung von Mietzahlungen und die Kommunikation mit Mietern oder Eigentümern abdecken. Hier ein paar Beispiele:
- vermietet.de: This solution is specifically tailored to private landlords and offers, according to softwareabc24, a good range of features for this target group. It is often mentioned as one of the alternatives for private landlords in the
- objego: Also aimed at private landlords and smaller administrations, objego is often praised for its user-friendliness and offers free trial options – definitely worth a try!
- immocloud: Regarded as an all-rounder and test winner at Trusted.de, it caters to both medium-sized businesses and private landlords. Its scalability makes it interesting even as your portfolio grows.
For self-managing WEGs, solutions like those from or dotega are exciting, as they often also provide expert support for legal or accounting queries – this can be a real help for lay administrators. Dotega markets itself with a cost savings of 70% and includes liability insurance for property damage.
Software for medium-sized property management companies
Medium-sized property management companies often require a broader range of functionalities and more flexibility than small administrators. Important modules here often include WEG and rental management, solid accounting, good document management, and opportunities for process automation. Examples of such property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your are:
- WIN-CASA: An established software reportedly used by over 5,000 property management companies, covering WEG, rental, and SEV management. Prices start at around 29 euros per month.
- iDWELL: Strongly focuses on digital communication and customer portals to optimize interaction with tenants and owners. Mobile apps are an important component here.
- etg24: This software excels in customer and property management, online decision-making, and customer communication through portals. As mentioned in the research input, etg24 is ideally used in conjunction with specialized accounting software. At Valoon GmbH, we see parallels in focusing on simple communication and data structuring, with our approach emphasizing the integration of messengers like WhatsApp to simplify data collection directly in the field.
These solutions often also provide interfaces to other systems, such as DATEV for accounting or specialized facility management software like Flink2Go.
Software for large property management companies and ERP integration
Large property management companies with immense portfolios and complex company structures often need really powerful enterprise resource planning (ERP) systems.These solutions go far beyond mere administrative functions and also incorporate areas such as controlling, human resources, and customer relationship management (CRM). Scalability, multi-client capability, and extensive interfaces to other enterprise applications are essential here. Examples of such property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your are:
- Immoware24: A comprehensive solution that is considered more suitable for large property management companies according to Trusted.de. It offers functions like automated bank data import and SEPA compliance.
- Wodis Sigma: Mentioned in the research as an ERP system that goes beyond purely administrative tasks and enables holistic corporate governance.
- DOMUS: Offers various product lines (DOMUS 1000, DOMUS 4000) for different company sizes and is known for its strength in accounting.
These systems often require more intensive onboarding and higher investments, but they also offer a very high degree of customization and automation.
Open-source alternatives: Individuality and flexibility
Although specific open-source examples for are not explicitly mentioned in the provided research input, this is an area that can be quite interesting for tech-savvy users or companies with their own development resources. Open-source software has the property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your great advantage that the source code is open , which means maximum customizability and potentially no license costs. But beware: The use of open-source solutions often requires more internal IT know-how for installation, configuration, maintenance, and support. Moreover, the availability of specialized modules for the German property management industry may be somewhat limited. It’s important to weigh the potential effort for customization and maintenance against the saved license costs. Open-source components could indeed be integrated into an overall system for specific tasks such as the, was maximale Anpassbarkeit und potenziell keine Lizenzkosten bedeutet. Aber Achtung: Der Einsatz von Open-Source-Lösungen erfordert oft mehr internes IT-Know-how für Installation, Konfiguration, Wartung und Support. Zudem ist die Verfügbarkeit von spezialisierten Modulen für die deutsche Hausverwaltungsbranche möglicherweise etwas eingeschränkt. Hier gilt es, den potenziellen Aufwand für Anpassung und Wartung gut gegen die eingesparten Lizenzkosten abzuwägen. Für spezifische Aufgaben wie das management of building data using CAFM software .Looking for team players: Why good interfaces make your property management software unbeatable
In modern property management, a software solution that only works independently is hardly imaginable. The ability of a property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your, to seamlessly integrate into your existing IT landscape and exchange data with other systems, is an absolutely crucial factor for efficiency and future viability.Interfaces to accounting programs, banks, tenant portals, or specialized applications for maintenance management prevent duplicate data entry (who wants that?), reduce sources of error, and enable seamless digital processes. Therefore, when selecting software, you should pay particular attention to the available and planned interfaces. At Valoon GmbH, we place great importance on open API interfaces to ensure flexible connectivity to third-party systems and thus optimize the flow of information – because that’s what it’s all about.
