A year in a 24-unit association

Note: this is an illustrative model of a typical association, not a report from a named customer. It shows the platform's real workflow.

The starting point

The "Lindenhof" association in Cologne: 24 flats, two volunteer advisory-board members, a small property manager. Communication ran via noticeboard and post, the annual statement arrived as a thick envelope, damage was reported by phone. Between meetings nobody knew the reserve balance or whether the gutter cleaning had been ordered.

Week 1 – onboarding

The manager creates the property and sends 24 invitation links. Within ten days 21 owners register themselves – each entering their living area, floor and ownership share. Three older owners stay on paper; the system runs in parallel.

Spring – the first inspection

The manager does the quarterly inspection. One form: findings logged ("north gutter clogged with leaves"), published as an announcement to all owners, 1.5 hours booked into the transparent time ledger. That same evening every owner sees what was checked – and what the manager charges for it.

The water damage

In June the Neumann family in unit 04 reports a water stain on the cellar ceiling – digitally, with two photos, flagged as an emergency. The manager gets an email immediately, schedules a visit, logs the findings and commissions "Rohrfrei Schulz GmbH" with one click. The contractor opens the order link, accepts, uploads photos after the repair and marks it "done". The Neumanns get an email: resolved. Time from report to resolution: four days – fully documented.

The owners' meeting

In autumn the meeting takes place. Instead of questions about the reserve, the board simply opens the dashboard: every booking, every manager hour, every resolution of the year – traceable. The discussion takes half as long. The EV-charger approval is documented as a legal event with "§ 20 (2) WEG" and is visible to every owner.

The result after one year

• Not a single mailing printed – around €500 in paper and postage saved.
• No missed deadline: the 12-month watchdog reminded of the utility statement in time.
• Complete audit trail – every process with date, legal reference and photos.
• Cost: 21 paying units × €2.49 = €52.29 per month, shared across the association.