Modern residential complex with staggered balconies

For property managers & real estate managers

Telephone, inbox, service charge arrears. How many units can one manager at your company still handle?

ivato digitalises everyday property management: damage reports, tradesperson orders, arrears, dunning, owners' meetings and communication with owners and tenants. With our own manager portal for customer and order management, arrears and reminders. Your property management software stays. Your managers manage again, instead of chasing people by phone.

Callback from the industry consultant →View the manager portal ↓

Clients from this industry

Your daily work

Do you recognise these sentences from your property management?

Property managers can hardly find staff any more, owners' demands are rising, and every unit brings calls, emails and deadlines. Anyone who wants to grow has to handle more units per manager without quality suffering. This is exactly where we start.

You recognise 0 of 8 statements

Tap the statements you recognise from your day-to-day work.

The pattern behind it: Managers spend their time chasing, reminding and searching instead of managing.

Let's talk about it ↓

Our own product

How do property managers keep arrears, orders and deadlines under control?

With the ivato manager portal. We built it for property managers: customers and properties, tradesperson orders, arrears and reminders in one place. Outstanding amounts become visible, reminders go out automatically, and everyone on the team sees the status without asking.

ivato · Manager portal
Total outstanding
€18,420
Overdue > 30 days
€7,960
Received this month
€12,300
Property / unitTypeAmountOverdue forStatus
Lindenstr. 12 · Unit 07Service charge€1,24062 daysDunning level 2
Lindenallee 4 · Unit 03Special levy€3,50034 daysReminder 1
Parkweg 9 · Commercial 1Rent€2,18012 daysReminder planned
Am Markt 2 · Unit 11Utility back payment€4185 daysopen
Lindenstr. 12 · Unit 02Service charge€310-paid today

What the manager portal can do

  • Customers & propertiesOwners, tenants, units and contact persons in one place
  • Order managementCommission tradespeople, track dates and status, assign invoices
  • ArrearsOpen service charges, rents and levies with traffic light and due date
  • Reminder functionsPayment reminders, dunning levels and reminders to tradespeople, automatically
  • Deadlines & follow-upsMaintenance, invitation deadlines, contracts and inspections in view
  • Team transparencyEveryone sees the status, holiday cover without handover notes

How many more units can your team handle?

Enter your figures. You set the time saving yourself, we determine the real value in the business case.

Units per head today
250
Additionally possible
+375 units

Simplified calculation: freed-up time × current units per head. No guarantee, the business case for your office is what counts.

Everyday management

At which point does your property management lose the most time?

The portal is the core. Click on a stage and see how it works in many property managers today, what ivato implements there and what changes as a result. Which stages offer the greatest leverage for you, we clarify in the initial conversation.

Today

Telephone and inbox determine the day

Requests from owners, tenants, advisory boards and tradespeople arrive by phone, email and post. Much is noted on slips of paper and assigned later.

With ivato

Every request captured in a structured way

  • AI telephone takes calls around the clock
  • Damage report via link with photos
  • Emails are assigned to property and manager

What changes

A calmer office, nothing gets lost

Managers work through requests in an orderly way instead of being constantly interrupted. Emergencies still go out immediately.

Descriptions show typical processes. We calculate concrete effects in hours and euros for your property management in the business case.

Practical examples

What does this look like in a property management in practice?

Four examples from WEG (condominium), rental and mixed property managers, each with starting point, solution and result. What they all have in common: the management software stayed in place, and after 8 to 12 weeks the solution was running in daily operations.

  • Manager portalBrandenburgapprox. 1,200 unitsWEG & rental

    Arrears visible, reminders automatic, orders under control

    Starting point
    Customers, orders and outstanding amounts spread across management software, Excel and inboxes. Reminders to late payers and tradespeople depended on individual employees.
    Solution
    ivato manager portal with customer and order management, overview of arrears with due date and automatic reminder functions.
    Result
    Outstanding amounts and orders are visible to the whole team. Reminders run on time without anyone having to remember them.
    Go-live
    8 weeks
    Arrears
    −35%
    Owner queries
    −40%
    In use since
    2023

  • WEG managementSaxonyapprox. 1,800 units65 owners' associations

    Owners' meeting in three instead of ten working days per property

    Starting point
    Invitations, agenda, proxies, voting results, minutes and resolution book were created and maintained by hand for every owners' meeting.
    Solution
    Digital invitation with deadline control, online proxies, draft minutes from the voting results and automatic updating of the resolution book.
    Result
    The owners' meeting season is plannable. Managers check and add instead of copying.
    Investment
    €26,000
    Payback
    7 months

  • Rental managementNRWapprox. 2,500 unitsResidential & commercial

    From damage report to tradesperson order without a chain of phone calls

    Starting point
    Damage was reported by telephone, often without photos and precise details. Every order needed several calls to the tenant and tradesperson.
    Solution
    Reporting journey via link and AI telephone assistant, property and unit are recognised, order goes to the stored tradesperson, tenant receives status information automatically.
    Result
    Damage is repaired faster, the telephone is much calmer, and every order is documented.
    Investment
    €31,000
    Payback
    8 months

  • Mixed & SEVBavariaapprox. 900 unitsWEG, rental, special property management

    Inbox and documents sorted before the manager opens them

    Starting point
    Over 150 emails a day in a shared inbox, invoices by email and post, assignment to property and cost type by hand.
    Solution
    AI assigns emails to property, unit and request, suggests replies, recognises invoices and prepares them with property and cost type for the management software.
    Result
    Every email lands with the right manager, standard replies go out faster, and the documents for billing are clean.
    Investment
    €22,000
    Payback
    6 months

More case studies from Real estate & developers · Funding programmes

Solutions

Which tools does ivato use in property management?

