Real estate · Finance & admin

Every statement checked before the first tenant asks.

Service charge statements are checked by the AI against lease, allocation key and receipts, with draft answers to tenant questions. Accounting signs off.

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CheckLindenallee 12, unit 07
  1. Caretakerincludes repair, share €96.00not chargeable
  2. Waste collection+18 % on last yearfee notice
  3. Allocation keyfloor area, as in leasematches
QuestionUnit 07
  1. Ms Kaya

    Why is waste collection 18 % more expensive than last year?

  2. The city raised its waste fees on 1 January 2025. Your share rises from €242.50 to €286.10.

    Waste fee notice 2025

Where time goes today.

  1. 50 %

    Statements with errors

    One statement in two contains errors, estimates the German Tenants' Association. Every error costs twice: first the objection, then the correction.

    Mieterverein zu Hamburg, estimate of the Deutscher Mieterbund

  2. 12 months

    Deadline for statement and objection

    Under German law the statement must reach the tenant within twelve months after the billing period ends, and objections are possible for as long. For every unit at the same time.

    Section 556 (3) BGB

  3. The questions all come at once

    After the statements go out, tenants ask by mail and phone about keys, heating costs and balances due. Every answer needs a look at receipts and the lease.

One case, step by step.

Invoice Berg caretakingLindenallee 12

Invoice no. 2025-0931, annual statement

Caretaker services January to December 2025, €9,480.00

Weekly stairwell cleaning, €2,760.00

Repair of gutter and door closer, €1,740.00repair

Winter service as required, €610.00

Total €14,590.00, payable within 14 days.

Receipts, notices and leases in one place.

The AI reads invoices, fee notices, the metering service's statement and the leases, and assigns every item to the property and cost type.

Your team decides

Which receipts and leases form the basis.

CheckUnit 07, 2025
  1. Allocation keyfloor area 68.4 of 1,240 m²matches
  2. Caretakerincludes repair, share €96.00not chargeable
  3. Waste collection+18 % on last yearfee notice
  4. Dispatchby 31 Dec 2026in time

1 correction for accounting

Every item against lease, key and last year.

The AI checks whether a cost type may be passed on under the lease, whether the key is right and where amounts change oddly against last year. Every flag shows the receipt.

Your team decides

What gets corrected and what stays.

QuestionMs Kaya, unit 07
  1. Ms Kaya

    Why is waste collection 18 % more expensive than last year?

  2. The city raised its waste fees on 1 January 2025. Your share rises from €242.50 to €286.10. I am attaching the notice.

    Waste fee notice 2025, p. 2

Questions answered with item and receipt.

When a tenant asks, the AI finds the item, the receipt and the invoice behind it and writes a clear answer. Objections or unclear cases go to accounting.

Your team decides

Which answers may go out without review.

Correction unit 07Statement 2025
ItemCaretaker
Correction-€96.00
ReasonRepair of gutter and door closer cannot be passed on
Balance before€231.40
Balance now€135.40
Send for approval

The correction is ready for approval.

Whatever cannot be passed on, the AI records as a correction with its reason. Accounting checks, books and sends the corrected statement.

Your team decides

Whether to correct and what the tenant receives.

What it delivers and what it connects to.

  • €2.67

    per m² and month in service charges paid by German tenants on average in 2024

    Source: Deutscher Mieterbund, Betriebskostenspiegel

  • about 50 %

    of questions can be answered with item and receipt, no research needed

    Assumption for a typical company

  • 1 day

    instead of a week until a question is answered

    Assumption for a typical company

Works with the systems you already use

Who does what.

What the AI takes on

  • Assigns receipts to property and cost type
  • Checks chargeability, key and last year
  • Drafts answers to questions with the receipt
  • Prepares corrections with a reason

What your team decides

  • Decides what is passed on
  • Approves corrections and replies
  • Handles objections and disputes
  • Owns the statement towards tenants and owners

Who it fits.

A good fit if

  • You issue many service charge statements every year
  • Invoices, notices and metering data are digital
  • The leases with the agreed cost types can be found
  • Many questions arrive at once after the statements go out

Less of a fit if

  • You manage only a few units
  • An outside provider prepares the statements and you do not see the invoices
  • Invoices exist only on paper and are not scanned

What it costs

Fixed prices, clear steps.

You know up front what each step costs and what it delivers.

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All prices net. Operation afterwards is from 20% of the project price a year, cancellable monthly. The code and the data are yours.

Built fromData & documentsAI integrationAI knowledge systems

Further reading

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Why the AI cannot find your part number: pgvector, Azure AI Search and others compared in plain termsKnowledge systemsTiemo Timtschenko
MCP explained: how AI assistants reach your systems and what that means for your ITAI toolsTiemo Timtschenko

Frequent questions

Common questions about it.

The questions that almost always come up about this use case.

Does the AI produce the statement?

No. The statement is still produced in your management software. The AI checks it before dispatch and answers the questions afterwards.

How does the AI know what can be passed on?

From the German operating costs ordinance and your leases. Whatever the lease does not cover, or what is recognisably repair or administration, it flags with a reason. Your accounting team decides.

What about the metering service's heating statement?

The AI takes over the metering service's figures and checks them for plausibility, such as jumps in consumption or missing meters. The metering itself stays with the metering service.

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