AI knowledge base for property developers when someone asks about a special request you approved years ago.

Land documents, building permits, developer contracts with instalment plans, building and fit-out specifications, special requests, contracts for work and handover reports in one place, every answer with its source. SharePoint and Microsoft 365 connect in one click, subject to admin consent; before we start, we check whether your project storage or construction software can be connected – until then you upload files yourself. The demo uses sample documents; in the first weeks after go-live you test the answers on a project that has already been handed over.

Request a demo Cost calculator

Everyday question

“Which instalment is due under the developer contract’s instalment plan, and what 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 is relying on a special request we agreed in spring 2023. It’s an attachment to an email from the project manager at the time.
The trustee won’t release the fourth instalment until there’s a construction progress confirmation. The signed copy is in the site manager’s car.
On the Sonnenhof project, the buyer’s complaining about the floors. What we promised is in the fit-out specification the project manager sent out – and he’s been gone 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 ceiling of the underground car park and wants to know who will fix it. The search begins: which trade contractor did the waterproofing, what does their contract for work say about retention and deadlines, was the problem already in the handover report, and was it put right 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 as an image without a text layer; and the crucial email from the site manager is in a mailbox that was shut down long ago. By the time the answer is ready, the owners’ association’s lawyer has already written.

Things people in this industry say every day.

Example questions

Questions from your day-to-day work

Three questions that come up day to day, and the document where you would expect to find the answer. In the demo you see this with sample documents; you test it with your own documents in the first weeks after go-live.

“Which instalment is due under the developer contract’s instalment plan, and what 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 outstanding, 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. One-click systems connect via your account; for the others we check before we start whether and how a connection is possible – until then, you simply upload documents.

View all integrations

Pricing

What it costs

Basic package

from€500per month

Set-up fee €2,900 · excl. VAT

A flat fee per company. Everyone in your firm can use it – from reception to the partners – with no per-user licence. One-click connections are included in the set-up. Before we start, we check whether your industry-specific software can be connected; that connection is charged on a time-and-materials basis, agreed in advance.

Drafts as Word, PDF or email are included in the Premium package.

At the kick-off we agree on twenty questions together – along with the documents each answer should come from. At sign-off we go through them together and look at what the system does with them. What follows from that is set out in the quotation.

Compare all packages

Getting started

Where to start

Don’t start with the current project but with one that has already been handed over – that’s where enquiries from buyers, property managers and their lawyers keep coming in for years. Upload the whole project folder: 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 first weeks after go-live, ask the questions that most recently came from buyers or the property manager, and check whether the sources are right. Connecting your project storage only pays off once you see what people are asking; before we start, we check whether and how it can be done, and the connection is set up and charged on a time-and-materials basis, agreed in advance.

FAQ

Frequently asked questions

A buyer is relying on a promise we can’t find anywhere. What does the system say then?

If the system finds nothing, it tells you 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. Finding nothing proves neither that a promise was made nor that it wasn’t. 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 in too?

Emails with attachments can go into your records by upload; correspondence in Outlook and Microsoft 365 connects in one click, subject to admin consent. The answer then gives sender, date and subject as the source – so you get 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 relates to; a person confirms which document type it belongs to. In the first weeks after go-live, try flat numbers whose history you know to see whether special requests approved by email can be found.

Every project manager has organised the project folders differently. Do we need to tidy them up first?

No, you don’t need to tidy up first. Questions are about content, not folder structure; the system suggests development, flat number, trade contractor and date. How well that works with folders that have grown over the years, full of duplicate and half-named subfolders, is exactly what to check in the first weeks after go-live. You do have to confirm the document type, because it determines who sees the document later – a handover report is a different thing 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 through document type and role. Building and fit-out specifications, handover reports, maintenance instructions and as-built plans can be opened up; purchase prices, costings and correspondence with the trade contractors cannot. Whatever actually goes out can be produced 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 has gone insolvent. Can the knowledge base still help?

You can ask about what you have to hand: the contract for work with the agreed retention for defects and performance, any bank guarantee or insurance confirmation on file, the handover report, the notices of defects with their dates and the replies – the answer gives the source for each. If the system can’t find something, it tells you so. Whether a claim can still be enforced, and against whom, is not something the system assesses; that stays with your lawyers.

Request a demo – with examples from Property developers

In a 30-minute video call, we use sample documents from your industry to show you how questions are answered and what the source for each answer looks like. You don’t need any of your own documents for this.