Digitale Übergabe- & Begehungsprotokolle für Hausverwaltungen
Wohnungsübergaben, Zählerstände und Objektbegehungen mit Fotos sauber festhalten – statt Papierformularen, die später niemand mehr findet.
Bring an existing form. In the call we map your real workflow in ProtocolHero and show what the finished PDF looks like.
How Hausverwaltungen document today – and what it costs
A property management company documents in many places at once: apartment handovers at move-in and move-out, site walk-throughs for public safety, checks on caretaker and cleaning contractors, damage reports from tenants. Today every property manager does it differently — one handover protocol from Word, one on paper, photos on a private phone. When the employee changes, the form changes.
That costs in three places: at the deposit settlement the photo of the condition at move-in is missing, and the management gives in. After a fall in the stairwell it must be proven when the last walk-through took place — and the protocol is in a binder at the property. And contractors deliver service records nobody checks against the contract because there is no time.
For the management this means: they do not know whether all properties were inspected on time, how many defects are open and whether handovers are documented the same way in every property. ProtocolHero makes handovers and property checks uniform — even with changing staff and contractors.
Who ProtocolHero is built for
- Property management companies with a managed portfolio and several property managers
- Housing cooperatives and municipal housing companies with their own maintenance staff
- Owners' association and rental managers who steer caretaker and cleaning contractors
- Management companies with high turnover among property managers and external handover services
Four things that change for management
Not more forms, but less rework, less risk and a business you can show at any time.
Every handover the same — no matter who does it
One central handover template with rooms as recurring blocks, required fields for meter readings, keys and condition per room, photos and signatures of both parties. New property managers and external handover services work with the same version from day one.
End deposit disputes with photos from move-in day
Move-in and move-out protocols attach to the unit in the database. The condition at move-in is available with photo, timestamp and tenant signature — the management shows instead of arguing. The tenant receives their link with PDF right after the handover.
Public safety per property with deadline and record
Inspection intervals sit on the properties; the document hub shows which property is overdue. The Hero Agent posts the list to your channel. After an incident you prove in seconds who inspected when and what was found.
Tenant and contractor reports become cards with deadline
Tenants report damage via a web form on your website, contractors deliver records via a protected link without a licence. The Hero Agent creates cards, assigns property manager or caretaker, sets deadlines and asks for the completion photo.
Schluss mit Word, Excel und Zettelwirtschaft
Diese typischen Hürden kennen Betriebe in Ihrem Gewerk – und genau hier setzt ProtocolHero an.
Wohnungsübergaben werden auf Papierformularen ausgefüllt, später im Büro abgetippt und sind im Streitfall lückenhaft.
Zählerstände und Fotos vom Übergabetermin liegen unsortiert auf dem Handy.
Objektbegehungen und Mängel werden in unterschiedlichen Excel-Listen geführt.
Bei Mieterwechseln fehlt der schnelle Vergleich zwischen Einzugs- und Auszugsprotokoll.
So unterstützt ProtocolHero Hausverwaltungen
Vor Ort erfassen, im Team prüfen und freigeben, als PDF übergeben – digital, mobil und nachvollziehbar.
Übergabeprotokolle mit Fotos
Wohnungsübergaben vor Ort dokumentieren – Räume, Zustand, Zählerstände und Fotos in einem strukturierten Protokoll.
Zählerstände sauber erfassen
Strom, Gas, Wasser und Heizung als strukturierte Felder festhalten – inklusive Foto des Zählerstands als Nachweis.
Objekte & Einheiten als Datenbank
Objekte, Wohneinheiten und Mieter strukturiert hinterlegen und alle Protokolle je Einheit zentral wiederfinden.
PDF-Übergabe mit Unterschrift und Zeitstempel
Protokolle vom Mieter vor Ort unterschreiben lassen und sofort als PDF an beide Parteien übergeben.
From template to proof
One continuous process instead of isolated tools – identical for every team, with clear ownership per step.
