From the receipt to the owner payout.
ImmoFlow connects the workflows that many management companies spread across several programs. All pictures on this page are real screenshots with demo data. Click one to see the full view.
Read, assign and suggest for receipts and letters.
Invoices, letters and emails land in one inbox. The AI reads an invoice and suggests the coding, assigns a letter to a unit or proposes a task from a deadline in the text. You read the reasoning, correct where needed and then accept.
- Suggestion with reasoning and confidence level instead of automatic posting
- Service charge receipts are assigned to the completeness check
- Upload emails as .eml or .msg, send them to your own intake address or fetch them from an IMAP mailbox; every attachment becomes its own document
- Urgent reports such as water, fire or heating failure come first; every decision stays traceable in the log
- Authority and insurance letters are recognised: sender, reference and the owner concerned taken from the letter, a deadline as a task proposal, and once you confirm, the scan is filed with the property, the lease or the owner
One letter to all tenants of a property.
A serial letter or email goes to all tenants or owners of one or more properties, narrowed down if you wish. Placeholders are filled per recipient, each receives the text in their language, and you see every version before sending. Letters are filed with the contact and the lease.
- The office's own text templates per language, with versions
- Find duplicate contacts and merge them with all their links; postcode, place and street from official federal directories, address history per contact
- Calendar with month, week, day and list; deadlines and dates from leases, tickets and dunning appear on their own
- Excel export of properties, units, contacts, tickets, tasks, rent roll and service charge distribution
- Long jobs such as imports, PDF bundles and serial letters run in the background with a progress display
- Emails to tenants, owners and tradespeople go out in your firm's name; replies come to your address, or if you wish to a separate address per mandate. A sender address on your own domain is planned
The whole building at a glance.
The occupancy plan shows every unit per floor with rooms, area, tenant, rent and status. From the property you go straight to tickets, handovers, documents and accounting.
- Status let, vacant, reserved, under renovation
- Lease contract as a PDF from versioned templates with the legal basis of each clause; once signed it appears in the tenant portal
- Rent changes and terminations prepared to the canton's requirements, with the competent conciliation authority and proof of delivery
- Handovers with protocol
From the listing to the draft lease.
A listing is built from the unit's data, with an AI text draft, photos and floor plans. ImmoFlow exports it as an IDX file for Homegate, ImmoScout24 and newhome, which you upload in the portal. Prospects book viewings and apply through a public link.
- Per-portal check that the listing is complete, and an exposé as PDF
- Viewing slots with places, a reminder the day before and a follow-up email after a no-show
- Compare applications; the accepted application becomes a contact and a draft lease
Six typical tasks, from the month to the year-end closing.
Supplier invoices, incoming payments and service charges belong together, because everything is posted in the same journal.
1 · Incoming invoices
Open, paid and cancelled invoices with category, property and due date. Payment goes through payment runs.
2 · Payment matching
Import bank statements from e-banking. If the QR reference matches, the tenant invoice is settled, otherwise the payment is recorded for assignment. Every accounting book has an explicitly confirmed account for rent receipts.
3 · Service charge period
Costs are derived from the period's postings. The preview shows payments on account and actual costs per tenant before you close the period.
4 · Check receipts for completeness
For every confirmed recurring bill, ImmoFlow shows for which period a receipt is missing or unclear.
5 · VAT
For commercial properties: option to tax per unit, input tax on supplier invoices, correction for mixed use and the return per quarter or half-year with the figures of the FTA form.
6 · Year-end closing for the fiduciary
Year-end dossier with one PDF of balance sheet, income statement, account sheets and journal, plus all receipts in a ZIP file. Journal, trial balance and open items also as Excel or CSV.
Billing solar power from your own roof.
A self-consumption community (ZEV) sells solar power to tenants, the owner and the common supply. ImmoFlow bills it per period, issues the invoices and caps the price under Art. 16 EnV.
- ZEV and virtual ZEV with the grid operator's smart meters
- Participants taken over from the leases, consumption from meter readings or interval data (CSV)
- Price as a flat 80 % of the standard electricity product or at actual costs, with the legal ceiling in the preview
Why profit and payout are not the same.
