Property management: Rent, WEG, billing, metering services, meetings

Open Property Management

Open "All Apps" and select "Property Management". The overview shows all properties with the number of units, rented and vacant units; at the top, you can filter by Austria or Germany.

Create a Property

Click "Create Property". The assistant will sequentially prompt for master data and country, the building with its legal characteristics (e.g., date of building permit or subsidy), the units, and the accounts. The country determines which law will apply later.

Create Units in Series

In the "Units" step, you can create many units at once, for example, Unit 1 to 24, with a common usage type and area. Individual units can then be modified in their respective files; the area is versioned with an effective date.

Record Ownership and Shares

In the "Owners" tab, you enter the owners with their respective shares. For condominium ownership in Austria, you record the utility values from the utility value appraisal; in Germany, you record the co-ownership shares and the community regulations. The sum is verified.

Create a Tenancy

Under "Usage Agreements", click "New". The assistant guides you through the unit, contract and fixed term, tenants from your contacts, rent components with VAT per line, deposit and rent adjustment (value indexation, index-linked or stepped rent), as well as the legal characteristics.

Check Legal Classification

In the final step, you will see which tenancy law applies — justified step-by-step, with references and links to the legal text. If information is missing, the classification will be "undetermined" and the missing fields will be linked as a list. The classification is saved with the tenancy.

Confirm or Override Classification

In the tenancy file, you can recalculate, confirm, or override the classification with a justification of at least 20 characters. Each version remains visible in the history.

Homepage "My Properties Today"

After logging in, "My Properties Today" opens. You can see what's on the agenda for your properties today: emergencies, upcoming inspections, deadlines, arrears, and new messages from the client file. "Properties", "Damages", and "Import Bank Statement" at the top lead directly to those sections.

Properties You Are Responsible For

The cards display the properties you are responsible for, each with a traffic light indicator. If no property has been assigned to you yet, you will see all properties. "Show All" opens the complete list under "Properties & Office".

Properties & Office

In the "Properties & Office" menu, you will find the same daily list and, below it, the incoming items from the client file (damage, meter reading, tradesperson feedback). "Damages" and "Inspections & Deadlines" at the top lead to those sections; owners and administrators will also see "Specifications".

Your Management's Specifications

Under "Specifications", owners and administrators can set response times, lead times, and limits – separate from statutory deadlines: for example, "Four-Eyes Approval from (€, net)" for orders, "Deadlines as Calendar Events" and the company inbox for email dispatch. Nothing is ever sent automatically; it always requires approval first.

Open “Settlement” tab

Open the property and select the “Settlement” tab. The overview shows open costs, missing readings, deadlines with a traffic light system, and due adjustments.

Define circles and keys

Under “Circles & Keys”, “Suggest circles” creates the operating cost circle, additionally heating/hot water for central supply, and a separate circle for elevators or laundry rooms. A different distribution key requires a legal basis and a receipt; owners or administrators set it as valid. For the heating circle, enter the details for the heating cost settlement (Austria: separation of heating/hot water, agreement on consumption share; Germany: hot water method, CO2 building type). Check cost types that are only allocable with documented prerequisites in the circle once proof is available.

Assign costs

Under “Costs”, you will find incoming invoices with the hit reason (cost center, supplier, metering point, address). “Assign” distributes an invoice to a circle and cost type, in several parts if necessary. Record notices, in-house services, and income with a receipt.

Read meters

Under “Meters”, you record the readings at the end of the period — on your mobile phone via “Read on mobile” with a photo — or import the file from the metering service. A correction creates a new line with a reason.

Create settlement

“New settlement” opens the assistant. Select the period and scope: in Austria, operating costs and heating costs are separated; in Germany, a joint settlement.

Review and calculate

In the “Review” step, click “Calculate”. You will see items, individual settlements with VAT breakdown, and a preview as a PDF. Clicking on a blocker leads to the appropriate step.

Finalize

Owners or administrators finalize the settlement. It receives a document number and is then unchangeable; errors are corrected by an amendment as a new version.