- 1
Templates for handover, walk-through, check
Apartment handover, public-safety walk-through, caretaker check, cleaning check, damage report — maintained centrally, binding for all property managers.
- 2
Properties and units in the database
Property, unit, tenant, meters, keys, inspection interval, responsible contractor. Every protocol attaches to property or unit.
- 3
Property manager documents on site
Handover room by room on the tablet, photos per defect, signatures of both parties — offline in the basement too. The tenant receives the link immediately.
- 4
Contractors and tenants deliver into your system
Caretaker and cleaning companies fill in via protected link; tenants report via web form. The Hero Agent turns them into cards with property, owner and deadline.
- 5
Approval and filing on the unit
The team lead approves; the PDF attaches to unit or property and is found in seconds at deposit settlement or owners' meeting.
- 6
Evaluation per property and contractor
Overdue walk-throughs, open defects, contractor response times — visible in the workspace, as a basis for contract talks and bulk export for owners.
What a disputed deposit and a missing walk-through cost
A management company with 6,000 units and eight property managers easily has 60 handovers and 100 walk-throughs and checks a month. If each costs 25 minutes for transferring, assigning photos, filing and sending to tenant or owner, that is roughly 65 hours a month — on top of the actual work on site.
The bigger item is not in the spreadsheet: a deposit that cannot be retained because move-in photos are missing; a liability case in which the last walk-through cannot be proven; an owner who changes management because the records were missing at the meeting. With uniform handovers, inspection deadlines per property and photos on the case, these become the exception.
- One handover template for all property managers and external handover services
- Move-in condition with photo, timestamp and signature — prove the deposit instead of arguing
- Inspection deadlines per property with reminders by the Hero Agent
- Contractor records and tenant reports as cards with deadline instead of in mailboxes
Inspection protocols, maintenance reports, acceptances, fault reports
Retyping, matching photos, follow-ups, creating the PDF, filing
Review and approve – the rest is captured on site
Per year, office only
€64,800
20 minutes less office work per protocol × 4,320 protocols × €45/h
- 4,320
- protocols per year
- 1,440
- office hours saved per year
- 180
- working days (8 h) per year
Not included: fewer follow-ups on site, less rework, faster invoicing and the time you save when someone asks for proof. We measure the real numbers in the pilot.
Start a pilotReal customers, real statements
Our references use ProtocolHero for key handovers, construction documentation and records towards insurers — the same mechanism as handovers and property checks in property management.
„Mit ProtocolHero läuft unsere Dokumentation heute deutlich strukturierter und einfacher. Gerade im Alltag ist es wichtig, dass Informationen nicht verloren gehen und wir alles schnell an einem Ort wiederfinden. Das spart Zeit und bringt mehr Klarheit ins Team. Was ich außerdem gut finde: ProtocolHero ist vielseitig einsetzbar – ob Schlüsselübergabe, Baudokumentation oder wichtige Prüfprotokolle.“
„Gerade bei Wasserschäden und Arbeiten für Versicherungen ist eine saubere Dokumentation extrem wichtig. Es muss nachvollziehbar festgehalten werden, welcher Schaden vorlag, welche Maßnahmen durchgeführt wurden und wie die Instandsetzung erfolgt ist. Das hilft uns intern für den Überblick, aber auch nach außen bei Rückfragen mit Kunden und Versicherungen.“
„Mit ProtocolHero läuft unsere Dokumentation einfach deutlich sauberer und schneller. Gerade im Alltag ist es wichtig, dass Prüfprotokolle und Unterlagen direkt an einem Ort sind und man nicht lange suchen muss. Für mich ist vor allem gut, dass ich einen schnellen Überblick habe, was schon erledigt ist und was noch offen ist.“
Beliebte Vorlagen für Hausverwaltungen
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Fragen rund um Hausverwaltungen
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See your Hausverwaltungen workflow in ProtocolHero
In 15 minutes we clarify where time is lost today, whether ProtocolHero fits your process and team size, and how a real report of your business looks digitally. No generic product pitch.