The annual statement shows the accounting result and, next to it, the funds available after obligations and reserves. Below that: what the owner is entitled to, what has already been paid out and what is still open.
- Open supplier invoices and retained payments on account shown individually
- Income and expenses broken down to the account
- Published as PDF, plus quarterly and annual reports as a PDF package, on a schedule if you wish
Key figures and reports in one place.
Owners see their statements, reports and documents in the portal, along with photos and floor plans of their properties. Emergency jobs appear for information, and they decide on a quote above the spending limit in the portal. They download key figures and reports themselves.
- Gross and net yield, vacancy, arrears, market value
- Tax statement with value-preserving maintenance and value-enhancing investments
- Rent roll, income statement and balance sheet as PDF, with the tax statement also as Excel for the tax advisor
- Ongoing maintenance topics the office shares with them
Budget and contributions, allocated transparently.
The budget shows each item with the previous year, allocation key and account. Contributions per unit can be broken down to the individual item.
- Allocation keys by value quota or a custom group, such as the lift for the upper floors
- Contributions in freely chosen instalments, for example quarterly, with a QR payment slip
- Check of recurring costs in the community's books
- Takeover checklist and export for handing over the mandate
- Opening position on takeover, entered by hand or from an Excel template, with source references and reconciliation against the bank and the prior-year accounts
- Renewal fund kept, annual accounts with a tax certificate for every condominium owner
From the agenda to the minutes.
Agenda items are prepared from the annual accounts, budget and maintenance cases, with motion text, majority type and attachments. Votes are recorded per item with yes, no, abstention and the decisive votes.
- Majority type and legal basis per agenda item
- Quorum from attendance and representation
- Minutes with versions, resolutions with implementation status
- Live voting on each owner's own phone, counted by heads and value quotas, with a control desk for the chair
Contributions, meetings and circular resolutions.
Condominium owners see open amounts per unit, the next contribution with its calculation and payment slip, upcoming meetings and ongoing circular resolutions.
- Register attendance or grant a proxy
- Invitation and attachments as PDF
- Registrations by post, email or phone and circular replies by post or email are recorded as well
Report, case and job in one flow.
Every ticket shows where the case stands and whose turn it is. If damage in a condominium is recorded as a special right, it is referred to the owner instead of being commissioned by the community.
- History, attachments, tradespeople and jobs per ticket
- Similar tickets and suggested next steps
- Contractor portal for trade businesses
What the tenant pays at move-out.
For every defect in the move-out protocol, ImmoFlow works out the tenant's share from the component's lifespan and shows the calculation. Normal wear is never charged, and a deviation needs a reason.
- Lifespans based on the joint lifespan table (paritätische Lebensdauertabelle), adjustable in the settings
- From the cost split, a draft invoice to the tenant or a proposal for a deposit deduction
- Protocol room by room with photos, signed by both parties; a correction only through a new version
Tenants and trades work along directly.
Tenants report defects, see their invoices with the QR-bill, their documents and pictures of their flat. When the office requests documents, they upload them in the portal. Contractors confirm jobs, submit quotes and close jobs.
- Notification by email and in the portal when something happens on their own report, each channel can be switched off
- Contractors upload their invoice after completion; it reaches the office for posting
- A contractor sees a ticket's photos only when the office shows them one by one
- In every portal a help that answers questions with AI from the ImmoFlow help
- Tenants see the service charge statement with its receipts and can register an intention to give notice in the portal; only the signed letter is valid
Your data from any previous system.
You upload the export as your software produces it. ImmoFlow reads it, asks only the open questions, reconciles to the centime against your reports in four stages in a trial run and goes live only after your signature. OV Solutions accompanies the takeover.
- Autopilot, with AI support or by hand, as agreed in the contract; until a mode is set, nothing goes to an AI
- One page that always shows your next step: one sentence and one button, questions grouped and with a recommendation
- Master data, balances and open items, running periods and documents reconciled in a trial organisation; tenants, owners and the bank notice nothing
- Your signature binds exactly the checked state; on cutover day everything is reconciled again, and if a figure does not match, everything is rolled back
- ImmoFlow learns new report layouts of a software as a source profile; our team reviews each with its evidence and approves it before it applies to further takeovers
Connected to bank, post, portals and fiduciary.