Send and record receipt

In Austria, you post the operating cost settlement and record the posting date. In Germany, you record the receipt per tenant — this sets the due date and objection period.

Post

“Post” records additional payments as a demand and credits as a credit note to the tenant's account. Open advance payments for the period are expensed in Germany; vacancies are only reported.

New advance payments

In the final step, the result generates proposals for new advance payments — including letters and integration into the rent.

Open Billing

Open the property, go to the "Finances / Balance Sheet" tab, and click on "Billing". Select the month, property, and what is to be billed. Rent is generated from the rent components, and condominium (WEG) prepayments from the set prepayment plan; if the due date falls on a Saturday or public holiday, it is moved to the next business day.

Check Preview (Dry Run)

"Calculate Preview" does not post any entries. You will see what will be posted, what is blocked (with missing information), and what will be skipped. If anything has changed since the preview, the system will not post anything and will require a new preview.

Post Entries

"Post Now" assigns document numbers and posts to the tenant or owner accounts; a tenant account is created upon the first posting. A second run for the same month will not post anything twice. Owners, administrators, and managers are authorized to post.

Cancel Instead of Overwrite

You can reverse an incorrect billing by using "Cancel" with a contra-entry – it is never overwritten; amounts already paid remain as credit. Payments are settled according to the law: Austria § 1415/§ 1416 ABGB, Germany §§ 366, 367 BGB. The balance sheet in the "Finances / Balance Sheet" tab shows debit, credit, and balance for each account; a click opens the account statement.

Dunning Run

In the "Dunning" menu, select the property and the cutoff date. "Preview" calculates the next dunning level for each account, including blocks, deadlines, and interest; "Create Suggestions" creates the dunning proposals for review.

Default Interest and Dunning Fees

When approving, you can choose whether to include "Default interest up to the cutoff date" and "Dunning fees". Provisional periods (base interest rate not yet announced) will not be posted; dunning fees only if they are agreed upon or permissible.

Approve and Send

"Approve" assigns a document number to the dunning notice – nothing is sent at this stage. "Send" dispatches it "Send by Email" as a PDF; you handle postal mail, registered mail, or personal delivery yourself and mark it as "Mark as Sent". Afterwards, you record the date of receipt with "Record Receipt" and, if necessary, attach proof (e.g., return receipt).

Termination Reason Only as Notification

The dunning notice indicates whether and from when a reason for termination due to payment default may exist (Germany § 543 BGB, Austria § 30 MRG). This is only a notification: the system never initiates a termination – the management decides on this.

Create SEPA Mandate

Under "SEPA Direct Debit" (also in the "Finances / Balance Sheet" tab), select the property. It requires an active account with the account holder's IBAN and Creditor ID. "Create Mandate" records the mandate for each personal account – Core Direct Debit (CORE) or B2B Direct Debit (B2B) – with a scan of the signed mandate.

Create Direct Debit Run

"New Direct Debit Run" includes posted billings with the direct debit payment method and an active mandate; "Create Run" creates it. If a date is no longer reachable, you can reschedule it with "Reschedule"; "Discard Run" releases the billings again.

Bank File (pain.008) and Submission

"Create File" generates the SEPA Direct Debit file (pain.008) for download. You submit it via online banking and then report it as "Mark as Submitted".

Bank Retrieval (EBICS)

If an EBICS connection is set up for the company (Invoices → Settings → Bank Retrieval), bank statements for property accounts are automatically retrieved daily. They are only stored in property management, never in company banking – tenant and owner money is trust money.

Import Bank Statement as File

Without EBICS, open "Bank Statement & Incoming Payments" and import your bank's file with "Import Bank Statement" (CAMT.053 or MT940). The IBAN determines the property account; importing the same statement a second time will not post anything twice.

Assign Payments

Under "Bank Statement & Incoming Payments", each payment has a suggested assignment with a traffic light indicator: payment reference, known IBAN (even for partial, over, or collective payments) or payer's name. If the purpose of payment specifies a different account, the IBAN's account will not be suggested. Only unambiguous payments are booked automatically – and only if the autonomy setting allows it.

