AI knowledge base for property developerswhen you are asked about the special request approval from back then.

Land documents, building permits, developer contracts with instalment plan, building and fit-out specifications, special requests, contracts for work and handover reports in one place, every answer with its source. Whether your project filing, SharePoint, Microsoft 365 or your construction software can be connected, we check before we start; until then you upload. Whether the answers hold up, you check in a demo on a project that has been handed over.

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Everyday question

“Which instalment is due under the instalment plan of the developer contract, and which construction progress has been confirmed for it?”

The answer is in

Developer contract · instalment plan · construction progress confirmation

1 Source in one click

Day to day

Sound familiar?

The buyer of flat 14 relies on a special request commitment from spring 2023. It is an attachment to an email from the project manager at the time.
The trustee will not release the fourth instalment as long as the construction progress confirmation is missing. The signed copy is in the site manager’s car.
On the Sonnenhof project, the buyer is complaining about the floors. What was promised is in the building and fit-out specification the project manager sent out — and he has not been with the company since March.

Tuesday morning, two and a half years after handover: the property management company for the residential complex on Feldgasse reports damp on the basement ceiling of the underground car park and wants to know who will fix it. Now the search begins: which trade contractor did the waterproofing, what does their contract for work say about retention and deadlines, was the point already in the handover report, and was it rectified at the time. The project folder on the server has four subfolders with similar names, created by three different project managers; the handover report was scanned and is an image without a text layer; the decisive email from the site manager is in a mailbox that was locked long ago. By the time the answer is ready, the lawyer for the owners’ association has already written.

Statements as they come up day to day in this industry.

Example questions

Questions from your day-to-day work

Three questions as they come up day to day, and the document in which the answer should be found. Whether and how well the answer comes with its source, you check in a demo with your own documents.

“Which instalment is due under the instalment plan of the developer contract, and which construction progress has been confirmed for it?”
1 Developer contract · instalment plan · construction progress confirmation
“Which special request was approved for the buyer of flat 14, and at what price?”
2 Special request approval · addendum to the building and fit-out specification
“Which defects from the handover are open, and which trade contractor is responsible for them?”
3 Handover report · defect list · contract for work with the trade contractor

Documents

The documents that matter to you

Land documents — land register extract, site plan, zoning and the municipality’s development regulations
Building permits with conditions under the relevant regional building code, plus notice of completion or occupancy permit and the energy performance certificate
Developer contracts under the Austrian Property Developer Contracts Act (Bauträgervertragsgesetz) with instalment plan A or B, security model and the trustee’s releases, which only follow once construction progress has been confirmed
Building and fit-out specification for each unit, buyers’ special requests with approvals and prices
Useful value report under § 9 WEG 2002 (Austrian Condominium Act) and the condominium agreement
Contracts for work with the trade contractors under ÖNORM B 2110, specifications of services in the exchange format under ÖNORM A 2063, variations and final accounts
Ground investigation reports, structural calculations, building physics records and the fire protection concept under OIB Guideline 2
The health and safety plan and the documentation for subsequent work, prepared by the coordinator you appoint as client under the Construction Work Coordination Act (Bauarbeitenkoordinationsgesetz)
Handover reports, defect lists, warranty periods and correspondence with buyers and the property management company taking over
Construction photos and voice notes from project management

Integrations

Connecting your systems

Your system stays as it is. Whether and how a connection is possible, we check before we start — until then, you simply upload documents.

View all integrations

Pricing

What it costs

Basic package

from€500/ month

One-off setup €2,900 · net

A flat fee per company. Everyone in your firm may ask — the front office just as much as the professionals, no per-head licence. Whether a connection to your system is possible, we check before we start; one-click connections are included in the setup, others are billed by effort, and what they cost is fixed beforehand.

At the kickoff we record twenty questions that the acceptance is based on.At the kickoff we agree on twenty questions together – along with the documents the answer should come from. At acceptance we go through them together and look at what the system does with them. What follows from that is set out in the offer.

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Getting started

Where you start

Do not start with the current project, but with one that has already been handed over — that is where enquiries from buyers, property management and their lawyers keep coming in years later. Upload the project folder as a whole: developer contract with instalment plan, building and fit-out specification, special request approvals, the trade contractors’ contracts for work, handover reports and project management correspondence. In the demo, ask the questions that most recently came from buyers or property management, and check whether the sources are right. Only once you see what is being asked does connecting your project filing pay off; whether and how it is possible, we check before we start, and it is set up based on the effort involved.

FAQ

Frequently asked questions

A buyer relies on a commitment we cannot find anywhere. What does the system say then?

If the system finds nothing, it says so — and you can ask what there is on the subject at all: the item in the building and fit-out specification, an addendum, an email. Silence implies neither a commitment nor evidence to the contrary. Whether a verbal agreement stands is a question for your lawyers, not for the knowledge base.

Some of our special requests were only approved by email. Do the emails come along?

Emails with attachments can go into your records by upload; whether correspondence from Outlook or Microsoft 365 can be connected, we check before we start. The answer then names sender, date and subject as the source — so the email from project management to the buyer of flat 9, not just a pointer to the project file. The system suggests which development and which unit it comes from; a person confirms which document type it is assigned to. Whether special requests approved by email can be found, you check in a demo with flat numbers whose history you know.

Every project manager has structured the project folders differently. Does that have to be tidied up first?

You do not have to tidy up first. Questions are about the content, not the folder structure; the system suggests development, flat number, trade contractor and date. How well that works with filing that has grown over the years, full of duplicate and half-named subfolders, is exactly the point to check in a demo. You have to confirm the document type, because it determines who sees the document later — a handover report is simply different from the internal costing for the same trade.

After handover, a property management company looks after the complex. What of this can we pass on?

You control that via document type and role. Building and fit-out specification, handover reports, maintenance instructions and as-built plans can be approved; purchase prices, costings and correspondence with the trade contractors cannot. What actually goes out can be created as a draft — a compilation in Word or an email draft with a source for each statement. Nothing is sent automatically; someone at your company still signs it off.

The trade contractor who installed the windows is insolvent. Does the knowledge base still help us then?

You can ask about what you have in hand: the contract for work with the agreed retention for defects and performance, a bank guarantee or insurance confirmation on file, the handover report, the notices of defects with dates and the replies to them — the answer names the source in each case. If the system cannot find something, it says so. Whether a claim can still be enforced, and against whom, the system does not assess; that stays with your lawyers.

Request a demo — with examples from Property developers

In thirty minutes by video we show you, using examples from your industry, how questions are answered and what the source for each answer looks like. You do not need your own documents for this.