Never miss a utility billing
deadline again.
Rentarion keeps §556 and §558 deadlines, utility billing and heating cost allocation in view - and flags critical points early so you can review them. Built for property managers, housing co-operatives and real estate companies with 50 to 5,000+ units.
Daily cost traps
What costs you money every day without Rentarion
Missed deadlines and unchecked clauses hit landlords twice - financially and legally. The following points are not theory but standard sources of error.
Utility billing deadline missed
12 months after the billing period ends, your claim for back-payment is extinguished - permanently. Across 100 units, missed deadlines easily reach five-figure annual losses.
Rent increase unused
Blocking period (15 months), cap limit (20% over 3 years), waiting period since move-in - checking compliance in your head either leaves revenue on the table for years or risks litigation.
Residential clauses unchecked
A termination clause disadvantaging the tenant is invalid. You terminate incorrectly, lose in court and must keep the tenant - plus lawyer and court costs.
Heating Costs Regulation breaches
If heating or hot water costs aren't billed by actual consumption, the tenant can reduce costs by 15%. Across 300 units, this adds up to a five-figure loss per year.
Cost allocation by hand
17 cost categories, various distribution keys, every year for every building - multiplied in Excel, errors are inevitable, not to mention the time cost.
Chasing approvals by email
For HOAs or multi-family buildings, collecting owner approvals by email/phone, documenting consent, meeting deadlines - without a system, every decision is a project of its own.
What Rentarion handles for you
All critical workflows automated
Twelve modules that turn scattered PDFs and Excel sheets into a controlled cockpit - with legal early warning, GDPR-compliant, with an audit log on every change.
Utility billing tracking
Status workflow from creation through dispatch to result. Automatic deadline calculation (billing period end + 12 months). Reminders 6 months before deadline. Billing PDF and Excel export per settlement.
Utility cost allocation per BetrKV
All 17 cost categories per §2 BetrKV - allocated by area, units, persons, consumption or heating hybrid (50-70% consumption per §§7, 8 of the Heating Costs Regulation) with per-unit consumption capture. Automatic allocation with back-payment/credit, CSV import, HkVO compliance check.
Rent increase workflow + rent potential
Compliance engine checks blocking period (15 months), cap limit (20% over 3 years), waiting period since move-in, residential status. The rent potential radar uses stored comparable rents to show which existing rents sit below market - and which of them can be increased now. Once an increase takes effect, the contract updates automatically.
Owner module
Owner management (company/private/community), temporal history of unit assignment. Digital consent via magic link - owner clicks link, approves or declines. Full audit trail, no login needed.
Deposits dashboard
4 deposit types (cash/surety/savings/insurance), status tracking from receipt through partial returns to full return - with deadlines and the deposit settlement as a letter.
Vacancy & turnover
Vacancy periods per unit with cost analysis (lost rent). Tenant turnover as a guided phase-by-phase process - from the incoming notice through handover and deposit settlement to re-letting, with checklists per phase.
Revenue forecast 12/24/36 months
Rent income forecast with stepped-rent, indexed-rent and vacancy factors - including events for vacancy risks, effective rent increases and clause conflicts. Missed index adjustments are recalculated correctly, too.
Communication module
Structured log: email, call, letter, note. Direction tracking (inbound/outbound/internal), file attachments, follow-up system with reminders and assignment to users.
Rent collection & arrears
Import the bank statement as a file - camt.053 or CSV, from any online banking. Payments are matched to leases automatically: target/actual matrix per month, arrears early warning in the cockpit, reminder letter in one click straight from the task.
Owner statement
Income − expenses − management fee = payout, per owner and period. Fee as a percentage or fixed amount per unit, monthly run across all owners, PDF with your letterhead sent by email. With imported bank statements, calculated automatically on actual payments.
Accounting & DATEV export
Account assignment per SKR03 or SKR04. Direct DATEV export for your tax advisor - with export history, no manual rework.
Portfolio comparison + property cockpit
KPIs across properties: occupancy %, avg rent/m², deposits, billing status, rent increase potential - grouped by city or region on demand. Unit matrix color-coded by floor and status, tenant table, cost summary with top 5 cost categories.
Interactive portfolio map
All buildings on one map: status colours show where action is needed, clusters keep large portfolios readable, points of interest add context around the site.
Legal early warning in detail
Critical clauses and deadlines - flagged early
Fixed, traceable rules under the BGB and the Heating Costs Regulation, applied to your contract data and the status of your units. Rentarion flags them - the legal assessment remains yours.
From a property manager's day-to-day
One system for every step - made visible.
From daily steering through the on-site handover to the owner report. The modules that turn scattered tools into one platform.
Daily cockpit
"What needs doing today?" - Rentarion answers it for you.
Instead of a dozen lists in your head: a cockpit that prioritises the day's tasks every morning - billing deadlines, terminations, rent increases, follow-ups. Done, later, dismissed - in one click.
- Every task sorted by urgency - from billing deadline to follow-up
- 1-click actions straight from the task
- Portfolio status at a glance
On site, digital
The apartment handover - entirely on the iPad.
Meter readings with photo, defects with proof photo, digital signature - and a finished handover report as PDF at the end, sent by email. No paper, no re-entry back at the office.
- Meters & defects documented with mandatory photo
- Digital signature with timestamp
- Auto-generated PDF report - sent instantly
End-to-end process
Tenant turnover - from notice to re-letting, seamlessly.
When a notice arrives, Rentarion starts the guided process: handover, deposit settlement, marketing, new lease. Every phase ticked off, nothing forgotten, all documented.
- Guided phases with progress tracking - from notice to move-in
- Handover & deposit settlement directly linked
- Every step in the audit trail
Owners & investors
Owner reports at the push of a button - up to the investor quarterly report.
Who owns what, with full history. Collect approvals digitally via link. And deliver owners and investors meaningful reports at the push of a button - no Excel tinkering.
- Owner assignment with history
- Digital approvals via magic link
- Owner & asset reports as PDF
Letters & correspondence
From the billing cover letter to the rent increase - pre-drafted.
Legally pre-drafted templates, auto-filled with your letterhead and the right data. Single or as a mail merge - as PDF or sent directly by email.
- Templates for billing, rent increase, termination, deposit, reminder - and more
- Mail merge across many units
- PDF or direct email dispatch
Rent collection in view
Who has paid, who is in arrears? The bank statement answers it.
You import the bank statement file from your online banking - every bank supports camt.053 or CSV. Rentarion matches the payments to your leases, compares target vs. actual and warns early on arrears, before they turn into lost rent.
- Automatic payment matching, confirmed instead of guessed
- Target/actual matrix per lease and month
- Arrears early warning right in the daily cockpit
Premium add-on
Asset management reporting for investors
If you report to owners or investors: the optional add-on turns your operational portfolio into investor-grade quarterly reports - plan vs. actual, loss-to-lease, strategy & exit. Your management data fills the report automatically.
Ready to manage your portfolio with confidence - every deadline in view?
In 30 minutes, we'll show you live how Rentarion handles §556 deadlines, §558 potential and BetrKV billing for your portfolio.