The key to the digital change of tenant process

Is one of your tenants moving out? As you know, the change of tenant process is no child’s play. When a tenant moves out, there are numerous steps to be taken before the next tenant can move into a residential property. Has damage been caused? Do cosmetic repairs have to be carried out? Are there changes to the rooms to be recorded? All these questions can only be answered once your property manager has gained a detailed picture of the condition of the property. This effort can be significantly reduced by using the easysquare Professional app. At the same time, you increase the quality of your master data – and in just a single step.

The change of tenant process with easysquare

With easysquare Professional, you give your property managers the key to greater efficiency and data quality – in the truest sense of the word. This is because handover logs are completed digitally on a laptop, tablet or smartphone. No time for pen and paper. Digital submission speeds up processes and avoids errors during data transfer. Your mobile processes are seamlessly transferred to your ERP system. At the same time, your property managers can access all important information anywhere at any time. You can read about all the benefits and features of the solution in our updated portfolio. We would like to present two of them to you today.

Room solution – effortless data management thanks to mobile recording of furnishing features

Is there a change of tenant after many years and the furnishing on site no longer matches the image of the property in your system? No problem! With the easysquare Professional app, existing fixtures, rooms or other furnishing features can be easily added or removed during the inspection. A dialogue for reintegration ensures that the data is synchronised with the ERP system. All rooms and furnishing features are stored in a separate tab of the rental property and are therefore always up to date. It’s is an invaluable advantage if everyone in the company can work with the same up-to-date information. You improve your service and your tenants benefit from your employees’ increased ability to provide information.

Meter reading reporting – Smooth change management for meter readings

The change of tenant is always accompanied by the recording of meter readings for electricity, gas and water. If a property is handed over during a billing period, the operating costs must be divided between the old and new tenants. Consumption-based operating costs in particular must be recorded when the tenant moves out so that they can be charged accordingly in the annual operating cost statement. Previously defined suppliers automatically receive the meter readings recorded on site as well as all data from the easysquare Professional app for the corresponding log-off and log-on. And if the internet is temporarily unavailable on site, all entries can be temporarily saved and sent later thanks to the app’s offline functionality.

All benefits at a glance

The introduction of a digital solution for the change of tenant process brings numerous benefits that make the entire process more efficient, transparent and user-friendly. The reasons why a digital solution is crucial for the change of tenant process speak for themselves:

Time savings: Digital solutions enable a fast and efficient exchange of information between all parties involved, which reduces time-consuming manual processes. Automated workflows and checklists speed up the entire change of tenant process, from termination to handover.
Simple communication: The integration of communication functions facilitates direct exchange between the parties involved. Clear, digital communication minimises misunderstandings and promotes smooth collaboration.
Data integrity and security: The easysquare platform guarantees the security and integrity of the stored data. Access restrictions and encryption technologies protect sensitive information. In addition, avoiding paper documents minimises the risk of losing or damaging important documents.
Clearly organised document management: The easysquare solution enables central and organised storage of all relevant documents, from rental contracts and handover logs to contact details of the parties involved. Your property managers can easily access all the necessary documents without having to search through physical files.
Transparency and traceability: No more forgetting important steps! Integrated checklists and reminders guide you through the entire change of tenant process. Process control with easysquare workflow offers seamless tracking of all activities. Your employees can track progress in real time, which promotes both transparency and trust.
Sustainability: The elimination of paper documents and traditional processes reduces paper consumption and thus contributes to a more environmentally friendly way of working.

Overall, easysquare’s digital solution for the change of tenant process creates a modernised, efficient and user-friendly environment that meets the demands of today’s real estate management. Would you like to see this live? Then arrange a presentation appointment here: https://www.openpromos.com/contact/

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