Real estate document management, built for property managers, landlords, housing associations, owners' associations and investors. Every property collects hundreds of documents over the years: title deeds, permits, energy certificates, inspection reports, insurance policies, leases and correspondence. We build a document management system where everything is findable per property and per tenant, and where you never miss an expiring certificate again.
- Everything per property: every document in a fixed place, linked to property, unit, tenant or maintenance task.
- Certificates monitored: expiry dates of inspections and certificates with timely alerts.
- Secure: permissions per role and per property, encrypted storage and a full audit trail.
- Less manual work: leases and letters generated automatically and signed digitally.
The Problem: Scattered Property Documents
In most organisations the documents do exist, but they are everywhere: title deeds with the legal team, insurance policies in the finance mailbox, leases on a shared drive with a folder structure everyone uses differently. Anyone needing an energy certificate, inspection report or lease quickly has to go looking. And an expired inspection is only noticed when it's too late.
What Our Real Estate Document Management System Does
Structured repository. Documents are stored per property, unit, document type and the lease or maintenance task they belong to. On upload, the key details are captured, such as property, document type, start and expiry date. Existing archives are brought across in bulk.
Compliance certificate tracking. Energy performance certificates, legionella risk assessments, lift inspections, fire alarm and safety installation inspections, asbestos surveys and gas and electrical safety certificates all expire. The system tracks every expiry date across the portfolio and alerts you, for example, 90, 60 and 30 days ahead. A dashboard shows per property whether everything is in order.
Tenancy files. Lease with every version, correspondence, check-in and check-out reports and financial documents per tenant. Inspections can be done with an app and compared side by side, as the basis for agreements on damage and deposits.
Ownership, permits and insurance. Title deeds, land registry records, permits and insurance policies per property, with renewal date tracking.
Suppliers and contractors. Contracts, certifications and insurance certificates of contractors and installers, with expiry tracking.
Document generation. Leases, rent increase letters and service charge statements drafted from your own templates, and sent for e-signature via, for example, DocuSign.
Data rooms for sale or refinancing. Assemble a secure data room with the documents of a property or portfolio in a few clicks, and share it through a time-limited, access-controlled link.
Secure Property Documents
Property documents contain tenants' personal data and confidential financial information. Access is controlled per role and per property, documents are stored encrypted, and every view or change is logged. Personal data is processed in line with the GDPR, with retention periods per document type.
Integrations
- Property management software: documents shown directly with the property, tenant and maintenance task.
- Accounting: invoices and statements linked to the entries in Exact Online, AFAS or Twinfield.
- Email: incoming invoices and certificates filed to the right property automatically.
- Tenant portal: tenants see their own lease and documents.
How We Work
- Discovery. Which documents, properties, processes and systems you have.
- Design. Document types, structure, permissions and integrations in a design you review.
- Short development sprints. We often start with storage and certificate tracking, then expand.
- Migration. Moving and organising your existing archive.
- Operations. Hosting, security, updates and further development.
Frequently Asked Questions about Real Estate Document Management
Why not SharePoint or a shared drive?
They are fine for storing files, but they don't know which document belongs to which property or when a certificate expires. A real estate document management system links documents to properties and tenants and tracks expiry dates. We can still use SharePoint as storage and build the property logic on top.
Can we migrate our existing archive?
Yes. We migrate existing documents in bulk, organise them per property and document type, and extract details such as expiry dates automatically where possible.
Which certificates can the system track?
Any document with an expiry date: energy certificates, legionella assessments, lift and installation inspections, asbestos surveys, safety certificates, insurance policies and contracts. You define the types and the alert periods.
Do we own the source code?
You can. Ownership of the source code is set out in the contract, and the code can be fully yours, including documentation and tests.