Accounting software (DATEV, SAP): Seamless integration
For many property management firms, especially if they work with an external tax advisor or have complex accounting requirements, a smooth connection to standard accounting systems like DATEV or SAP is absolutely essential. A good interface allows for the automated export of booking data from your property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your to the accounting program and vice versa. This not only saves an incredible amount of time on manual data transfer but also ensures that your data is consistent and accurate. Many professional property management programs like Win-CASA or Immoware24 offer such interfaces as standard or as an additional module. The research data also shows that integration with existing accounting software is a real key factor in software selection.
Bank interfaces: Automating payment transactions
The integration of bank interfaces (e.g., HBCI/FinTS) into your property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your allows for a high degree of automation of your payment transactions and account reconciliation.Incoming rent and maintenance payments can be automatically assigned to the correct contracts and open items. Direct debits and transfers can be initiated directly from the software. This significantly reduces manual effort and ensures you always have an up-to-date financial overview. Features like the automatic bank data import at Immoware24 or the bank integration at Win-CASA are good examples. The integration with banks like Aareal-Account (BK01) is also highlighted in the research data as an important interface – emphasizing the importance of efficient financial management.
Tenant portals: Self-service for tenants and owners
Modern property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your often offers the great opportunity to set up tenant and owner portals. These online platforms then serve as the central point of contact for communication and information exchange.Your tenants and owners can, for example, view their contract data, download service charge statements, submit damage reports online, or access important documents like the house rules or minutes from owners’ meetings. Such self-service offerings relieve you as a property management firm from many routine inquiries while also increasing transparency and customer satisfaction. Providers like iDWELL or etg24 focus heavily on such portal solutions. At Valoon GmbH, we support this approach by providing a web application for accessing structured information, complemented by direct communication via messengers – so everyone is quickly informed.
Other interfaces: FlowFact, MS Office, Aareal-Account (BK01)
In addition to the already mentioned interfaces, there are a number of other connection options that may be very relevant for certain property management companies. These include, for example:
- CRM systems like FlowFact: For the professional management of your customer relationships and sales activities.
- MS Office integration: So you can easily export data to Excel or create mail merges in Word.
- Interfaces to metering service providers: For the automated import of consumption data for heating and additional cost billing – it saves typing work!
- Connection to contractor portals or facility management software: For the efficient commissioning and execution of maintenance measures.
You should definitely check the availability of such interfaces when selecting the software solution to ensure that the software fits optimally into your existing IT infrastructure and established workflows. The research data explicitly mentions interfaces to GdPdU and heating measurement service providers as important factors.Better safe than sorry: Data protection & data security – that’s something you need to pay attention to in your software
The protection of sensitive data belonging to your owners, tenants, and business partners has absolute priority in property management – we can certainly agree on that. With the introduction of the General Data Protection Regulation (GDPR), the requirements for processing personal data have significantly increased. A professional property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your must therefore provide comprehensive functions to ensure data protection and data security. This relates not only to technical aspects such as encryption and access controls but also to organizational measures in handling the data. When selecting software, you should scrutinize this point particularly closely and ensure that the provider meets legal requirements and informs transparently about its security measures. We at Valoon GmbH are fully aware of this responsibility and place great importance on data security and protection, especially when it comes to the integration of third-party messaging services.
