Automation for property managers
Meeting notices, minutes, levies and incidents that generate themselves, from the data you already hold.
Book a free diagnosisA mid-sized property management firm runs hundreds of buildings, and each one produces the same cycle: call the meeting, hold it, write the minutes, notify, collect, and handle incidents. The work isn't hard, it's repetitive and it doesn't scale: every new building adds the same hours. Most of the time goes on moving information between the management system, email and a Word document.
What we automate here
- 01
Notices and minutes
Meeting notices generated from the building's own data, with agenda, quorum and attachments. After the meeting, minutes are drafted onto your template with the resolutions and distributed to owners with delivery receipts. Numbering and the minute book stay current without being touched.
- 02
Levies and fees
Fees calculated by ownership share, receipts issued, SEPA batches sent and payments reconciled. Arrears surface on their own and trigger whatever escalation you decide, without reading through statements.
- 03
Incidents and contractors
Incident reports from WhatsApp, a form or email, triaged by urgency and building, assigned to the right trade and tracked to closure. Owners get status without having to phone.
- 04
Owner communication
Circulars, water shut-off notices, meeting reminders and answers to the recurring questions, segmented by building and sent through whichever channel each owner actually uses.
- 05
Documents and compliance
Contracts, insurance, building inspections, certificates and minutes filed per building with expiry dates tracked, so renewals surface before they lapse rather than after.
Going digital as a property management firm: where to start
Going digital does not mean changing your management software. It means no longer copying by hand what is already in it. We do it in this order, because each step rests on the one before.
First, each owner's details. Spain's Horizontal Property Act sends meeting notices and other notifications to the address in Spain each owner has designated (article 9.1.h). Keeping that up to date, with when and how the owner gave it, is what lets you automate the rest safely.
Second, meeting notices and minutes. It is the cycle that repeats most and the one with legal deadlines: the annual ordinary meeting is called at least six days in advance (article 16.3), and the minutes are closed with the president's and secretary's signatures at the end of the meeting or within the next ten calendar days (article 19.3).
Third, incidents: one way in, whether WhatsApp, a form or email, and a status the owner can check without calling the office. Fourth, expiry dates: insurance, technical inspections, lift checks and certificates, flagged before they lapse. Fifth, collections: receipts, SEPA direct debit batches and staged reminders for unpaid fees.
Each step starts in one pilot community, is reviewed with you and then rolled out to the rest. There is never a day when everything changes at once.
What is better left unautomated
The final wording of the minutes, the decision to pursue an owner in arrears and any delicate conversation with an owner stay with a person. We automate the mechanical work around them, not the manager's judgement.
What we have already built
01Certified email
Communications that stand as proof: you know who received it, when they opened it and what they downloaded, and a certificate proves it.
Every document carries a SHA-256 fingerprint: anyone can check nobody has altered it.
I want something like this02Unanswered-mail alerts
Every afternoon, a summary of client emails still waiting for a reply, mailbox by mailbox.
It never moves, deletes or changes an email: it only reads and sends you the summary.
I want something like this03Incidents
Every issue from every building on one board: who owns it, which supplier, and how long each one has been stuck.
In daily use by a property management firm since July 2026.
I want something like this04Renewals
Emails you before an inspection, insurance, licence or service check expires, company by company.
Each company is isolated inside the database itself: one never sees another's data.
I want something like this
What we build on
We work on top of what you already run (Gesfincas, Fincapp, TAAF, Netfincas or your own spreadsheets), connecting by API, database or scheduled export. We don't replace your management system.
Questions from this sector
- Do I have to change my property management software?
- No. We connect to whatever you already run. If it exposes no API, we work with scheduled exports or directly against the database. Replacing the system is a project in itself and is almost never necessary in order to automate.
- Is an AI writing the minutes? Can I trust it?
- Minutes are generated onto your template from the meeting's structured data: attendees, ownership shares, resolutions and votes. Free-text passages are held for human review before anything is sent. We don't sign anything on your behalf.
- How many buildings before this pays off?
- The break-even is usually around 40-60 buildings, because the saving comes from repetition. Below that it's worth automating only the collections cycle and incident handling.
- What happens to owners' personal data?
- It stays where it already is. We design to minimise copies and to meet GDPR: role-based access, access logging, and no exporting personal data to third-party services unless you explicitly authorise it.
Guides for property managers
- Minutes of the owners' meeting in Spain (acta de la junta): deadline, who signs, sending and templateThe chair and secretary sign within 10 calendar days and the minutes go to every owner. What they must say, how to prove delivery, and a template.
- How much notice for a community owners' meeting in Spain? Six calendar days, and how to prove the dateSix calendar days for the annual meeting, counted from when each owner receives the notice. How Spanish courts count them and how to prove the date.
- Owners' meeting notice template for Spain, with the list of owners in arrearsWhat a Spanish owners' meeting notice must include under the LPH, how to list owners in arrears who cannot vote, what the AEPD allows, and a full template.
- Can you call a community owners' meeting in Spain by WhatsApp or email? What the courts sayThe law speaks of an address in Spain. Email works if the owner gave it and you can prove it arrived; WhatsApp is harder. What Spanish courts have ruled.
- How to claim unpaid community fees in Spain under the MASC rule: step by step, with a template letterIt depends on the province: in Alicante, Valencia or Málaga the court requires an attempt to negotiate before a fees claim. Steps, mistakes and a template.
- Mandatory inspections for a community of owners in Spain: lift, building, fire and gasLift every 4 or 6 years, gas every 5, fire equipment every 3 months and yearly, and a building report set by your region. Who does each and under which rule.
- Digital certificate for a community of owners in Spain: how to get it, renew it and who keeps itIt is the FNMT certificate for a representative of an entity without legal personality: free, valid for 2 years, not renewable. Who applies, papers and custody.
- AI for property managers in Spain: real uses that save time (and the ones that don't)Sort emails and incidents, draft replies and minutes for review, extract invoice data and track inspections. What not to delegate and what the GDPR requires.
Free tools
- Owners' meeting notice calculator (Spain)Work out the earliest safe date for an ordinary owners' meeting in Spain using the Supreme Court count: six full calendar days after the notice is received.
- MASC deadline calculator (Spain, LO 1/2025)Enter the date the debtor received your request to negotiate and see when the attempt ends without agreement and the last day to file your claim in Spain.