The manager portal and proven building blocks around it, adapted to your type of management and your software. Not a platform that you have to set up yourself, but a finished solution for your team.

  • ivato manager portal

    Customer and order management, arrears and reminder functions in one place. For the whole team, including holiday cover.

    To the portal →

  • AI telephone & damage reporting

    Takes calls and damage reports around the clock, recognises property and urgency and creates the order. Emergencies go straight to the on-call service.

    To Scaling with AI →

  • AI inbox & document recognition

    Emails are assigned to property, unit and request, draft replies prepared, invoices captured with cost type.

    To Reducing cost pressure →

  • Digital owners' meeting

    Invitation with deadline control, online proxies, draft minutes and an automatically maintained resolution book.

    To Implementation →

  • Owner & tenant portal

    Documents, statements, minutes and damage status available on request. Fewer calls, more trust among owners and the advisory board.

    To Sales & CRM Automation →

  • Property file & knowledge base

    Special features, resolutions, contracts and history for each property retrievable by asking a question. Important for changes of manager, takeovers and succession.

    To Securing succession →

Management software & bank

Do we have to switch our management software?

No. Your management software remains the leading system for accounting, billing and master data. The manager portal and the further building blocks start alongside it: communication, orders, arrears and deadlines. Data is handed over instead of being maintained twice.

Your systems stay

  • Connection to common management software via existing interfaces or data exports
  • Incoming payments are also used for the arrears
  • Owner and tenant data processed in line with the GDPR
  • Data stays on servers in Germany
WEGHeizkostenV

Are the obligations growing faster than your team?

Since December 2023, owners can demand a certified property manager. For remotely readable meters, monthly consumption information is mandatory, and CO2 costs must be split between landlord and tenant. Every new obligation means more documentation and more communication. Digital processes make sure this does not depend on individual heads.

As of: 10/2026 · simplified presentation, not legal advice

Clarify in a conversation ↓

Process & prices

How do we start without the billing season suffering?

With a 30-minute conversation. After that you decide step by step whether to begin with the portal, the telephone or the owners' meeting. We plan the implementation around the billing and meeting season.

  1. Step 1

    Initial conversation

    30 minutes with a consultant who knows property managers. With a live demo of the manager portal on request.

    free of charge

    Request a callback ↓

  2. Step 2

    Strategy

    We look at your everyday management, calculate the business case in euros and units per manager and set a roadmap.

    Fixed price by scope · eligible for funding

    To Strategy →

  3. Step 3

    Implementation

    We set up the portal and further building blocks, connect your software and train your team until it runs.

    from €20,000 net · 8–12 weeks

    To Implementation →

Estimate your funding

Funding rate
Funding
€12,000
Your contribution
€18,000

Simplified calculation. Rate and maximum amounts depend on the programme, federal state and company size. Consulting can additionally receive a grant of up to €5,600.

projects successfully supported
1,000+
projects successfully supported
years of experience with mid-sized companies
25+
years of experience with mid-sized companies
funding for implementation
up to 60%
funding for implementation
dedicated contact person in the project
1
dedicated contact person in the project

Frequently asked questions

What owners of property management companies want to know beforehand

Your question is not here? In the initial conversation we take 30 minutes for your specific topic.

Nobody is forced. Those who prefer to call or receive post can carry on doing so. The AI still records the call in a structured way, and letters are generated from the same data. In our experience, many owners use the portal as soon as they notice that they get an answer faster there.

In most cases yes, via existing interfaces or data exports. We check this in the initial conversation, before you commit.

Yes. Dunning levels, reminder intervals, order types, tradesperson lists and responsibilities are set up according to your processes. The portal appears in your own look and feel.

Often precisely then, because few people cover everything and every absence is felt immediately. Even the overview of arrears and automatic reminders bring clear relief. Whether it pays off is shown by the business case before the investment.

Data is processed in line with the GDPR and transmitted encrypted. AI services do not use the data to train third-party models. We settle the details in a data processing agreement.

For consulting, grants of up to €5,600 are possible, for implementation up to 60% depending on federal state and programme. We check the suitable programmes in the initial conversation and take care of the application documents. As of: 10/2026, programmes change regularly.

Read on

Contact

Exchange ideas with one of our specialists from your industry.

30 minutes, free of charge, with a live demo of the manager portal on request. We tell you openly which two or three points are worthwhile for you and roughly what that costs.

  • Callback within one working day
  • Live demo of the manager portal possible

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