Portfolio No.: 8201-01
Subject: Contract Management

easysquare change of tenant

Digital handshake for changing tenants – conveniently integrated into SAP® for maximum process efficiency

As one of the key processes in property management the process for a change of tenant can be performed on a mobile and efficient way without any problems. The master data for an object from the SAP® system can be integrated almost seamlessly into the digital forms of the easysquare Professional app. In this way, the processor can record the data on site on his terminal device and then send the completed form back to the SAP® system for further processing. Thanks to the use of mobile devices, paper and pen are no longer necessary.

Periods of vacancy involve significant costs for the owner. Housing companies therefore benefit from an end-to-end, mobile, system-integrated change of tenant with easysquare, with a process that monitors the entire chain of events, from the final inspection to the handover of the residential property. The “change of tenant with SAP® ERP integration” standard product provides the option to implement a powerful, extensively field-tested mobile process in the company with low implementation costs.

easysquare Mieterwechsel

There are numerous processing steps to take into account during a change of tenant – both in the housing company’s ERP system and in the mobile system on site. Easysquare provides you with a simple and convenient solution to ensure that the process of changing tenants goes smoothly.

Mobile on-site support

The connecting element for communication between all people and service providers involved in the change of tenant process are digital forms. Digital forms are sent from the SAP® system to the easysquare platform and already contain all the key information, such as the address, deadline, and name of the tenant and the fixtures and fittings characteristics of the object. The employee responsible will find the digital form for further processing in the easysquare Professional app inbox, either in the native app for iOS or Android or in the web app for PC and smartphone.

The inspection or handover of a residential property is performed on a mobile basis and the form is completed on site. The employee benefits from user-friendly recording in the app; for example thanks to predefined catalogues and checklists. The tenant and landlord sign directly on the tablet. The data recorded in the preliminary acceptance report is then available in the final acceptance report. The procedure remains transparent and comprehensible for all those involved.

SAP® ERP integration

The recorded data – the fixtures and fittings characteristics of the rental object, preferred address, communication data and the tenant’s bank details – is written back to the SAP® system. Of course, the data can be checked beforehand based on a confirmation dialogue for backward integration. Logs in PDF format can then be archived with the lease-out or sent to the tenant by e-mail. The entire process is controlled via easysquare workflow and guides the employees clearly through the individual processing steps.

Important property data is already available in the digital form in the easysquare Professional app - the seamless integration into the housing company's SAP® system makes this possible.

Zu bearbeitenden Übergabeprotokolle stehen Ihren Objektverwaltern im Posteingang der easysquare Professional App zur Verfügung.

Thanks to the seamless integration of the easysquare solution into a housing company's ERP system, rooms or equipment features can be easily added or removed on site, which are then automatically updated in a separate tab for the rental property.

During a property inspection, the information required for handing over the apartment can be conveniently recorded in the digital form of the easysquare Professional app. Selection catalogues, photo documentation and a signature field make entry easier.

Thanks to easysquare workflow, employees are guided step by step through the tenant change process in SAP®. All recorded data from the digital form of the easysquare Professional app is already available in the SAP® system after the media-free transfer.

The tenant change process can also be edited in the Fiori® Launchpad.

Further information

Additional functions:

  • Automated maintenance notification to the housing company or the craftsman as well as seamless connection of various processes thanks to easysquare workflow,
  • Display of further SAP® data in the mobile form, for example the current balance of the tenant account, notes on the lease-out and much more,
  • View the rental history and display of archived appendices in the mobile form, e.g. the termination or lease-out,
  • Creation of correspondences that can be sent by e-mail in addition to the inspection form or handover form – thanks to OpenPromos® Corporate Correspondence,
  • Automatic sending of meter readings recorded on site to defined providers as PDF meter protocols for registration and deregistration,
  • Inheritance of master data, such as keys, meters or photos, from the final acceptance protocols into the handover protocols,
  • Offline function: Use of the basic functions when there is no internet connection, temporary storage and sending to the ERP system when the internet connection is renewed,
  • Fiori® version: The easysquare tenant change is available for the Fiori® launchpad,

Your benefit

Time savings: The integration of smartphone features such as selection catalogues, a signature function and a camera accelerate data entry, and the connection to the ERP system provides significant process advantages for providing and archiving data.

Transparency: All the recorded data is available at all times. This ensures that the process remains transparent and comprehensible for all those involved.

Cost savings: Eliminating paper forms makes the multitude of carbon copies unnecessary and saves money.

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End user

  • Customer advisors
  • Administrators
  • House care takers and service providers

Technical requirements

  • SAP® RE-FX
  • lease-out management
  • easysquare workflow
  • easysquare professional app

Please contact us:

PROMOS consult Projektmanagement,
Organisation und Service GmbH
Rungestraße 19
10179 Berlin-Mitte

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