Observe Notes

A reference to another property, a closed account, or "deposit" on the property account is never booked as rent – the note indicates what to do (retransfer or transfer to the deposit account).

Drag Bank Statement into AIRIS Chat

You can also drag the statement file into the AIRIS chat. AIRIS will read it and report the account, period, and transactions; unambiguous entries will only be posted after your "Yes, post", the rest remains under "Bank Statement & Incoming Payments" for manual allocation. Importing it a second time will not post anything twice. The statement data (names, IBAN, reference) is not sent to any language model.

Propose Transfer

Under "Outgoing Payments" are open supplier invoices, credits, and deposits from terminated contracts. "Proposal" creates a transfer from the property account of the respective property – no money is transferred yet.

Approve (Four-Eyes)

Owners and administrators may approve. Above the competence limit of the management contract (without value: €1,000), two different people must approve; payments to a management account always require two approvals.

Bank File or EBICS

"Generate bank file" creates a SEPA transfer file (pain.001) for each property account. Upload it in your banking system and note it – or submit it directly via the EBICS connection.

Execution and Posting

If the transfer appears on the next bank statement, its status is "executed". "Post" records the cost payment, the disbursement of the credit, or the deposit refund. A returned transfer is reported.

Open due adjustments

In the “Settlement” tab under “Value Protection” (Austria) or “Index & Tier” (Germany), you will find contracts with due adjustments, index status, and blocking period.

Calculate

“Calculate” creates a protocol: old and new index with source and version, change, cap, rounding, and effective date.

Approve and write

After approval by owners or administrators, the letter is available as a PDF.

Sending and receipt

Send the letter and record the receipt. The effect is recalculated upon receipt; in Germany, the assistant shows the annual index rent lock.

Adopt

“Adopt” ends the previous amount and creates the new rent component. The demand uses it from the next period.

Prepare Rent Increase (Germany)

In the contract file, the “Increases” tab opens the “Prepare Rent Increase (§ 558 BGB)” assistant: initial situation, blocking and waiting period, justification with rent index, expert opinion or comparable apartments, capping limit, new rent and review. Calculations are performed in the engine; every number has a calculation path.

Approve, Send, Record Receipt

Owners or administrators approve the letter — file reference and status are frozen. DivineMind does not send anything itself: download PDF, send, note dispatch, and record receipt. Only upon receipt do the consent and complaint periods begin.

Response and Application

Record consent (including partial or by payment), rejection, lawsuit, and judgment. “Apply to Rent” ends the previous amount on the day before and applies the new amount from the effective date; modernization surcharges appear as a separate line item.

Modernization and Rent Control

The “Modernization” tab of the property leads from the project, through announcement and completion, to the increase per tenant. In the unit, the “Rent” tab checks the permissible rent for new leases and generates the information before the contract declaration.

Austria: Rent Calculation and Main Rent Statement

In the "Rent" tab of the unit, the upper limit according to § 16 MRG (guideline rent or category) is created with increases and deductions, location, fixed term, and proof, as a PDF. Increases § 45, entry § 46, § 46a, § 12a, and renovations § 16 para 10 start in the "Increases" tab of the contract; the main rent statement according to § 20 MRG is generated in the "Main Rent" tab of the property, also as a PDF.

Deadlines and Rent Index

Under “Rent & Import” are all deadlines with a traffic light system and the rent indexes (always with source). The start page shows open processes, deadlines, objections, and missing fundamentals such as the area status or new reference values.

Data Import

Under "Data Import", you download the Excel template, upload the completed file, map the columns, and start the dry run. It does not post any entries and displays an error list for each row. After matching persons and checking control sums, owners or administrators approve the batch, review it in the product, and finalize the balances.

Open WEG Management

Via the "WEG Management" menu or the "WEG" tab of a property with condominium ownership. At the top are the open deadlines for all buildings with a traffic light indicator, followed by the sub-tabs Overview, Economic Plan, Annual Statement, Reserve, Meetings, Resolutions, and Management.

Economic Plan or Forecast

The assistant guides you through the period, items, distribution keys, details, individual plans per unit, and finalization. Advances are then prescribed via the cash flow cycle.

