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Documents from iX-Hausproperty file and lease with source.

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

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iX-Haus

after clarification · 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 is designed

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

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

Set-upWe estimate the effort for the document directory and the master data export after the preliminary check and discuss it with you before anything is set up — ideally together with your iX-Haus support partner. Billing is based on actual effort.

Documents

Which documents may be stored in 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

Examples of questions to 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

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

In advance, 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 source. Land register and company register extracts are as current as the extract last filed. And how separation by management mandate should look, we define specifically together.

FAQ

Frequently asked questions about this connection

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

That is the plan, 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); how well that works with faded copies, margin notes or signed attendance lists will show in your own documents. 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 — the plan is read-only access, nothing is moved or renamed. The structure even helps: from property number and path, the system should derive 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 should arrive 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. From the data set 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 version change of iX-Haus?

Nothing in iX-Haus itself is changed, and mirroring the document directory relates to 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 beforehand, and we will check the first sync afterwards with you.

Can an employee see only the properties she looks after?

We define that together during setup. 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. How finely this can be cut for your properties, we clarify in advance; if a role lacks permission, the system says so.

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

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