AI for managing rented flats and WEGs: more time for the buildings, less re-keying and chasing up. We build AI for damage reports, invoices and resolutions.
The contractor’s invoice with no order number, the claim notification for the buildings insurer, a tenant’s objections to the annual operating cost statement, the invitation to the owners’ meeting and the minutes afterwards: in many firms that manage rented flats and owners’ associations (WEGs), all of this falls to a few people.
AI Værk is your 360° partner for AI in mid-sized companies.
You work directly with us, the two founders, from the first question through to live operation. Together we pin down where AI can take work off your hands, and then we implement it.
We know the day-to-day work in rental and WEG management: escape-of-water claims on the buildings insurance, heating cost statements with the CO2 cost split between landlord and tenant, and owners’ meetings with minutes and the register of resolutions (Beschluss-Sammlung). We also know what holds things up everywhere: re-keying data from one system into another, or waiting for the one person who knows the answer.
You can start wherever you are: with an early idea, a workflow that takes too long, or a finished plan for us to implement.
Justus August and Elias Arndt
About us-
01
Consulting and AI audit
In a free initial call of about 30 minutes, we listen. In the €500 AI audit, we review your workflows, data and software, then agree with you where to start.
Pricing and AI audit -
02
Workshops and training
Your team practises on real tasks from their own day-to-day work and learns to use AI tools safely and check the results.
Workshops -
03
AI assistants and chatbots
Your team or your customers ask, your company knowledge answers: with sources, and only with what the person asking is allowed to see.
Internal AI assistants -
04
Process automation
Recurring workflows run on their own from intake to result, connected to the software you already use.
Process automation -
05
Custom development
We build custom software where off-the-shelf products fall short, for example a handover tool: when you take over a building from another manager, it reads their Beschluss-Sammlung, contracts and open cases and prepares them for your ERP.
Custom development -
06
Operations and maintenance
We host, monitor and maintain the software and extend it when your workflows change.
Operations and monitoring
Where AI saves your firm time
Damage reports and who is responsible
Whether it comes in as a phone note, email, letter or portal ticket, the software assesses whether common property or an individual owner’s unit is affected, citing the passage in the Teilungserklärung (the deed dividing the building into units) and the Gemeinschaftsordnung (the owners’ community rules). It asks for missing photos and access to the flat. If the damage lies within an owner’s unit, it drafts a message to that owner. Otherwise it prepares the order for a contractor from your list or the firm with the maintenance contract.
Invoices against the order
The software matches contractors’ invoices to the property and the order, even without an order number, checks quantity and price against the order and flags any differences. It also suggests the cost category and whether tenants can be charged for it under the BetrKV, the German Ordinance on Operating Costs. Unclear cases go to your accounts team.
Resolutions as tasks
From your notes and the voting results, the software drafts the minutes and the entries for the Beschluss-Sammlung: the wording, the place and date of the meeting, numbered consecutively. For each resolution it creates the tasks: inform the owners, issue the special levy demand, place the order once the deadline for challenging the resolution has passed. You approve the wording before it goes into the register.
Use case
From a damp patch on the ceiling to the insurance settlement
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01
A call in the evening
In an owners’ association with twelve flats, the tenant in flat 5 calls one evening about a damp patch on the bathroom ceiling. It is dripping. Your out-of-hours service takes the call and opens the case. The software finds the flat above, flat 8, and the residents’ phone number. Following your emergency plan, it calls out the on-call plumber and tells flat 8 to expect him this evening.
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02
Cause and insurance
The next morning, the leak detection firm finds a leaking riser in the shaft, which is common property. The software drafts the claim notification to the buildings insurer with the date of loss, photos and the leak detection report, along with the order for the drying company and an update for the owners of flats 5 and 8. Your property manager checks everything and sends it.
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03
Invoices and settlement
The drying company and the plumber send their invoices. The software checks them against the orders, files them under the claim number and puts together the set of documents for the insurer. It earmarks the excess for the annual statement, split among all owners according to the association’s allocation key. Your accounts team approves the payments.
Connected to your property management software
In casavi, our software creates tickets, uploads documents and adds approved orders to the ticket. In facilioo, it opens cases and adds entries with attachments. If you run your owners’ meetings in facilioo, the software imports the voting results afterwards and sets up the tasks as cases. In Impower, it reads properties, units, contacts and contracts and uploads invoices and documents. If you work with Impower alone, our software keeps the damage reports in a list of its own and files the documents for them in Impower.
