The payer is the flat
In a club a person pays. Here flat 3B pays. People come and go — arrears, reserve share and voting weight stay with the unit.
For managing agents and owners' boards — units, charges, resolutions
Charges, statements and meetings — one estate.
Estate Base Cloud brings together units, ownership periods, distribution keys, reserves, entries and resolutions. We import the records and rules; statement items can be traced to the key used and, where applicable, the supporting resolution.
42units
1,000shares in total
6distribution keys
| Unit | Share | Owner since |
|---|---|---|
| 1A | 125/1000 | since 03/2019 |
| 2A | 125/1000 | since 07/2026 · handover |
| 3B | 250/1000 | since 11/2021 |
| Parking 7 | 10/1000 | belongs to 3B |
Product preview with fictional sample data — your own workspace is configured for your estate.
Try it without signing up
The demonstration estate is open.
Wohnpark Beispielhöhe is a complete sample estate: units, owners, service charges, reserves and reported defects. One click is enough — nothing to install, nothing to register.
On the sign-in page one click takes you in as the property manager — there are no credentials to enter. The password for all demo accounts is vorfuehrung.
Every name and figure is invented. The demonstration estate is reset to its delivery state every night.
Why this exists
A residential estate is not a club.
The domain model for an owners' association cannot be created by replacing „member" with „owner": the unit carries the charge, rights apply for defined periods and costs follow different keys.
A change of owner is the normal case
And the point where statements end up in court. Sale on 30 June: 181 days for one, 184 for the other. To the day, with the rule printed on the document.
One key is not enough
Management per unit, maintenance by share, heating by consumption, the lift only for upper floors. A single „share" field on the unit is the commonest mistake in small management software.
See the interface
Seven screens. One workflow you can inspect.
This is the product interface, recreated with fictional data so you can inspect the critical workflows before a conversation. Your own workspace is then configured for your estate.
Nine units — and who stands behind them today
9Units
1,000Shares, they add up
6Distribution keys
1Handover this year
| Unit | Kind | Share | Owner today | To do |
|---|---|---|---|---|
| 1A | Apartment | 125/1000 | Anna Beispiel | — |
| 2B | Apartment | 150/1000 | Jonas Beispiel | since 1 Jul |
| 3A | Apartment | 175/1000 | Elena Beispiel | — |
| Commercial GF | Commercial | 50/1000 | Ilse Beispiel | — |
| Parking 1 | Parking | 25/1000 | Greta Beispiel | — |
If the ownership shares do not add up to the denominator, the warning sits at the top of this page — not in a report nobody opens. It is the first figure a board checks, and an error in it otherwise stays invisible, because the allocation still produces a total.
Unit 2B — two owners, one of them past
| Person | Role | From | Until | Vote | Statement |
|---|---|---|---|---|---|
| Jonas Beispiel | Owner | 1 Jul 2026 | current | Yes | Yes |
| Dieter Muster | Owner | 1 Apr 2019 | 30 Jun 2026 | Yes | Yes |
| Katrin Muster | Tenant | 1 Sep 2024 | current | No | No |
Choose the role „tenant" and the voting checkbox cannot be ticked — with the documented reason beside it. Any different voting entitlement is therefore visible before the ballot; legal assessment remains with the community and its advisers.
- Four roles: owner, tenant, board member, delivery agent
- Every relationship has a period — on a sale, the day the change takes effect
- Several owners per unit is the normal case; then it must be settled who is billed
Every cost type gets its own key
| Cost type | Key | Plan 2026 |
|---|---|---|
| Management | per unit, equally | €4,860.00 |
| Maintenance | by ownership share | €7,200.00 |
| Grounds | by living area | €2,160.00 |
| Heating | by consumption | €11,400.00 |
| Lift | only units served by the lift | €2,880.00 |
| Reserve deposit | by ownership share | €6,000.00 |
A single „share" field on the unit, by which everything is divided, is the commonest mistake in small management software. Here the key belongs to the cost type — a new key is a record, not a rebuild.
A missing heating reading does NOT mean „no consumption". It is reported, because otherwise that unit's costs spread unnoticed across everyone else. An explicit zero — for a parking space — is a statement and needs no warning.
