Stadtquartier Hausverwaltung GmbH, 12 employees
A property manager with about 1,100 units (WEG and rental) whose managers drown in tenant e-mails, owners' meeting minutes and the annual service-charge statements.
How it works
- Check the numbers. Each step shows the hours your company spends on it per week. Click a number to change it, or set it to 0 if the step does not exist for you.
- Insert building blocks. Click a coloured block in a step. Below it you read in plain words what the AI would do there and what stays with your people. The shadow under the step shrinks.
- Read the result. The dark bar at the bottom shows the key figures; the full calculation with cost, return and a curve is below the departments.
Block colours show how you get it:
A dashed box means no building block exists yet.
Where AI helps most here
Start with what saves the most. Many blocks run on the same platform (e.g. one AI workplace for the office): you buy it once, and every further step only needs configuring.
Biggest single levers
Packages: many steps in one go
Link copied. It holds all your settings, nothing is stored on a server.
The company from above
Each building is a department. Its height shows how much work happens there, each window is a recurring task, and the shadow on the ground is the manual work. Click a building to open it. Windows light up where AI helps, and the shadow gets shorter.
Owners' meetings and WEG
16 steps, 98 h per week
Prepare owners' meeting
- Collect agenda itemsWEG manager h/week
- Obtain contractor quotesWEG manager h/week
- Draft invitation and resolutionsWEG manager h/week
- Schedule venue and dateAssistant h/week
- Mail invitations, handle repliesAssistant h/week
Hold meeting and minutes
- Chair the meeting on siteWEG manager h/weekHands-on work, AI can hardly help
- Write the minutesWEG manager h/week
- Update resolution collectionAssistant h/week
- Send minutes, handle objectionsWEG manager h/week
Implement resolutions
- Extract tasks from resolutionsWEG manager h/week
- Commission and track contractorsWEG manager h/week
- Owner queries on resolutionsWEG manager h/week
- Owners inspect documents (Belegeinsicht)Accountant h/weekHands-on work, AI can hardly help
Annual WEG accounts
- Post invoices to propertyAccountant h/week
- Draft annual statement and budgetAccountant h/week
- Check asset report (Vermögensbericht)WEG manager h/week
Tenants and damage reports
17 steps, 105 h per week
Tenant enquiries
- Answer phone callsReception h/week
- Sort and triage inboxAssistant h/week
- Reply to standard questionsAssistant h/week
- Handle complaints and neighbour disputesRental manager h/week
- Process mail and scansReception h/week
Damage reports
- Capture damage reportAssistant h/week
- Assess damage from photosTechnical manager h/week
- Assign responsibility (owner/tenant)Technical manager h/week
- Order craftsman, arrange accessAssistant h/week
- Check invoice, report insurance claimTechnical manager h/week
- Repair on site (craftsmen)Craftsman h/weekHands-on work, AI can hardly help
Tenancy changes
- Screen applicantsRental manager h/week
- Draft lease and rent increaseRental manager h/week
- Handover protocolTechnical manager h/week
- Check deposit and key returnRental manager h/weekNo building block yet: AI would need to compare handover protocol, damage photos and lease terms, propose a justified deposit deduction and draft the settlement letter.
- Rent adjustments and tenant terminationsRental manager h/week
- Update owner master data after a saleAssistant h/week
Accounting and service charges
11 steps, 80 h per week
Service-charge statements
- Collect meter readingsAssistant h/week
- Collect supplier invoicesAccountant h/week
- Allocate costs to unitsAccountant h/weekNo building block yet: Allocation by Umlageschlüssel (Fläche, Verbrauch, MEA) is rule-based inside the property-management software; AI adds little beyond checking the result.
- Check statements for errorsProperty manager h/week
- Print, send, answer objectionsAssistant h/week
Payments and receivables
- Book incoming invoicesAccountant h/week
- Approve invoices with ownersProperty manager h/week
- Match bank transactionsAccountant h/week
- Dunning for rent and HausgeldAccountant h/week
Reporting and closing
- Owner and tax reportsAccountant h/week
- Prepare data for tax advisorAccountant h/weekNo building block yet: Handing over booking data to the tax advisor via DATEV export is a routine export; no AI step needed or catalogued.
Back office, HR and compliance
9 steps, 35 h per week
Building technology and compliance
- Track statutory inspectionsTechnical manager h/week
- Property inspectionsTechnical manager h/weekHands-on work, AI can hardly help
- Energy and heating questionsTechnical manager h/weekNo building block yet: Advising owners on heating replacement and GEG obligations needs an energy consultant; building-level energy prediction use cases do not fit a manager's questions.
Contracts and purchasing
- Manage service contractsTechnical manager h/week
- Steer caretaker and cleaning servicesTechnical manager h/weekHands-on work, AI can hardly help
- Compare insurance and energy tariffsProperty manager h/week
HR and IT
- Recruit property managersManaging director h/week
- GDPR requests and recordsManaging director h/week
- Market and law updatesManaging director h/week
Your calculation
Example calculation for orientation. Prices, hours and savings are estimates for a fictitious company, not an offer, a promise or advice. Your real figures depend on your processes, your software and the providers you choose.
Insert building blocks or a package to see the calculation.
What you put in
Click a row to see the individual building blocks.
What comes back
- Time saved
- Value of that time
The value is working time that becomes free for other work; it is not automatically lower wages. The curve counts the freed time from the first month on. All figures are rough estimates.
Parts list for your selection
| Block | Used in | Saves | Value per year | One-off | Monthly | Data | Risk of failure |
|---|
Every row shows the amount that goes into your calculation; the rows add up to the totals. Blocks on a platform (AI workplace, automation, transcription, accounting AI, ...) only cost their configuration; the platform itself appears once with its rollout and its seats or base fee (prices researched 2026). Stand-alone solutions use the middle of the catalog price band, scaled to the size of the company.
What is still missing
Steps where AI could help but the catalog has no building block yet.
- Check deposit and key return Tenants and damage reports
AI would need to compare handover protocol, damage photos and lease terms, propose a justified deposit deduction and draft the settlement letter. - Allocate costs to units Accounting and service charges
Allocation by Umlageschlüssel (Fläche, Verbrauch, MEA) is rule-based inside the property-management software; AI adds little beyond checking the result. - Prepare data for tax advisor Accounting and service charges
Handing over booking data to the tax advisor via DATEV export is a routine export; no AI step needed or catalogued. - Energy and heating questions Back office, HR and compliance
Advising owners on heating replacement and GEG obligations needs an energy consultant; building-level energy prediction use cases do not fit a manager's questions.
Assumptions and sources
Fictitious but typical firm. 12 staff = 7 property managers/assistants (WEG and rental), 2 accountants, 1 technical manager, 1 office/reception, 1 managing director. Roughly 1,100 units in about 90 properties (about 55 WEG communities, rest rental). Hours are team-wide weekly manual hours in an average week, spread over 45 working weeks (the Eigentümerversammlung season March to June and the Nebenkosten season from autumn peak well above average; values are annual averages). Total of about 318 h is around 66 percent of 480 h capacity; the rest is management, driving, calls without a fixed task and meetings. Phone and e-mail volume is an estimate from typical managers with 150 to 200 units each. Hourly rate 52 EUR fully loaded (wage costs plus overhead) is an estimate. Figures from DDIV and Haufe are only used as orientation, the individual hours are our own estimates.