The daily tasks of property managers, real estate agents and landlords include screening applicants, routine inspections, communicating with tenants, listing vacant units and monitoring payments. Management software for tenants and owners, as well as commercial and other property managers, can help automate and streamline a large portion of these tasks with just a few clicks. By using such tools, cost savings and increased efficiency can be achieved without the need to significantly increase human labor. Below are some of the benefits of such software:

• The Automatic screening of prospective tenants is an essential step in successfully renting out a property, but this process is extremely time-consuming. Instead of outsourcing this screening to professionals or spending valuable time on their own, landlords can turn to a management tool to streamline this process. By integrating advanced algorithms and following the rules set by the company, the tool can evaluate and compare hundreds of applicants based on various criteria such as age, marital status, income bracket, credit history, occupation and similar factors. Some tools even have access to police, bank and tax records and databases to perform background checks and protect landlords from fraudulent applicants.  
  
  
• Two-way communication: Tenancy management is a matter that requires collaboration, communication and input from both parties – the owner and the tenant. Property management software applications often provide a multipurpose platform that allows both parties to access them. They act as an interface between the two groups and facilitate payment processing, notifications, document filing, application submission and information sharing. Such tools make it easier for property owners to contact and track their tenants’ concerns in real time. By using such tools, property owners can respond quickly to their tenants’ claims and thus avoid escalations.  
  
  
• The tasks of a property manager are numerous, however Accounting, payment processing and bookkeeping are not normally part of their job descriptions. A reliable property manager program enables online payments and invoicing, printing receipts and setting up direct debit agreements, as well as automatically storing confidential financial data for landlords and tenants – especially useful for utility billing. Exporting and sharing transactional data or integrating with the company’s accounting system can reduce errors caused by double entry and reduce reliance on accounting service providers, particularly during tax season. This can result in additional savings in accounting.  
  
  
• Centralized management: Managing portfolios that include dozens or hundreds of rental units goes far beyond the usual tasks of a landlord, small real estate agent or small property management company due to its complexity and scale. However, by using a property management tool, rental operations can be run quickly and systematically like a machine, regardless of how large the portfolio is. With the help of comprehensive and eye-catching information, including a wide range of images, graphics and engaging visuals, even inexperienced landlords can gain and maintain control of their rental operations.

In today’s advanced age, in which numerous processes take place both in-house and in conjunction with other companies, it is becoming increasingly difficult to make do with purely analog means. Digital solutions in property management not only ensure that internal company processes can be carried out more quickly, but also that critical documents can be stored much more securely over a long period of time. All in all, it is therefore necessary to set up or integrate central sources of information and communication so that all the necessary processes can be carried out reliably, quickly and cost-effectively. Tailor-made software solutions such as KENEXOS are available for this purpose, which specifically address the needs of property managers and property owners and serve them effectively.

In short: for anyone who is active in the property management industry. A  Study by the Central Real Estate Committee has found out which areas, among others, are best suited for the use of property management software:

• Invoice processing (78 percent)
• Data transfer between systems (67 percent)
• Controlling (55 percent)
• Document analysis (54 percent)
• Tenant communication (24 percent)

Real estate software, especially property management software, is a worthwhile investment for you if you are interested in automating important business processes such as billing and communication with tenants.

Essentially, by using cloud-based property management software, you can save on hardware costs, repeated investments in hardware and operating costs. Typically, implementing KENEXOS can result in savings of 70 to 80 percent compared to a locally installed solution. Many providers calculate their prices based on the number of properties and units they manage. Our pricing is different. You can organize an unlimited number of properties and units. However, you benefit from all functional improvements in the future, which would be subject to a charge elsewhere.

We are responsible for data security and system operation. You pay a fixed price per user. In addition, our personal support in the event of problems or questions is already included in our prices. Unlike many other providers, KENEXOS property management software is offered like a tailor-made suit and can be easily adapted to changing conditions, making it increasingly efficient. We will be happy to provide you with support if required.