GDPR compliance: Meeting legal requirements
Compliance with the General Data Protection Regulation (GDPR) is a must for any property management company that processes personal data. A property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your must support you in meeting these requirements. This includes features such as the ability to handle requests for information from data subjects, implement data deletion concepts, and document your processing activities. Ideally, the software provider should offer you a data processing agreement (DPA) in accordance with Art. 28 GDPR. Make sure that the software is regularly updated to reflect current legal changes . Especially with cloud solutions, it is important that the server location is ideally within the EU to avoid or adequately secure data transfers to third countries. For example, Matera emphasizes how important GDPR compliance and continuous adaptation to legal changes are.
Data encryption and access controls: Protecting sensitive data
Technical measures to protect the data stored in your property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your are absolutely essential. This includes, first and foremost, the encryption of sensitive data, both during transmission (e.g., using SSL/TLS) and when stored on servers (Encryption at Rest). A well-thought-out roles and permissions system is also crucial, so your employees can only access the data they need for their specific tasks. Logging features (audit trails) help trace access and changes to the data. Regular security updates from the software provider are also a must to quickly close known security vulnerabilities. At Valoon GmbH, we rely on robust security mechanisms to ensure the confidentiality and integrity of the processed data at all times.
Cloud providers: Security standards and certifications
If you are considering a cloud-based property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your solution, you should closely examine the security standards of the provider. Reputable cloud providers operate their data centers according to high security standards and can often demonstrate relevant certifications (e.g., ISO 27001). Investigate aspects such as the physical security of data centers, fire protection measures, and emergency concepts. The server location, as mentioned earlier, is an important factor in terms of GDPR. Many German providers, such as Win-CASA, also advertise hosting in highly secure data centers in Germany. Transparency from the provider regarding its security architecture and processes is always a good sign. Feel free to ask specifically how your data is protected!
Backup strategies: Avoiding data loss
A comprehensive backup plan is essential to avoid data loss in case of system failures, cyberattacks, or other unforeseen events. For cloud solutions, the provider is responsible for creating regular backups and restoring the data in emergencies. Clarify how often backups are made, where they are stored, and how quickly a restoration can be done. With on-premise solutions, the responsibility for the backup strategy lies with you. This requires appropriate hardware, software, and of course, know-how. Regardless of which deployment model you choose: It is extremely important that the data is regularly backed up, and that the restoration processes are occasionally tested, so you don’t encounter any unpleasant surprises with your software solution when it matters.Digitalization rocks! Here’s how to make your property management fit for the future
Digitalization is not a short-lived trend, but a profound change that is also fundamentally transforming the real estate industry and especially us in the property management sector. Utilizing modern property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your is your key to successfully mastering this transformation and securing your own management for the future. The benefits are clear: more efficiency, better transparency, higher service quality, and ultimately a stronger competitive position. It’s about replacing manual and paper-based processes with intelligent, digital workflows, creating space for truly value-adding activities. We at Valoon GmbH want to support you on this journey by simplifying data collection and optimizing the flow of information – so you can focus on what truly matters.
The benefits of digital solutions: Efficiency, transparency, competitiveness
Switching to a digital property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your brings you a lot of advantages. Efficiency increases automatically result from automating routine tasks, faster access to information, and optimized communication channels. The transparency is increased both internally and externally towards your owners and tenants, as all relevant data and processes are centrally documented and can be traced at any time. This leads to better service quality and can noticeably increase customer satisfaction. In the long run, all these aspects strengthen the competitiveness of your property management in a constantly changing market environment. Lowering the barriers to entry for digitalization, as we aim to do at Valoon GmbH, is an important factor in bringing along traditionally less digitized industries.
