iFImmoFlow Help
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OverviewHow to use the help
01Workspace and property management
Starting the working dayUnderstanding properties and tenanciesChecking the occupancy of a propertyTelling the unit and the lease apartLooking up contract data and partiesPreparing a rent changeOrganising viewingsKeeping track of appointments and deadlinesHandling a tenant requestDocumenting a handoverMaintaining contacts, merging duplicates and keeping addresses currentSharing tasks and deadlines within the teamFiling, sharing and requesting documents from tenantsSending serial letters and circularsPreparing a listing and exporting it for the portalsSplitting move-out damage, billing it and summarising the handoverReport damage to the building insurerNotify the energy providers at a change of tenantRenewal options and amendmentsCommercial lease: use, VAT and transferTurnover rent: reports, reminder and annual settlement
02AI in everyday work
Where the AI supports youCapturing a letter or a voucherReviewing a supplier invoiceClarifying posting findings with the AIFinding missing bills before closingTaking contact details from a signaturePreparing the week with focusExplaining a statement clearlyDrafting messages and letters from the dataSummarising a tenancy's historyAsking the help a question
03Accounting from voucher to payout
Handling invoices and paymentsTracing a posting back to its sourceUnderstanding account balances and movementsReconciling the tenant accountTaking a supplier invoice furtherAssigning and reconciling bank paymentsHandling overdue claimsCreating and documenting a reminder letterFollowing payment orders through to executionSettling service charges transparentlyPreparing an owner statementPaying out the ownerRecording bank accounts and confirming the rent account per accounting bookHandling VAT for commercial propertiesSetting up the chart of accounts and bringing it to the new templatePosting accruals and closing a periodSending reminders automatically or after approvalPlanning a budget and comparing it with actuals
04Managing condominium ownership (STWEG)
Managing a STWEG communityMaintaining ownership and responsibilitiesPreparing the budget and allocationFollowing contributions and advance invoicesFollowing the annual accountsPreparing and concluding a meetingTaking over a community and posting the opening position
05Portals for working together
Using the tenant portalUsing the owner portalTaking part as a condominium ownerHandling a contractor orderUploading requested documentsService charges, handovers and profile in the tenant portalDeciding requests from the managementSubmitting an invoice for a completed orderSigning in with one loginSwitching between management companies and rolesAll management companies at a glanceManaging connections, invitations and the start view
06Reports and owner documents
Reading owner statementsUsing reports effectivelyCreating property reportsCreating, commenting on and scheduling owner reportsExporting data to ExcelYear-end dossier and export for the fiduciary
07Organisation, security and setup
Set up a mandate and take over dataTeam, roles and property assignmentsSet up two-factor sign-inSet the firm's details and rulesMaintain text templates for messages and lettersReview lease contract templates and generate contractsLegal texts, official forms and conciliation authoritiesBring e-mails into the inboxFollow long operations in the backgroundAnswer data protection requestsUse the audit log, the archive and offboardingContacting support
AActions and terms
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Help›Portals for working together
Chapter 05

Portals for working together

What tenants, owners and contractors see and do in their own access.

5.1Using the tenant portalTenant portal › Overview5.2Using the owner portalOwner portal › Overview5.3Taking part as a condominium ownerOwner portal › Condominium (STWEG)5.4Handling a contractor orderContractor portal › Orders5.5Uploading requested documentsTenant portal › Documents5.6Service charges, handovers and profile in the tenant portalTenant portal › Service charges5.7Deciding requests from the managementOwner portal › Overview5.8Submitting an invoice for a completed orderContractor portal › Orders › Invoice5.9Signing in with one loginSign in5.10Switching between management companies and rolesTop bar › Management company and role5.11All management companies at a glanceAll my management companies5.12Managing connections, invitations and the start viewTop bar › Account and connections
As of 29.10.2026Question not answered? Get in touch