Rentals & Contracts module
Rental contract management software for real estate portfolios
Rental contracts, bailment agreements and early terminations, with their addenda, prices, deposits and deadlines, held as one dated record per agreement. Nothing is overwritten; every change keeps its date.
- Three contract types: rental contract, bailment agreement, early termination contract
- Addenda attach to the contract they amend and supersede it from their own start date
- Prices stated per week, month or year in any multiple, normalised for comparison
- Renewal and end-date reminders issued by background workers, with a record of what went to whom
What a contract holds
One record per agreement, with everything the agreement actually says
A contract is not just a start date and a rent figure. It has a document title and registration number, the spaces it covers, a deposit, a payment schedule, a price history and an end. All of it lives on the same record.
Rental contracts
The priced agreement between a legal entity and a client. Document title, registration number, signature date, effective period, payment day and payment interval, deposit amount and currency, description and free tags.
Bailment agreements
Gratuitous use, loan-for-use, comodat. The same structure as a rental contract but without a required price, for space handed over to a related company, a family member or a caretaker without rent.
Early termination contracts
An early termination attaches to the contract it ends. The effective end date of the whole agreement moves to the termination date, and open reminders on the contract tree can be resolved in the same step.
Rental entries with shares
One contract can cover several spaces: a flat, a storage space and a parking lot. Each entry points at a portfolio entity and carries a percentage share, and the shares on a contract must total 100%.
Clients
Tenants and users of a space, with company data, address and country. A client carries their contracts, their invoices and their rebilling entries, so one page answers what they hold and what they owe.
Deposits and clearance
Deposit type, amount and currency sit on the contract, together with the number of days agreed for clearing the deposit after handover. Addenda inherit the clearance period from the contract they amend.
Amendments
Contracts are trees, not rows in a list
A rent increase is not a new tenancy. An extension is not a new tenancy. In practice most agreements accumulate a run of addenda, each amending the one before it, and a rent roll that stores only the latest version loses the history you need at the next audit.
Here, an addendum is a contract that points at its parent. The system resolves the root, walks the whole tree, and works out which document is applicable on any given date: the addendum in force supersedes the parent from its own start, and the index screen labels each row as currently applicable or superseded by the document that replaced it.
The same walk produces the effective end date across root and children, so an extension signed three years ago and a termination signed last month both land in the same answer.
Filter the register by main contracts, addenda or early terminated, by active or inactive, by client, by tag, by address or by the name of the rented unit.
Pricing
Price entries with interval normalisation
Portfolios collect prices in whatever unit the contract was written in: per month, per year, per week, per quarter. Comparing them by hand is where rent rolls go wrong.
- Dated price entries — Each price carries an effective-from date, a currency, a VAT flag and a description. A rent increase is a new entry, not an edit, so the price applicable on any past date can still be reconstructed.
- Any interval, one comparison — A price is stated per week, per month or per year, in any multiple of that unit. The software normalises every entry to a common interval before comparing, summing or charting it.
- Price per square metre — Usable area rolls up from the rooms and spaces the contract covers, including common spaces, so the rate per square metre is derived from the portfolio record rather than typed in and left to rot.
- Gaps in price coverage — The system reports periods inside a contract tree that no price entry covers, which is usually the sign of a missing addendum or an extension nobody entered after the handover.
- Payment schedule — Payment day plus payment interval unit and count are held on the contract, and printed as a readable schedule label on the contract screen and in the CSV export.
- More than one currency — Prices keep their own currency. Totals across a contract tree are grouped by currency rather than silently converted at a rate nobody agreed on.
Deadlines
Reminders that issue themselves, and leave a trail
When a contract is saved with an end date, an end-of-term notification event is created for it automatically, dated two months before that end and set to repeat every two weeks until it is resolved. Change the end date and the reminder moves with it.
Notification events name their recipients. A background worker issues them by email, marks the date as issued so the same reminder never goes out twice, and catches up on a due date if the worker was not running when it fell. Every issued notification is kept, so you can show what was sent, to whom, and when.
Reminders are not limited to the end of term. Any date that matters, an indexation review, an option deadline, a deposit release, can be entered as an event with its own repeat interval and its own recipients, then resolved when it is dealt with.
Outgoing mail can leave through your own SMTP server, so a reminder to a colleague or a notice to a tenant arrives from your domain rather than ours.
Reminders are internal notification emails and event records. This is not a tenant self-service portal, and there is no mobile app.
Reporting and export
Timelines, revenue evolution and a rent roll you can hand over
Each contract screen carries its own charts, and the whole register exports to CSV for the accountant, the auditor or the buyer's due diligence pack.
Contract timeline
The root contract and every addendum drawn on one time axis, so an extension, a rent increase and a termination are visible in the order they were signed and for the periods they cover.
Pricing timeline
Every price entry across the contract tree plotted from its effective-from date, with currency and interval, showing exactly when each figure took over from the one before it.
Revenue evolution
The normalised revenue of a contract tree over time, per legal entity. The same calculation drives the portfolio-wide revenue timelines grouped by property group and by legal entity.
CSV export
Type, title, registration number, parent, dates, period, client, rented units, usable area, payment schedule and the normalised monthly price today, plus the price immediately before and after the contract took effect.
Filters and scopes
Narrow the register by client, tag, signature date, start or end date, street address, unit name or a list of contract IDs, then export exactly the selection you filtered to.
Documents and comments
The signed PDF, the handover protocol and the correspondence attach to the contract itself, with audit comments on the record for the note that explains why a clause reads the way it does.
