When nobody can answer the phone, our phone assistant Theo takes the request and reads it back for confirmation. On request, tenants report damage online with a photo and see the status themselves. We connect your existing systems. You decide what gets commissioned.
Online with a photo or by phone with Theo. Flat and callback number are asked for right away.
Our phone assistant Theo in pilot operation: he takes damage reports and callback requests when nobody in the office can answer the phone.
Meet TheoExamples from typical businesses.
TodayThe phone rings while you are at an inspection or an owners’ meeting. Afterwards there are unknown numbers in the list, and every callback starts with “What was it about?”.
AfterwardsTheo takes name, property and request and reads them back. The note lands in your system with the right building, and your team calls back in a targeted way.
TodayDamage is reported by phone, email or a note in the letterbox. Where exactly, since when and who has access only becomes clear after several follow-up questions.
AfterwardsTenants report damage online with photo and flat. The report sits with the right property, a draft order to the contractor on file is prepared, you approve.
TodayAfter the report, tenants ask whether anyone has been commissioned yet. Someone looks for the email, calls the contractor and gets back to them.
AfterwardsEvery report has a status, from report to completion. Tenants see it themselves or get a message when things move on.
TodayOwners may inspect the administration documents and the collection of resolutions. Today every request means: find, copy, send, follow up.
AfterwardsOwners find approved resolutions and documents where you already provide them today. For questions, a draft reply is ready, which you check and send.
TodayAppointments between tenant, contractor and caretaker are arranged back and forth by phone. The invoice comes later and is matched to the order by hand.
AfterwardsThe contractor gets the order with photos and contact, the tenant chooses an appointment. The invoice is matched to the order; only discrepancies come to you.
TodayWhen tenants change, the handover report, meter readings and keys go through paper and several hands. What is missing often only shows up in the utility statement.
AfterwardsThe handover report is recorded digitally once on site, with photos and meter readings. It lands with the right property; open items become tasks.
We add a technical layer over the programs you already have. Through it the systems talk to each other instead of someone retyping. Your software remains the leading system.
Properties, units, tenants, owners and contracts: the source everything else connects to.
Theo on the phone, plus emails from tenants and owners, filed with the right property.
If you already use a portal, we connect it. Otherwise we set up a simple way for reports and status.
Orders, appointments, photos and feedback through the channels your partners already use, such as email.
Contractor invoices are matched to order and property and arrive in order in your accounting.
Then we use exports or the user interface. If it does not make sense with your software, we tell you in the first call.
A good place to start is a single workflow, such as the phone or damage reports. We set everything up in your own accounts. Support on request for a monthly flat fee.
You see your fixed price in the portal before you commit. The account is free.
Create a free accountWe took this path first in our own spare-parts business. Different industry, same problems: calls, queries, double entry. We currently no longer hire anyone for back-office work.
See the referenceDamage, follow-up, contractor, owner request: in property management a lot runs through phone and inbox, and the same case gets entered several times. We connect your property management software, phone and inbox into one flow and automate what repeats. Decisions stay with you.
Examples from typical businesses. What is possible for you depends on your software; we build it step by step with you.
Enter your own values. The calculator starts with no tasks; the minute fields are input aids, not measured industry values. The result is a calculation aid, not a promise of savings.
Example values: enter your own. The share is your assumption to try out, not a promise from us. What is realistic for you is shown by the assessment.
It only goes to AI services with processing in the EU, without training. Orders and replies to tenants and owners are approved by a person by default.
By default we set everything up in your own accounts; they belong to you, we are only invited. On request we check in regularly for a monthly flat fee. You can also book advice only and implement it yourself.
We build, test with real data and hand everything over documented. Code and data belong to you.
Everything runs in your own accounts. On request, we check in for a monthly fee.
Assessment and concept: where things get stuck, what pays off, in which order. You implement yourself or with your IT partner.
On request, we host the solution ourselves; this is then stated in the offer.
Four steps, each with a clear result and your approval before we move on.
You give us as much context as possible: describe your processes in the portal, upload documents. We review your information personally and prepare your preview. The more you tell us, the more precise it becomes.
A written description: what gets automated, and within which limits.
Implementation and testing with real data before anything goes live.
Runs in your accounts, check-ins on request. We hand over the solution with documentation.
We took this path first in our own spare-parts business. Different industry, same problems: calls, queries, double entry. We currently no longer hire anyone for back-office work. The workflows on this page are examples from typical businesses, not a customer reference.
No. We connect what you have: via interfaces, exports or, where necessary, the user interface. Your software remains the leading system.
Yes. We connect what you already use instead of adding another portal next to it. In the first call we look at which channels your portal offers.
Theo takes the request, reads it back and only saves it after a clear yes. On request he flags urgent cases and notifies whoever you choose; what is set up is stated bindingly in your offer. The decision stays with you.
Yes, on a proper basis: data processing agreement, clear access rights and retention periods. AI models outside the EU do not see this data.
No. We set everything up in your own accounts. Code and data belong to you. Support is available on request for a monthly flat fee.
For the implementation you get a fixed price per outcome. You see it in the portal before you place the order. Usage costs of third-party providers, for example for telephony or AI, you pay directly to the provider.
Create a free account and confirm your email address with a code. There you describe where your business stands today and book an initial call.
Get started for freeFree and without obligation. We store the portal database and project files in the EU.