Preview, invoice, collect — in that order
- Budget approved (MV-2026-0001 item 4)
- Preview: €34,500 across 9 units
- Invoices issued: HG-2026-0001 to 0009
- Direct debit file created, 8 items
- Without a resolution the system refuses the run
- The unit amounts add up to the plan exactly
- A unit with a zero amount gets no zero invoice
- Unit 3B is missing: no valid mandate — named, not dropped
If the approved budget is missing from the system, the charges run stops and names the missing basis. The community and its advisers assess the legal consequences in the relevant jurisdiction.
Balance €41,360.00 — and where every movement comes from
| Booked | Purpose | Direction | Amount | Resolution |
|---|---|---|---|---|
| 18 May 2026 | Basement sealing renewed | Withdrawal | −€12,840.00 | MV-2026-0001 item 6 |
| 2 Feb 2026 | Deposit, budget 2026 | Deposit | €6,000.00 | — |
| 2 Jan 2026 | Balance from previous years | Deposit | €48,200.00 | — |
Every withdrawal needs a resolution — without one it is not booked. And the reserve cannot go negative: whoever takes out more than is there has taken money from the running budget, and that must surface before it lands in a statement.
There is no edit button here and no delete button. A wrong entry is reversed by a counter-entry, not corrected — otherwise the balance can no longer be traced.
Unit 2B, 2026 — with a change of owner
- Statement
- JA-2026-0004
- Unit
- 2B · 150/1000
- Allocated costs 2026
- €5,175.00
- Advance payments
- −€5,040.00
- Balance due
- €135.00
- Dieter Muster · 1 Jan to 30 Jun
- 181 days · €2,566.44
- Jonas Beispiel · 1 Jul to 31 Dec
- 184 days · €2,608.56
Divided by time — and that rule is printed on the document, not in the small print. A statement that does not say how it divides cannot be checked. The two parts add up to the unit's costs exactly: the cent that goes missing on a sale is the cent two owners argue about.
Whoever lives there may report — tenants too
| No. | Severity | Location | Reported by | Overdue |
|---|---|---|---|---|
| M-2026-0002 | Hazard | Underground garage, bay 1 | Anna Beispiel · owner | 86 days |
| M-2026-0001 | Defect | Stairwell entrance B | Katrin Muster · tenant | — |
A reported hazard cannot be rejected without a word. Whoever considers it unfounded must say why — that is the proof it was examined. Overdue hazards show in red in the row and as a badge in the sidebar.
A system that lets only owners report hears about the dripping riser when the basement is already wet.
Interactive product preview with fictional data. For live operation, every estate receives its own configured workspace and private database.
Units & owners
Who belongs to which unit — and what they may do.
The relationship between unit and person is an object of its own, with rights and a period. This lets the manager see who is entitled to vote under the documented rules before a ballot; legal assessment remains with the community and its advisers.
Owner
Votes, receives the annual statement, reports defects, inspects the records.
Tenant
Reports defects, sees notices — and does not vote. The system does not allow it in the first place.
Board member
Sees the records for the audit without gaining a vote from the office.
Delivery agent
The owner lives abroad and someone receives the post. Statement yes, vote no.
Several owners per unit
Couples and inheritance communities are the normal case. Then it must be settled who receives the statement — the system asks.
Violations are reported
A tick box silently cleared is worse than an error message: the office sets it, never sees it again, and does not know why.
Shares must add up
The sum of all ownership shares must equal the denominator. If it does not, every allocation by share is wrong — quietly, because it still produces a total.
Parking and commercial units
Units of their own with their own share, which may belong to a flat.
Access is logged
Whoever views statements and shares leaves a trace.
For residents
An account that opens in the stairwell too.
Light pages without loading bars — reception in a basement or underground car park is poor.
Report a defect
With photo, location and time. Tenants may do this too — they live there, they see it first.
Your own statement
The annual statement as a PDF, with the applied allocation rule on it. A statement that does not say how it divides cannot be checked.
Your own payments
What is outstanding, what has been paid, what falls due next.
Read the resolutions
What the meeting decided, with date and result — not as a rumour in the stairwell.
Only your own unit
Owners of several units see them together. They never see anyone else's.
Charges & allocation
Every cost type gets its own key.