If you have casavi connected to an Aareon program such as PowerHaus, KARTHAGO, Wodis Yuneo or RELion, our software uses the master data and documents your ERP passes to casavi. Bookkeeping and statements stay in the ERP. For programs without an open interface, your office receives the results as a ready-made list and transfers them itself.
Product names mentioned are trademarks of their respective owners. Mentioning them implies no partnership with the vendors and no endorsement by them.
You decide where tenant and owner data is kept.
The names, bank details and meter readings of your tenants and owners are personal data, and so are arrears of Hausgeld, the monthly payment each owner makes to the association. You decide where the software runs, and we set it up that way.
- A data processing agreement under the GDPR, signed before the software sees real data.
- Your tenant and owner data is never used to train AI models.
- Every access is logged. You see who opened what, and when.
Working safely with AI: training for property managers and the accounts team
Your team practises on an email like the ones that arrive after every owners’ meeting: what does the software handle, how much of it does the AI see, and what does your property manager decide? The toggle shows how names and bank details stay protected.
“Hello, I couldn’t make the owners’ meeting on the 14th. Were the roof repairs approved, and how much do I pay towards the special levy? From July, please collect my Hausgeld from my new account: IBAN 3307DE89 3704 0044 0532 0130 00. My tenant is asking whether she has to pay part of the special levy through her operating costs. Kind regards, Person 5127Thomas Berger, Flat 3, Address 4460Gartenstraße 12, Flensburg”
- Your server inserts placeholders
- Sent encrypted
- The cloud AI processes it
- Your server puts the names back
Only your server knows which placeholder belongs to which person.
- The message arrives
- The AI on your server processes all of it
Nothing leaves your office.
Cite the resolution
Find the resolution on the roof repairs in the Beschluss-Sammlung and copy its number and wording, plus the amount and due date of the special levy for flat 3, into the reply.
Change the bank account
Create a task for the new bank details, confirm them with the owner using contact details already on file and record them as an amendment to the direct debit mandate. Throughout, a cloud AI sees the IBAN only as a placeholder.
Answer the question about the special levy
Draft the reply: the special levy pays for the roof repairs, and under § 1(2) no. 2 BetrKV repair costs are not operating costs. So Mr Berger can tell his tenant that she does not pay towards the special levy through her operating costs. Your property manager checks the draft and sends it.
Questions before getting started
Does the software instruct contractors itself?
In an emergency, yes, following the emergency plan you set in advance. Otherwise it prepares the order and you place it. For every order, the software shows the spending limit set by the owners’ resolution, the Gemeinschaftsordnung or your management agreement. It puts larger works on the list for the next owners’ meeting; in rental management, it drafts the request to the owner.
Does the AI do our operating cost statements?
No, the software prepares them: it lists, for each property, which receipts are missing for which cost category and reminds you of the statement deadline. In the metering service’s heating cost statement, it checks that the CO2 cost split, the building’s CO2 band and the basis of calculation are shown. If not, the tenant may cut their share of the heating costs by 3 per cent. For a tenant’s objections, it supplies a draft reply citing the receipt. When tenants change, it drafts the change-of-occupier notice to the metering service with the meter readings from the handover report.
Does the software also prepare the owners’ meeting?
Yes. From open cases, owners’ motions and the Beschluss-Sammlung, it drafts the agenda and the proposed resolutions, for example on additional contributions or on adjusting the Hausgeld. It attaches the annual statement and the asset report from your ERP. It reminds you of the notice period of at least three weeks.
We already use casavi’s AI. What does your software add?
With AI Assist and AI Automate, casavi summarises tickets, suggests replies and creates orders based on fixed rules. We don’t duplicate that. Our software comes in where something has to be checked: responsibility under the Teilungserklärung and Gemeinschaftsordnung, invoice against order, insurance claims, resolutions turned into tasks.
What does getting started cost?
The initial call is free. If the task is already clear, we move straight to a proposal. If a closer assessment is needed, the AI audit costs €500, fully credited towards implementation with AI Værk. If we find no useful AI application, the audit fee is waived; previously agreed expenses remain payable. Our proposal lists setup, licences, hosting and support separately.
How long does a water damage claim sit in your office before the insurer has every document?
In the free initial call, tell us how you handle damage reports, who checks the invoices and how a resolution becomes an order. We will show you where AI saves time, what that costs and how it connects to your property management software.