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Documents from DOMUS ask the property file instead of leafing through it.

The documents DOMUS keeps on each property go into your instance: owners’ meeting and resolution documents, management and maintenance contracts, statements, contractors’ quotes and correspondence with owners and tenants. Access is read-only; nothing in DOMUS is changed.

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DOMUS

subject to a feasibility check · database export

Example question

“What did the 2019 owners’ meeting resolve about the façade at Kirchgasse 8, and by what majority?”

1 Answer with source

Connection

How the connection works

DOMUS manages properties in a database and includes a document management system that links documents to the property and the parties involved. Before we start, we check with you and your DOMUS support partner whether and how DOMUS can be connected – that depends on the version, your licence and hosting. Depending on the installation, junova either mirrors an archive directory on your server to your instance, encrypted, read-only and over outbound connections only, or uses an agreed, scheduled export; with hosted DOMUS, this works through access granted by your provider. Property, unit and owner master data can come across through the export, so that answers are matched to the right property.

Once set up, synchronisation runs automatically: new and changed documents from DOMUS are added without anyone having to upload anything.

Set-upHow much set-up is involved depends mainly on whether the archive exists as a directory or an export has to be agreed. Once the feasibility check is done, we estimate the effort and agree it with you before anything is set up – with your DOMUS support partner, if you like. The set-up is charged on a time-and-materials basis, agreed in advance.

Documents

Typical content: DOMUS

  • The annual statement with its supporting documents – what goes on the table when an owner asks to inspect the receipts
  • Budget and reserve fund statement for each property, plus the advance payment demands for each unit
  • Resolutions from owners’ meetings and written votes, with the voting list and the notifications to owners
  • The condominium agreement, the use-value appraisal (Nutzwertgutachten) and their amendments, which come out again whenever questions about permitted use arise
  • Inspection reports for lifts, heating, lightning protection and chimneys, with proof that any defect found has been put right
  • The property’s insurance policies, claim notifications and correspondence on settlement – from a burst pipe to confirmation of cover

Example questions

Questions you might ask your documents

  • “What did the 2019 owners’ meeting resolve about the façade at Kirchgasse 8, and by what majority?”

    1 Answer with source

  • “Which maintenance contract for Bahnhofstraße 3 expires in 2027, and what is the deadline for giving notice?”

    2 Answer with source

  • “What did the owner of unit 12 last write about the 2024 statement?”

    3 Answer with source

Start

Before a connection is set up

This connection is set up for you rather than switched on in one click. Every source has its own logins, permissions and folder structure – so before we start, we check with you whether and how it can be connected at your company. Set-up and maintenance are charged on a time-and-materials basis, agreed in advance; the amount depends on the source.

You can also upload files, whole folders, emails, photos and voice notes at any time. In the demo you see the answers using sample documents from your industry; you check them against your own documents in the first weeks after go-live.

Preliminary check

What we check in advance

Calculations happen in DOMUS; reading happens here: amounts, allocation keys and balances are neither recalculated nor checked, and what is cited is the stored document with its date. So before we start, we clarify which versions are stored – the knowledge base is for what has gone out, not for a statement still being prepared. We also look at how you file things: a resolution that appears only in the minutes of a meeting and was never filed separately will be found under “minutes”, not as a resolution in its own right. And the AI knowledge base is a tool for your company, not an owner portal: anything an owner receives still comes from you.

FAQ

Frequently asked questions about this connection

We regularly take over properties from other managers. The previous files arrive as folders, some on paper. Where do they go?

Into the same knowledge base. You upload files and whole folders yourself; paper goes in as a scan from the copier – no connection needed. Scans go through text recognition (OCR); how well that works on faded copies or handwriting only becomes clear with your files. With a takeover, this is often the most urgent part: the previous manager’s resolutions, contracts and inspection reports should be searchable rather than sitting in a box. Whatever has been in your own archive since the nineties can come across in the first run; we decide beforehand how far back.

In our system, documents are linked to the property and the unit, not stored in folders. How does that come across?

Through the index terms that come with the export. That way an answer is matched to the right property and unit number, even if the same street appears twice, and the answer names its source so you can check it. What counts is the unit, not the person: a resolution belongs to unit 12 even if the flat has been sold twice – whereas the notification sent at the time belongs to the previous owner, and that makes a difference for visibility. Whether a letter counts as a resolution, a contract or an inspection report is confirmed by someone at your company during the first run.

What happens at the next DOMUS update, and who talks to our support partner about it?

We don’t change anything in DOMUS. Whether an update affects the connection depends on whether the storage location and export route stay the same. Let us know the date in advance and we’ll check the export against the new version; we handle the coordination with your support partner, so you don’t have to act as go-between. If nothing comes in afterwards, the gap is flagged – a statement that was never read in shouldn’t pass itself off as the latest one.

Not every member of staff should see every property. Can the system reflect that?

Yes, through document types and roles rather than individual files: resolutions, contracts and inspection reports for property management; statement receipts and dunning for accounts. A cut-off date is also possible – for example for someone who has only been looking after a property since this year and doesn’t need the correspondence from previous years. If someone lacks permission, the system tells them there is a document on the matter that they can’t open; only you can grant access, as before. Before we start, we decide together how to set this up for your company.

Industries

Typical for these industries

Guides

Further reading

Integrations

Other integrations

Do you look after this system for clients? For IT service providers and software consultants

Request a demo – with examples for DOMUS

In a 30-minute video call, we use sample documents to show what answers with sources look like. Before we start, we check whether and how DOMUS can be connected at your company.

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