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Documents from iX-Haus property file and lease, with the source.

Leases, service charge statements, property files, minutes and correspondence from iX-Haus become searchable in the knowledge base, and the answers name the source. Access is read-only; nothing in iX-Haus is changed.

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iX-Haus

subject to a feasibility check · folder

Example question

“Which index-linking clause is agreed in the lease for unit 3 in property 4711?”

1 Answer with source

Connection

How the connection works

We check before we start whether and how iX-Haus can be connected – depending on version, hosting and licence scope. Where iX-Haus stores documents as files on a server on your premises, junova mirrors that directory, encrypted, into your own instance – read-only and over outbound connections only. If documents sit in an archive inside iX-Haus, an agreed export is the route; it can also bring in property, unit and contact master data, so answers are assigned to the right property and unit. Until then, you upload documents: files, entire folders, emails, photos and voice notes.

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

Set-upWe estimate the work involved for the document directory and the master data export after the feasibility check and discuss it with you before anything is set up – ideally together with your iX-Haus support partner. The set-up is charged on a time-and-materials basis, agreed in advance.

Documents

Typical content: iX-Haus

  • Leases including addenda – base rent and service charge advance, index-linking to the consumer price index (VPI), fixed term and waiver of termination, plus deposit and handover report for the unit
  • For commercial premises, the terms that do not exist for flats – turnover rent, obligation to operate, protection from competition, subletting and the agreed index clause
  • Charge notices and the related statements – service charge statement, annual statement and budget forecast under the WEG 2002 (Austrian Condominium Act), including the allocation keys applied
  • Resolutions and minutes of owners’ meetings, written circular resolutions and the documents on the reserve fund
  • The property file per property – condominium agreement and useful-value appraisal (Nutzwertgutachten), land register extract, insurance policy and claims notifications
  • Contracts for the property with term, notice period and index adjustment – caretaking, lift maintenance, chimney sweep, energy supply – plus correspondence with tenants, owners and tradespeople, including reminders and the documents on proceedings before the arbitration board (Schlichtungsstelle) or the district court

Example questions

Questions you might ask your documents

  • “Which index-linking clause is agreed in the lease for unit 3 in property 4711?”

    1 Answer with source

  • “What does the last service charge statement for this property say about the caretaking item?”

    2 Answer with source

  • “Which maintenance contracts for this property expire next year?”

    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

Before we start, we look at where your documents are – as files in the directory or in the archive inside iX-Haus – and which master data should come along via the export. Balances, open items and payments stay in iX-Haus, and that is also where statements are produced; nothing is recalculated or checked for plausibility here. Whether a service charge item can be passed on or a resolution holds is for your management and your legal advisers to assess; the answer shows what was agreed, resolved and charged, with the source. Land register and company register extracts are as current as the extract last filed. And we agree with you exactly how the separation by management mandate should work.

FAQ

Frequently asked questions about this connection

We have been managing buildings for decades. Do old meeting minutes and statements come along?

Yes, and often they are exactly the reason: minutes and statements from years nobody looks at any more, until someone in a dispute over a renovation wants to know what was resolved back then and how it was allocated. Scanned minutes go through text recognition (OCR); your own documents will show how well that works with faded copies, margin notes or signed attendance lists. You usually start with the properties you manage today; earlier years are added step by step afterwards.

Our filing is organised by property number and year. Does it have to stay that way?

It stays unchanged – access is read-only, nothing is moved or renamed. The structure even helps: from property number and path, the system derives which property a document belongs to, and the property and unit master data from iX-Haus can add address and unit (Top) number. That way, a question about property 4711, unit 3 arrives at the right file and not at the building next door; the answer names the source so you can check it.

We are taking over a property from another manager. What do we do with their documents?

They usually arrive as a mixed handover bundle: a binder of paper, a hard drive, a few email attachments. That is what the upload is for – files, entire folders, emails and photos, without anyone sorting them first. You can then ask what is missing: is there a lease with addenda for every unit, are the resolutions on the ongoing renovation there, since when has the caretaking contract been running. Access can be released from the start of your mandate, so that only those who need them see the years before.

What about a new version of iX-Haus?

Nothing in iX-Haus itself is changed, and mirroring the document directory depends on the folder, not the program version. At most, the master data export needs adjusting, for example if property or unit fields are renamed or a newly acquired mandate brings its own numbering logic. Tell us the date in advance, and we will check the first sync with you afterwards.

Can an employee see only the properties she looks after?

We agree that with you during set-up. Permissions depend on document type and role; a common arrangement is one role per management team, and statements and resolutions can be released differently from dunning, deposit records or HR records. A set date is also possible – for example from the day a mandate began. We check in advance how finely this can be divided for your properties; if a role lacks permission, the system says so.

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 iX-Haus

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 iX-Haus can be connected at your company.

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