In the past, it was common to purchase software products and then install them on your own computer in order to use them. Nowadays, this approach, also known as “on-premises”, continues to play an important role, as many software providers offer the option of purchasing a license and using the software without internet access. However, the trend of cloud computing has now spread to the property management software market. Many providers now offer their property management solutions as SaaS or cloud solutions. The term “SaaS” stands for “Software-as-a-Service”.

Essentially, this means that customers no longer purchase software, but rent it for a monthly fee. The software is not used locally, but via the Internet. Customers visit the provider’s website, log in and can use the software. A major advantage is that you can access the software from anywhere and with any device. All you need is an Internet connection.

An individual assessment is required to determine which solution is best suited to a company. The trend towards the SaaS approach is becoming increasingly popular as it offers numerous advantages. Nevertheless, there are concerns on both sides about data security in connection with web-based property management software. Nevertheless, numerous security standards can provide a remedy, so this aspect no longer really speaks against the use of such software.

A professional, cloud-based software solution with the appropriate range of functions can optimize work processes in property management and significantly reduce the workload. Homeowners’ associations as well as owners, tenants and landlords can be conveniently managed. Important data and information can be called up at a glance and it is possible for property managers to meet the requirements for accurate and transparent documentation. When choosing a suitable software solution, individual requirements should primarily be taken into account. There is a wide variety of providers, so it is advisable to compare several programs and applications.

Apart from a suitable end device and a stable internet connection, there are no special technical requirements for using KENEXOS. Whether the end device used is the stationary desktop PC in the office building, the tablet in the car or the smartphone in your pocket is irrelevant. Although an internet connection is required for cloud synchronization, KENEXOS can also run without an internet connection for documentation purposes, e.g. during a building inspection with thick walls or areas with a basement. As soon as a sufficient internet connection is available again, KENEXOS synchronizes all previous entries with the cloud so that they are equally available to the entire company.

The situation is different for complex implementations of KENEXOS in large companies with numerous systems and devices and a large collection of master data. In this case, our support team is available to help you with the individual integration of the KENEXOS property management software and to coordinate support.

When purchasing property management software, landlords, brokers and property managers should consider several aspects. Although these may not have a major impact on the NOI or the company’s bottom line, they can affect the owner and tenant experience, performance and image. There are some crucial questions that need to be carefully considered before choosing a property management app.

• Usability: Neither landlords nor tenants should need training to use the application. The application should be simple and intuitive to use, with a user interface that people with different abilities can understand straight away and a mobile-friendly design. Before deciding on a particular technology, it always makes sense to request a free trial version or a live demo from the developer.  
  
  
• The Systems can be provided in various ways, be it cloud-based, locally or in a hybrid environment. Using cloud-based systems has the advantage of a simple and maintenance-free hosting infrastructure. Although this option sometimes comes with high subscription costs, cloud tools offer the scalability that allows companies to seamlessly adapt to changes in demand and productivity. With on-premises solutions, investments in setup costs as well as maintenance, updates, upgrades and overheads must be taken into account. Furthermore, the scalability of these options is directly dependent on the size of the investment, and any disruption would be the responsibility of the property management company. Nevertheless, this option offers full control over data security and compliance.  
  
  
• The availability of the Helpdesks are essential for users of cloud-based software tools. It is not only important what kind of customer success tools a provider can provide, but also how and at what time the technical experts can be reached. It is advisable to focus on providers that offer customer service chat via proprietary chatbot systems or popular chat apps in addition to email and phone support.  
  
  
• Portfolio management support: It is necessary for real estate agents to be able to manage multiple properties simultaneously and professionally. This includes apartment buildings, residential homes, accommodation, offices, stores, industrial properties, self-storage facilities and mixed-use sites. Residential complexes, estates, barracks, vacation, student and senior housing can also be included. The asset manager must be able to manage the portfolio professionally, regardless of its size and diversity.