Convene Meeting

Under "Meetings", you set the date, location or online room, and agenda. The invitation is recorded with the delivery method and deadlines for each owner and is only sent via a button. Online participants enter via the waiting room from DivineMeet; there is no recording. Minutes can only be taken with the consent of all attendees (see "Live Meeting").

Vote and Minutes

In the meeting management, you record attendance and proxies, and votes per agenda item. The result is determined with calculation method according to national law. This is followed by the minutes, signatures, and — in Germany — the collection of resolutions.

Circulation Resolution

Resolutions without a meeting are initiated under "Meetings" with "Start Circulation"; votes are recorded per owner with a deadline and evaluated as in a meeting.

Annual Statement

Under "Annual Statement," you calculate the community's statement and individual statements per owner, finalize them, send them, and post additional payments and credits to the owner's account — each step via a button.

Reserve and Management

"Reserve" shows the balance, contributions, and withdrawals; this is also where the asset report (Germany) or the reserve statement upon change of administrator (Austria) is generated. Under "Management," you maintain administrator appointment, advisory board, change of ownership, delivery details, and voting units.

Conduct Meeting

On the day of the meeting, under "Condominium Management" → "Meetings", open the meeting and click on "Conduct Meeting". If no online room exists yet, "Create Online Room" will create one; "Open as Host" starts DivineMeet, and "Copy Link for Owners" provides the link for online participation.

Assign Meet Guests to Unit

Owners join via the waiting room. After admission, you, as the chair, verify their identity, select the proxy voter, and click "Identity Verified – Assign". Only then can the guest vote; proxy voting for others is blocked.

Live Voting

For each agenda item, "Open Voting" starts the vote. Online, Meet guests and the client file itself vote; votes cast in the room are recorded on the voting card. You continuously see cast votes, attendance, online participation, and quorum.

Record Outcome

In Germany, "Close, Announce, and Enter into Resolution Register" concludes the item and enters the resolution directly into the resolution register. In Austria, "Close and Record Outcome" records the result; this is followed by posting in the building and dispatch (§ 24 para 5 WEG 2002), after which the period for challenging the resolution begins. Owners and administrators are authorized to record the outcome.

Minutes Only with Consent of All

Under "Transcript for Minutes", you can enable minutes by switching on "Enable Transcript" – it only runs as long as all attendees have consented. If someone joins without consent, it stops immediately. There is no recording. The management writes the minutes; the results always come from the vote count.

DATEV/BMD Export per Property

Under “DATEV/BMD Export”, select the property, account, and period (one calendar year). The preview displays all postings with account, contra account, and notes; “Download export” generates a ZIP file containing the booking batch, personal accounts, and chart of accounts mapping, and archives it with a checksum. The export is a separate client for the owner's tax advisor – rents and service charges never appear in your company's tax advisor export.

Chart of Accounts and Account Mapping

In the “Settings” tab, define the format (DATEV or BMD), chart of accounts, consultant number, and client number. The accounts are defaults from the chart of accounts; each category can be changed to an individual account – please coordinate with the tax advisor.

Owner Statement

Under “Owner Statement”, select the management contract (rental or condominium unit management) and the month. The preview shows rent receipts, paid costs or service charges, management fee according to contract, reserve, balance, and payout proposal. “Create as draft”, then “Finalize” – after that, the statement is immutable and stored as a PDF.

Dispatch and Payout

Send the statement via email or make it available in the owner's customer portal folder. “Order payout” creates a transfer from the property bank account under outgoing payments; approval, dual-control principle, and banking files are handled there.

E-Invoice for Rent/Charge Demand Notices

Under “E-Invoice”, all posted demand notices with VAT are listed along with whether an e-invoice is mandatory (Germany: § 14 UStG with transitional periods; Austria: voluntary with consent). “Check” highlights missing information, “Download” generates XRechnung, ZUGFeRD, or ebInterface and archives the original.

Monthly Consumption Information (§ 6a HeizkostenV)

For remotely readable meters, import the monthly values from the metering service via the meter reading import. Under “Consumption Information”, you will see each user's consumption in kWh compared to the previous month, same month last year, and average user. “Generate” freezes the values, “Send” delivers them via email or makes them available in the customer portal folder. Missing values are indicated, never estimated.