Today ImmoFlow works with every Swiss bank through files, exports the books for the fiduciary and offers a read-only API. The direct connections are planned: none of them has a transport tested with the provider today. Each one says what of it is already built; a connection goes live only once it has been tested with the provider.
- Today: read bank statements as CAMT, load payment runs into e-banking as pain.001
- Today: export for Abacus, bexio and Sage 50 Switzerland with your account mapping, plus a read-only API for partners and the fiduciary
- Planned: bank directly through SIX bLink or EBICS. Built is the flow that passes delivered statements into the existing CAMT import; there is no connection to a bank yet. Until then you download and upload the files yourself
- Planned: direct debit (LSV+ / CH-DD) and eBill into the tenants' e-banking. Built is the direct debit file (pain.008), checked against the SIX schema; there is no link to a bank or the eBill network yet
- Planned: letter post through Pingen by A-Post, B-Post or registered mail. Built is the link to Pingen's interface, tested with modelled answers, not yet with Pingen itself; it is switched off
- Planned: listings directly on Homegate, ImmoScout24 and Newhome, rent deposits through SwissCaution or Firstcaution. Today ImmoFlow creates the IDX file that you upload in the portal; for the deposit insurers there is a hand-off format but no transport yet
Every area explained step by step.
ImmoFlow comes with a user manual for every area, quick guides for the first steps and the public ImmoFlow help centre, all in German, French, Italian and English. In the application the help explains the page you are on.
- Quick guides for the first day, the first rent run, the first reminder, the first service charge and owner statements, the first condominium meeting and the portals
- Ask the help a question in your own words; the answer names its sources in the help
- A request to support straight from the application, with the answer and a notification in the app
Data protection as a workflow.
The office handles access, rectification and erasure requests under the FADP as a case with a deadline: check identity, create and review the export, deliver, close. Erasure anonymises the contact; what the law requires to be kept stays until the date shown.
- Two-factor sign-in with an authenticator app or a passkey, can be required for staff per organisation
- AI functions can be switched off per organisation; IBAN and AHV number never reach the AI in full, and if you wish names, addresses, email and phone go only as placeholders
- Roles with graded permissions and a log of changes
- Opening documents and sensitive personal data is logged, without content
- Sign-in with the company account through Microsoft Entra ID, Google or another OpenID Connect service, enabled per firm by OV Solutions
- Full data export at any time, also when you leave
Where your data is stored and how it is protected.
What applies today and what is prepared for operation with customer data are shown separately. Until OV Solutions is incorporated, ImmoFlow runs with demo and test data only.
Stored in Zurich
The application, database and documents are in Microsoft data centres in Zurich (Azure Switzerland North). Scanned receipts are also read in Zurich; the service deletes the document and the result after 24 hours at the latest.
Backups and restore
The database can be restored to any point in time, documents have versions and a 14-day recycle bin. For operation with customer data, 35 days of history and a copy in the second Swiss region (Switzerland West) are prepared. A restore drill checks the result down to balances and documents.
Secure sign-in
Two-factor sign-in with an authenticator app or a passkey (Face ID, fingerprint, security key), which a firm can require for its staff. Staff can also sign in with the company account: Microsoft Entra ID, Google or another OpenID Connect service.
Audit log protected against changes
Every change writes a line to the audit log in the same step, and the log cannot be edited. Every night it is sealed per firm with chained checksums secured by a key; the nightly check detects and reports any later change.
AI without training on your data
No AI model is trained on your data. For a suggestion only the text needed goes to the AI, IBAN and AHV number never in full, and the AI can be switched off per firm. Today the maker of the AI model processes the requests in the USA. From incorporation the AI runs through Amazon Bedrock: starting in Zurich, processed in data centres in Switzerland and the EU, without storing the content.
Aligned with ISO 27001
A self-assessment maps all 93 controls of the standard, and the policies exist as drafts that apply from incorporation. ImmoFlow holds no certification today.
Exceptions to storage in Switzerland: the application's program files, without customer data, are delivered from Western Europe, and emails are sent by a service outside Switzerland. Details in the privacy notice.
See ImmoFlow with your own properties.
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