Lettings and property management

Applicants can submit their application through a public page linked to the listing or property and attach their supporting documents, which are filed directly in their profile. The AI assistant can then read these documents, such as a payslip or employment contract, in order to enter the income and employer details into the profile. Rejected applications are deleted after six months in accordance with the principle of data storage limitation.

See also: Lettings and property management software, Property management software for lettings agencies and managers

When you accept an applicant, they become a tenant and the software automatically creates a draft lease to prepare for the rental process. If you reject the application, a simple email is sent to the applicant and the file is scheduled for deletion after six months. This organisation helps structure the selection process without requiring multiple manual steps.

See also: Lettings and property management software

The lease is generated from a document template and data relating to the property and the tenant, before being sent for simple electronic signature. Each signatory receives a personal link and confirms their identity using a code sent to their email address. Once all parties have signed, a signature certificate is produced and attached to the lease to retain proof of the transaction.

See also: Lettings and property management software, Documents and e-signature

The condition report is drawn up room by room with photographs and signatures, and then generated as a PDF. Upon checkout, the AI assistant can compare the check in and check out photographs of the same room to propose a list of differences, each classified as normal wear and tear, minor damage or major damage. The property manager validates or corrects these proposals, which facilitates discussions regarding the rental deposit.

See also: Property inventory software for check-in and check-out reports, AI for estate agencies, included

The tenant receives a personal, revocable link by email, which gives them access to their lease, documents, deadlines, payments and certificates. They can also report an incident through this portal, which creates a request in the agency work queue. This access does not require a password and can be revoked by the agency at any time.

See also: Lettings and property management software

The tenant reports the incident from their portal, and the agency receives it as a ticket that follows the stages of triage, assignment, intervention and closure. The property manager can then issue a work order to a supplier from the directory, and the supplier invoice is recorded as an expense against the relevant property, making it appear on the landlord statement.

See also: Maintenance, works and contractors

The work order is issued to the chosen supplier, and the landlord approval is requested when the amount exceeds the threshold set in the mandate. The supplier receives an intervention link that allows them to track the request without needing an account. Their invoice is then recorded as an expense against the property and the ticket is closed, ensuring that the expense appears on the landlord statement.

See also: Maintenance, works and contractors, Real estate finance: invoices, rent, exports

The work queue tracks active lease deadlines, such as the indexation anniversary date, the end of the lease or the expiry of a certificate, in order to alert the team before a deadline is missed. Indexation is calculated based on published indices, and when the index for the month is not yet available, no amount is proposed rather than providing an estimated figure.

United Kingdom For the United Kingdom, REOS tracks the deadlines and documents for each lease, and market specific indexation rules can be configured upon request.

See also: Lettings and property management software

The tenant and landlord areas rely on personal, long and random links sent by email, which can be revoked by the agency at any time. Each individual only sees information relating to their own file or properties, because access is verified by the server on every read request rather than just on the screen interface.

See also: Security and data protection