The continuous further development of the software: Stay on the ball
The market for property management software comes into play. Just imagine how much easier your workday could be if processes were optimized and routine tasks automated. With the right software, you can keep track, reduce costs, and – very importantly – increase the satisfaction of your owners and tenants. We want to show you how to find the solution that truly fits you and makes your is very dynamic and continually evolving. New technologies, changing legal requirements, or altered customer needs lead software providers to constantly adjust and expand their products. When choosing a provider, make sure that they have a clear vision for the future development of their software and provide regular updates. Also stay on the ball yourself, inform yourself about new features and possibilities, and take advantage of training offerings to fully exploit the potential of your software. The ability to adapt to new circumstances is crucial for the long-term success of your digital strategy. We at Valoon GmbH are committed to continuous innovation to always offer you user-friendly and efficient solutions.
A call to digitalization: Actively shape the future of property management
Digitalization offers huge opportunities for property management companies of all sizes – let’s seize them! Take advantage of the possibilities that a modern software solution offers you to optimize your processes, relieve your staff, and provide your customers with even better service. Investing in the right software is an investment in the future viability of your company. It’s best to start today with analyzing your needs and embark on the path to a digitalized property management.
Valoon GmbH is your partner in optimizing communication and project management in your property management. Our solutions simplify data collection and sustainably improve the flow of information between field service and office. We help you lower the barriers to entry for digitalization and transform everyday messaging communication into structured project data.
Now is the perfect time to explore opportunities for your project. Contact us today, to start your individual consultation and shape the way to a more efficient property management. Register for more information and learn how we can solve your specific challenges.
What is the biggest challenge in selecting property management software for an Owners’ Association (WEG)?
The biggest challenge often lies in finding the software from the multitude of offerings that exactly fits the specific needs and size of your WEG. There isn’t just “one best” solution, so a thorough needs analysis is crucial, to avoid misdecisions and choose software that truly facilitates administrative daily life.
How can software simplify communication in a WEG or with tenants, especially when many are not tech-savvy?
Modern property management software often offers intuitive portals or integrates familiar communication channels like messaging services (e.g., WhatsApp). This allows even less tech-savvy individuals to easily access information, send messages, or report damages, significantly speeding up and simplifying communication. Is cloud-based property management software secure enough for sensitive WEG data?.
Ist Cloud-basierte Hausverwaltungssoftware sicher genug für sensible WEG-Daten?
Yes, reputable providers of cloud software place the highest value on data security and GDPR compliance. Look for features such as server locations in the EU, data encryption, and certifications (e.g., ISO 27001). Often, security in professional data centers is even higher than with local solutions..
What core functions are essential for self-management software for a WEG?
Essentially, functions for correct accounting (service charge accounting, financial plan), digital document storage (resolutions, protocols), communication with owners, organizing owners’ meetings (possibly digital/hybrid), and an effective task management. It’s also important to support compliance with legal requirements.
Is property management software financially worthwhile for small WEGs as well?
Yes, software can also be worthwhile for small WEGs. It helps to significantly reduce administrative effort, avoid errors, and thus save costs. Some providers, such as dotega, advertise cost savings of up to 70% compared to external managers. There are also free basic versions or affordable starter packages. How important are interfaces to banks or accounting programs for WEG management?
Wie wichtig sind Schnittstellen zu Banken oder Buchhaltungsprogrammen für eine WEG-Verwaltung?
Interfaces are very important for efficiency. A connection to the WEG bank account automates payment assignment. An interface to accounting programs (e.g., DATEV) simplifies collaboration with tax advisors and ensures correct data. This saves time and reduces errors.
Our WEG is managed on a voluntary basis. How does software help reduce effort and avoid errors?
Software automates many routine tasks, provides templates (e.g., for resolutions collections), and structures information centrally. The significantly reduces the time required for volunteer administrators and minimizes the risk of errors that could have legal consequences. The ease of use is a key factor here.
How does property management software support compliance with legal requirements for community associations (e.g., resolution collection, GDPR)?
Good software provides features for legally compliant management of the resolution collection, helps create GDPR-compliant documents, and reminds about important deadlines. Many providers regularly update their software in accordance with new legislation, which is especially helpful for lay administrators.
