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Documents from DOMUSquery the property file instead of leafing through it.

The documents DOMUS keeps on a property are meant to come into your instance: owners' meeting and resolution documents, management and maintenance contracts, statements, quotes from contractors and correspondence with owners and tenants. Read-only access is planned; nothing is changed in DOMUS.

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DOMUS

after clarification · database export

Example question

“What was resolved at the 2019 owners' meeting about the façade of the Kirchgasse 8 property, and by what majority?”

1 Answer with source

Connection

How the connection is designed

DOMUS runs property management in a database and includes a document management system through which documents are assigned to the property and the parties involved. Depending on the installation, the plan is either to mirror an archive directory on your server, encrypted, into your instance — read-only and only via outgoing connections — or to use an agreed, scheduled export; with hosted DOMUS, this is done via access granted by your provider. Property, unit and owner master data can come along via the export so that answers are matched to the right property. Whether and how this works for you, we check with you and your DOMUS support partner before we start — depending on version, licence and hosting.

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

Set-upHow much setup is involved depends mainly on whether the archive exists as a directory or an export has to be agreed. We estimate the effort after the preliminary check and discuss it with you before anything is set up — gladly together with your DOMUS support partner. It is billed by effort.

Documents

Which documents may be stored in DOMUS

  • The annual statement with its supporting documents — what lands on the table when an owner asks to inspect the receipts
  • Budget forecast and reserve fund statement per property, plus the advance payment demands per unit
  • Resolutions from the owners' meeting and by written circulation, with the voting list and the notifications to owners
  • The condominium agreement, the use-value appraisal (Nutzwertgutachten) and their amendments, which are brought out again when questions about designated use arise
  • Inspection reports for lift, heating, lightning protection and chimney, with proof that a defect found has been remedied
  • The property's insurance policies, claim notifications and the correspondence on settlement — from a burst pipe to confirmation of cover

Example questions

Examples of questions to your documents

  • “What was resolved at the 2019 owners' meeting about the façade of the Kirchgasse 8 property, and by what majority?”

    1 Answer with source

  • “Which maintenance contract for the Bahnhofstraße 3 property expires in 2027, and by when does it have to be terminated?”

    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

A connection is set up for you, not activated in one click. Every source comes with its own logins, permissions and folder logic — whether and how it can be connected at your company, we check together beforehand. Set-up and maintenance are billed by effort; how much that is depends on the source and is discussed beforehand.

Until then, and independently of it, you can upload files, whole folders, emails, photos and voice memos. Before we start, we go through real questions with you to see how the answers look.

Preliminary check

What we check in advance

Calculations are done in DOMUS, reading is done here: amounts, allocation keys and balances are neither recalculated nor checked; what is cited is the stored document with its date. Beforehand, we therefore clarify which versions are stored — the knowledge base is intended for what has gone out, not for a statement still being prepared. We also look at your filing practice: a resolution that only appears in the minutes of a meeting and was never filed separately will be found under “minutes” and not as a resolution of its own. And the AI knowledge base is intended as a tool for your company, not as an owner portal: what an owner receives is still issued by you.

FAQ

Frequently asked questions about this connection

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

The plan is the same knowledge base. You upload files and entire folders yourself; paper comes in as a scan via the copier — no connection is needed for that. Scans go through text recognition (OCR); how well that works with faded copies or handwriting becomes clear from your files. With a takeover, this is often the most urgent part: the previous manager's resolutions, contracts and inspection reports should be queryable instead of sitting in a box. What has been in your own archive since the nineties can come along in the first pass; how far back, we decide beforehand.

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

Via the index terms that come along with the export. That way an answer is meant to be matched to the right property and unit number, even if the same street appears twice; the answer names its source so that 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 — the notification from back then, on the other hand, 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 pass.

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

We do not 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 will check the export against the new version; we handle the coordination with your support partner, so you do not have to act as interpreter. If nothing comes in afterwards, the plan is for the gap to be flagged — a statement that was never read in should not pass itself off as the most recent one.

Not every member of staff should see every property. Can that be reflected?

The plan is to do this by document types and roles rather than individual files: resolutions, contracts and inspection reports for property management, statement receipts and dunning for accounting. A cut-off date is also possible — for example for someone who has only been looking after a property since this year and does not need the correspondence from previous years. If the permission is missing, the system says that there is a document on the matter that is not open to them; only you can grant access, as before. How you tailor this for your company, we decide together before we start.

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In thirty minutes by video we show what answers with sources look like, and clarify whether and how DOMUS can be connected at your company.

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