Property management firms
Your property managers manage buildings, not spreadsheets
We take over your firm’s administrative production, from heating statements to rent reminders. Your teams keep the relationship, the decisions and the signature.
What weighs on your teams
The heating campaign lands in summer
The period closes on 30 April, meters are read in May and June, statements go out in the following months: the peak comes just as teams go on holiday.
Every error turns into a dispute
An ineligible cost, a misapplied allocation key, a forgotten vacant unit: that means a complaint, a correction and a statement to resend.
Re-keying between tools
Metering reports, invoices, rent receipts: the same figures move from PDF to property management software, then to a spreadsheet.
Property managers tied up in admin
Every hour spent on a reminder or a closing is an hour less for owners, tenants and buildings.
What we take over
You keep the relationship, the decisions and the signature. We produce, check and deliver files ready for your approval.
Heating and service charge statements
Collection of meter readings, check of eligible costs, allocation by key and reconciliation with advance payments.
Supplier invoice entry
Posting by building in your property management software, supporting documents filed and easy to find.
Rent collection and reconciliations
Matching of rents received, bank reconciliations and preparation of payouts to owners.
Arrears follow-up
Overdue lists, reminders and draft formal notices under art. 257d CO, ready for your firm to sign.
Rent forms and notices
Initial rent forms and rent increase notices prepared from the lease data. The signature stays yours.
Year-end closing of buildings
Operating accounts, rent roll and owner reporting prepared for each building.
Condominium owners' meetings
Condominium (PPE) accounts and budget, notice of meeting and draft minutes prepared before the general meeting.
Tenant move-ins and move-outs
Administrative files, move-out statement and follow-up of the rental deposit release.
Document requests and disputes
A supporting file ready when a tenant asks to inspect the documents, with a draft reply if a statement is disputed.
A heating statement campaign, before and after
Today
- Heating period closedAccountant30 April
- Chasing meter readings from the metering providerProperty managerMay–June
- Gathering fuel and maintenance invoicesAccountantJune
- Allocation in a spreadsheet and check of advance paymentsAccountantJuly
- Review, corrections and sending of statementsProperty managerAugust
A campaign that lands in the middle of summer and rests on one or two people, between other priorities.
With Arclen
- Access to the year’s meter readings and invoicesYouMay
- Check of eligible costs and allocation by buildingArclenMay–June
- Reconciliation with advance payments and four-eyes checkArclenJune
- Review, approval and sendingYouJuly
Your statements arrive ready to approve, every item linked to its supporting document.
Your tenants' data stays protected
A property management firm handles identities, leases, payment histories and sometimes debt enforcement records. We act as a processor under the Swiss FADP: on your instructions, for your purposes only.
Isolation per mandate
Each firm’s data is isolated and accessible only to the people assigned to the mandate.
FADP data processing agreement
Our obligations are set in writing before any data is shared. No other subcontractor is involved without your prior consent.
Data hosted in Switzerland or the EU
You choose where your data is stored and processed. It does not leave that area.
Limited, revocable access
We work from your exports or a dedicated account, with rights limited to what is strictly necessary and revocable at any time.
Questions property management firms ask
Do you work in our property management software?
Quorum, ImmoTop2, Abacus or another tool: we work with the one you already use, through a dedicated account or from your exports. You have nothing to change.
Who signs the documents sent to tenants and owners?
You do. We prepare statements, reminders, formal notices and forms; approval, signature and sending remain your firm’s responsibility.
Do you replace our property managers?
No. The property manager remains the contact for owners and tenants, and the one who decides. We take over the administrative production that keeps them from that role.
Can you absorb the heating campaign?
That is one of the strengths of the model: capacity follows your volumes from May to August, without temporary hires or overtime.
What happens when a tenant disputes a statement?
Since every item is linked to its supporting document, we hand you the supporting file and a draft reply. The reply to the tenant remains yours.
Do you also handle condominium (PPE) administration?
Yes, for the administrative side: accounts, budget, notices of meeting and draft minutes. Your firm remains the condominium’s administrator.
Let’s talk about the process that costs you the most time.
30 minutes to take stock, with no commitment. You leave with an initial diagnosis of your process.
or write to us