Six bases cover what actually occurs in residential estates — and a new key is a record, not a rebuild.
By ownership share
Maintenance, insurance, reserve. The classic key.
Per unit, equally
Management costs. The two-room flat causes the same effort as the penthouse floor.
By living area
Grounds and cleaning. If an area is missing, the system says so — instead of quietly setting that unit to zero.
By consumption
Heating, water. A missing reading does not mean „no consumption": it is reported, because otherwise that unit's costs spread unnoticed across everyone else.
Only those served by the lift
The ground floor does not pay for it. Here the share does not count — only whether the unit is connected.
Not a cent goes missing
Calculated by the largest-remainder method: the shares add up to the cost item exactly. Round each share on its own and you land beside it — and the board that checks will find precisely that.
SEPA direct debit
Bank-ready SEPA XML, due dates on the TARGET calendar and IBAN validation on entry. Before launch, we validate the export against your bank's current requirements.
Owners' meeting
Voting weights and ownership shares in the same model.
The meeting module calculates majorities from configured voting weights rather than headcount. For an estate, those weights are ownership shares or the rule of one vote per unit.
Notice with deadline check
The system does not refuse to send when the deadline has been missed — sometimes the meeting has to happen anyway. It names the day that was missed and writes the defect into the minutes.
Weights, not heads
By ownership share or one vote per unit — both occur, both are a setting. Calculated in whole numbers, never in floating point.
Proxies with limits
A maximum per holder, no passing on. And: if the grantor turns up in person after all, the proxy lapses — otherwise their vote counts twice.
Minutes with a defects box
Formal defects stand at the very top, not in a footnote. A resolution on an unannounced item does not appear among those adopted.
Withdrawals from the maintenance reserve are linked to the resolution that carries them. A withdrawal without a resolution is not a bookkeeping slip but the start of a problem — and is reported as one.
Try one thing yourself
The same amount. Two keys. Hundreds of euros apart.
€34,500 of annual costs across nine units. Drag the slider to your flat's ownership share and see what the same item comes to under two different keys. Divide everything by a single „share" field and you hit one of the two figures — and miss the other, without anyone noticing.
By ownership share—
Per unit, equally—
Difference—
That is why the key belongs to the cost type here, not to the unit: management per unit, maintenance by share, heating by consumption, the lift only for upper floors. Calculated in cents and whole numbers — the shares add up to the cost item exactly, even with awkward amounts.
Delivery
An existing product, configured for your estate.
Included in the product
- Units, roles and periods with all rights
- Change of owner, to the day
- Allocation by six keys, to the cent
- Meetings, proxies and minutes from the kernel
Configured for you
- Import master data and opening balances
- Map distribution keys and reserve rules
- Set up accounts, direct debit and due dates
- Agree statement and communication templates
Deliberately not
- No money flows through us — charges go to your account
- No legal advice: whether the rule fits your deed is the manager's call
- „We will build you everything" — we never say that
Onboarding
Import the records, verify the keys, hand over the estate.
For onboarding, we import units, owner relationships, balances, distribution keys, accounts and templates. A trial import and subject-matter review take place before handover.
What onboarding includes
The proposal names the data sources, rules, responsible people and intended handover date. One named contact covers inventory, trial import and handover.
- Import existing units, balances and owner relationships
- Your own workspace with a private database and encrypted access
- Personal handover, open exports and a direct point of contact
Discuss your rollout
The reply goes to the sender address used by your mail application.
Pricing basis
A complete quote before we touch your data.
Pricing depends on estate size, data migration and the operating setup you need. You receive the full scope and price in writing before work starts. Three commitments always apply:
Estate size, onboarding and operation
Estate size, onboarding and ongoing operation are stated in the quote.
Modules agreed separately
Modules you do not need are not included in the agreed scope.
Export at contract end
Export formats, responsibilities and handover are recorded in writing before commissioning.
Base Cloud family
Five products, each for a different organisation.
Church, Campus, Club, School and Estate Base Cloud each have their own website and product symbol. The small blue half-cloud is the link between them.
Should your next statement be easier to explain?
Tell us how your estate is managed today and what consumes the most time. We assess which records are still needed for an effort estimate and whether we can prepare a proposal.
Request onboarding