Contract periods and rented areas are the allocation basis for the ancillary cost statement, and the figures a contract produces become issued documents through the finance module. The contract record is where both of them start.
Legal entities
Portfolios owned by more than one company
Family holdings and property management companies rarely sign everything through one entity. One building sits in the GmbH, another in the private name of an owner, a third in an SRL because that is where the parcel was bought.
An account can hold several legal entities, and each contract is assigned to the one that actually signed it. Where a contract is created without an entity and the rented spaces all belong to the same one, the assignment is derived rather than asked for.
Revenue then reports globally, by property group, by legal entity, or by both at once, which is the view that answers what each company earned this year without exporting three spreadsheets and reconciling them by hand.
Data stays inside your workspace throughout. Every record belongs to one account, and users sign in with a Workspace ID alongside their email and password, so credentials are only valid inside their own workspace.
How it goes in
From signed document to live register
-
Have the spaces first
Contracts point at real portfolio entities: a flat, a business space, a storage space, a parking lot. Set up the property and its units once, and every contract afterwards references them instead of repeating the address.
-
Record the client
Name, company data, address, country. Created once, reused by every contract, invoice and rebilling entry that concerns that tenant, which is what makes the client screen worth opening.
-
Enter the contract
Dates, registration number, legal entity, deposit and payment schedule, then the rented spaces with their percentage shares and the price entries with their effective dates. Attach the signed PDF.
-
Let the deadlines run
The end-of-term reminder is created with the contract. Add any further events you need, assign recipients, and the background workers take it from there while the register stays current.
-
Amend, do not overwrite
Extensions, rent increases and terminations go in as addenda pointing at the contract they change. The applicable document, the effective end date and the timelines all follow automatically.
Cost
The plan the module sits on
Portfolio management is included in every plan. Rentals & Contracts is an optional module added to a Standard or Extended subscription.
Standard
For a single portfolio that has outgrown the spreadsheet.
- Users 3
- Properties 10
- Housing units 50
- Rooms and common spaces 200
- Document storage 25 GB
All prices are net and exclude VAT.
Extended
For managers running several buildings and legal entities.
- Users 10
- Properties 50
- Housing units 250
- Rooms and common spaces 1,000
- Document storage 100 GB
All prices are net and exclude VAT.
Beyond the Extended allowances, capacity is charged per additional property, per additional housing unit, per additional room or common space and per additional GB of storage, at the published rates. The full breakdown, with an estimator, is on the pricing page.
Modules
What the Rentals & Contracts module costs
Rentals & Contracts covers contracts, clients, price entries, contract and pricing timelines, revenue evolution, deadline reminders and the CSV export. The other modules are listed beside it because most portfolios eventually switch on more than one.
Rentals & Contracts
Rental contracts, bailment agreements, tenants and deadline reminders.
Utility Billing & Cost Reallocation
Meters, supplier invoices, allocation keys and rebilling invoices.
Accounting & Invoicing Integration
Issue documents on your invoicing platform and post them to the ledger.
Investment & Business Analyses
Revenue timelines, consumption analysis and investment calculations.
Facility Management
Technical asset register, asset connections and service partners.
Getting started
Onboarding, if you want the register populated with you
Existing contracts, their addenda and their price history can be entered together during onboarding, so the register is current from the first month rather than after a slow backfill.
Onboarding package
€ 400
Account setup, four hours of on-site staff training, travel, plus phone and email consultations in the first six weeks.
Support, consulting and training
€ 75 /hour
Support, consulting and training after onboarding, delivered on a best-effort basis.
All prices are net and exclude VAT.
Questions
Asked about contracts
Is this rental contract management software suitable for commercial leases as well as residential tenancies?
Yes. Housing units are typed as flats, business spaces or storage spaces, and one contract can cover any combination of them plus common spaces such as parking lots and courtyards, each with its own percentage share. Prices can be stated per week, per month or per year in any multiple, which covers most commercial rent structures without workarounds.
How does the software handle a rent increase or a contract extension?
As an addendum. You create a contract that points at the existing one, with its own signature date, effective period and price entries. From its start date it supersedes the parent, and the register labels the parent as superseded. The original document, its dates and its old price all stay readable, which is what an audit asks for.
What is a bailment agreement and why is it a separate contract type?
A bailment agreement, also called loan-for-use or comodat, hands a space over for use without rent. It needs the same record as a tenancy, being parties, period, spaces and deposit, but no price, so it is a distinct type that skips the price requirement and is excluded from revenue figures rather than counted as zero rent.
Can I export the contract register?
Yes. Any filtered selection exports to CSV, including contract type, title, registration number, parent contract, dates, period, client, rented units, total usable area, payment schedule and the normalised monthly price for today, plus the price immediately before and after the contract took effect. It is a rent roll your accountant can open directly.
Do renewal reminders go out automatically?
When a contract is saved with an end date, an end-of-term event is created two months before it, repeating every two weeks until resolved. Background workers issue the emails, record that they were sent and never send the same due date twice. Move the end date and the reminder moves with it.
Can contracts belonging to different companies live in the same account?
Yes. An account can hold several legal entities, and every contract is assigned to the one that signed it. Revenue reports globally, by property group, by legal entity, or grouped by both, so each company's figures are separable without maintaining parallel accounts.
Next step
Put the agreements where the buildings already are
Contracts, prices and deadlines belong on the same record as the parcel, the unit and the meter. See the plans, or write to us with the shape of your portfolio and we will tell you plainly whether this fits.