Start billing day

Under "Billing day", select the property, year, and scope (operating costs, heating costs, or both). Alternatively, tell AIRIS "Create the 2025 operating cost statement for L-003" – the wizard and the conversation share the same progress.

Invoices from the mailbox

"Read mailbox" forwards emails with invoice attachments to DivineFinance voucher recognition. If it detects the property number or building address, the invoice is assigned the property's cost centre. "Import unambiguous as cost vouchers" creates the cost vouchers; invoices without a clear cost type can be assigned manually in the statement. Emails from tenants and owners are never read.

Request missing meter readings

If a meter reading is missing at the end of the period, "Request from tenants" asks current occupants for the reading: via the customer folder (push and notification) or by email, otherwise as a printable letter. The tenant reports it in the customer folder under "Submit meter reading"; you accept the reading as usual under "From customer folder".

Draft and audit report

"Calculate draft" uses the property management calculation engine. "Check" saves an audit report with traffic light indicators: blockers, line items without vouchers, unimported invoices, missing readings, year-on-year comparison per cost type (from 20% and €100), noticeable additional payments, and the deadline. The report is available as a PDF; it corresponds only to the specific draft audited.

Release and dispatch

Without a red light, owners or administrators can release the statement: it is finalised (Austria: Legung/posting today) and sent via the customer folder or email. Recipients with postal delivery are listed for printing. AIRIS only dispatches after your explicit release.

Tenant asks, AIRIS explains

In the customer folder, tenants can ask questions about their statement, such as "Why is my additional payment so high?". AIRIS answers strictly using the calculation log of that specific statement (share, advance payments, largest items, previous year), displays the vouchers for their line items, and states the objection deadline with legal references. AIRIS does not perform calculations: every figure in the answer is verified against the log, and AIRIS has no access to data of other tenants.

Record notice

Under "Change of tenant" → "New change of tenant", select the property and unit and enter who gave notice, when it was received, and in what form (with a scan of the letter). The calculation engine calculates the tenancy end date with calculation steps and legal citations: Germany § 573c BGB (3rd working day, landlord notice periods after 5 and 8 years, statutory written form § 568 BGB), Austria § 560 ZPO and § 33 MRG. A notice sent by email is displayed as invalid in form. "Apply tenancy end date to contract" sets the date only upon your click.

Handover

"Create return protocol" opens the handover protocol: rooms, defects with photos, meter readings, keys, and signatures of both parties. The meter readings are transferred to billing upon completion.

Listing and applicants

The listing is created in the estate-agent module, linked to the unit. Once published, it receives a link; inquiries arrive as contacts in the CRM and become applicants via "Import inquiries from listing". For each applicant, you record viewings and self-disclosures – only permissible questions, staged according to the procedure status.

Consent and credit check

Before the credit check, the applicant gives consent (text with checksum, signature on screen, paper, or email; revocable at any time). Inquiries to KSV1870 (Austria) or SCHUFA (Germany) require a contract with the provider – until then, they run in test mode in demo companies, clearly marked as "not a real credit check". Usable without a contract: upload the credit report provided by the applicant and enter the result. Only the traffic light status is stored; after a rejection, data is anonymised after the retention period expires.

Tenancy agreement with signature

After acceptance, the agreement is generated from the template with your amounts; DivineMind checks the deposit against the maximum limit (§ 551 BGB). An indefinite agreement requires no specific form: the tenant signs on screen or via a mobile link, and property management signs as well. If the agreement requires statutory written form (fixed term, long waiver of termination), only paper with a handwritten signature or a qualified electronic signature is valid. "Finalise agreement" creates the new tenancy.

Deposit and move-in

The deposit is recorded on the new agreement – monetary deposits only on a property deposit account, separate from the property operating account. For move-in: move-in protocol with meter readings, "Calculate preview" and "Post rent demand" for the first month (this creates the tenant ledger account), and "Report change of occupant" as an ARGE file for the metering service. Once all steps are completed, you close the change of tenant. AIRIS tracks the status at all times.

Enter metering service

Under "Metering service", select the provider, the exchange format (ARGE-HeiWaKo 3.10 or meter reading file), and your customer and property number with the metering service for each property.

Import files

Upload the file from the metering service and start the dry run. ARGE files: Meter readings are saved to readings, billing results per occupant are saved for cross-checking. Meter reading files (CSV/Excel) are recognized via column names – you can review the mapping before applying. Provider profiles are not tested against original files without a contract.

Report change of occupant

"Download" or "Generate and file in records" creates the ARGE file containing all occupants and residency periods of the billing period, including vacancies. From within Change of Tenant, "Report change of occupant" reports only the affected unit.

Remote meter reading

Owners and administrators enable the interface: A wireless gateway or the metering service transmits meter readings using the key to DivineMind; they undergo the same validation as any import. The key is displayed only once.

Tabs "Operation" and "Office"

Within the property, the "Operation" tab bundles damages, orders, "Systems & Inspections", and deadlines for the building. The "Office" tab contains circulars, service providers, tenant list, and keys. Across all properties, you can access the same lists from "Properties & Office".

Damage Report from Email

Under "Damages & Reports", the "From Phone & Email" block displays damage reports from emails sent to your connected mailbox. The reporter is identified via your contact database and assigned to the correct unit; if only the name matches, no assumption is made – you assign it yourself. It is created according to your autonomy setting or with "Create as Report"; if desired, the reporter receives an acknowledgment of receipt.

Tradespersons: Quotes and Awarding

Under "Orders", "Award Order" starts the process – from a damage report or directly. "Request Service Provider" and "Send Inquiries" solicit quotes, "Record Quote" enters them; the comparison shows the difference to the cheapest. Above your amount limit, a second person approves ("Approve This Amount"), followed by "Award Contract". Under "Information for Tradesperson", you specify what information is passed on. After "Record Acceptance", the deadline register records the warranty period.

Inspection Obligations for Systems

Under "Systems & Inspections", you record elevators, heating, smoke detectors, and other systems. The system calculates the inspection dates based on laws, standards, and contracts – with legal references: the smoke detector obligation and responsibility for all 16 German and 9 Austrian states, and the elevator for all Austrian states. If no regulation is stored for a country, it will state "not stored" instead of an invented deadline. A statutory inspection obligation can only be deactivated with a reason.

Deadline Register

"Inspections & Deadlines" shows "Due Inspections" and "Deadlines" with the label Law, Contract, Standard, or Your Management's Specification. Each deadline has a responsible person; if "Deadlines as Calendar Events" is enabled under "Specifications", it also appears in the calendar. "Synchronize Now" updates the register to the latest status; a deadline can only be discarded with a reason.

Local Public Holidays

Deadlines and response times take into account the statutory public holidays for each federal state and municipality. You can see which ones apply in the "Overview" tab of the property under "Local Public Holidays". If the municipality is missing, an affected deadline is "undetermined".

Handover Protocol

"New Handover" → "Create and Start" opens the handover protocol; rooms, meters, and keys are pre-filled from the unit and the last protocol. Defects with photos and the signatures of both parties are then included in the PDF.

Circulars and Notices

In the "Office" tab under "Circulars", click "Write Circular", select the roles under "To Whom?", and "Determine Recipients". "Check" shows what needs to be changed; after "Approve", a letter is generated for each recipient, a mail merge letter, and a notice as a PDF. Emails are sent individually to each recipient, and postal mail is printed as a mail merge letter. Terminations and other declarations requiring written form are not sent as circulars.

Tenant List

In the "Office" tab, "Tenant List" displays the tenant overview for the property – "Download as Excel" or "Download as PDF".

Open Rule Catalog

In the "Rule Catalog" menu, you will find all rules used by DivineMind for classification and calculation. Filter by Austria or Germany, by law, and by type.

Understand a Rule

Each rule shows the condition, result, legal reference, source with source status, validity, and its test cases. Replaced versions remain visible; open questions for the lawyer are marked.