Every property has its own rules. The agent has read them.
Whether it's an objection to a service charge statement, operator obligations for a system, a defect report or an inspection report: the agents read lease, addenda, CAFM, inspection reports and other documents together, cite the source and submit a reply, obligations list or work order for approval.
neuland.ai HUB · Service charge statement
- and more systems
Optik Brandt objects to the 2025 service charge statement for commercial unit GE 03 in property 4120. Are they right?
Tools chosen automatically
- DMS · Lease GE 03 and addendaread
- DMS · Recharge clause with annexread
- Real estate ERP · Statement run 2025, property 4120read
- Real estate ERP · 14 line items for GE 03read
- SharePoint · Letter of objection dated Sep 12read
Partly. Under the lease, management costs are recoverable [1], but since the second addendum they are capped at 3% of the annual net base rent [2]. €4,320 was charged; €2,880 would be permitted. The roof repair of €2,310 concerns roof and structure and stays with the landlord [1]. The other twelve line items are covered by the wording [3]. Credit for Optik Brandt: €3,750. The objection was submitted on Sep 12 [4].
- [1]MV_GE03_Hafenkontor_2014.pdf · p. 7, § 6 Operating costs
- [2]NT2_GE03_2019.pdf · p. 1, § 2 Management costs
- [3]Service charge statement 2025, property 4120 · Rows 4 to 17
- [4]Objection Optik Brandt · Sep 12, 2026
Draft the reply to Optik Brandt.
- Real estate ERP · Credit GE 03read
- Outlook · Reply to Optik BrandtDraft
The draft is ready: two line items corrected, credit of €3,750, each correction with clause text and page number from lease and addendum [1]. The agent does not assess whether a clause is valid; your contract management obtains that assessment. The letter only goes out after your OK.
- [1]Credit GE 03 · €3,750 earmarked
Reply to the tenant
Draft- To
- Optik Brandt, GE 03, property 4120
- Subject
- Service charge statement 2025
- Correction
- management costs and roof repair
- Credit
- €3,750
We're taking over Nordpark in Hamburg. Which operator obligations apply to ventilation system RLT 07, and what's due next?
- CAFM · System RLT 07 · Type, location, use
- Legal register · Federal law and Hamburg state law
- Legal register · Technical rules, accident prevention
- Inspection report archive · Evidence RLT 07
- CAFM · Inspection dates and responsibility
Nine individual obligations from four bodies of rules apply to RLT 07: 4 from federal law, 2 from Hamburg state law, 2 from technical rules, 1 from accident prevention [1] [2]. Two overlap; both citations remain. The hygiene inspection is open: interval 2 years, last evidence dated Mar 14, 2024, so overdue since 03/2026 [3]. The remaining evidence is on file [4].
- CAFM · RLT 07 · Ventilation system with humidification, Nordpark Hamburg
- Legal register · 4 bodies of rules · 9 obligations with section and paragraph
- Inspection report archive · Hygiene inspection RLT 07 · Mar 14, 2024
- CAFM · Evidence RLT 07 · 6 of 7 current
Please commission the hygiene inspection right away.
- CAFM · Inspection order RLT 07
The agent doesn't place orders. The inspection order to the qualified person is prepared in the CAFM, with system, interval and citation [1]. Facility management sends it. Whether an obligation applies in this building in this form is for your legal department to clarify.
- CAFM · Inspection order RLT 07 · Draft
- Obligations list RLT 07 · Excel
- Obligation · Status
- Hygiene inspection · overdue
- Maintenance · + 11/2025
- Fire dampers · + 05/2026
- 6 further obligations · + current
- Inspection order in draft, approval by facility management
A tenant in the Alte Gärtnerei residential complex reports mold in the bathroom and asks about a rent reduction. Please prepare the reply.
- Outlook · Message from Ms. Lindner
- Real estate ERP · Unit WE 14 and lease
- DMS · Tenant file and correspondence
- Service center · Previous requests for the unit
- Service center · Request with draft reply
The message is a defect report [1]. It belongs to WE 14, lease since 2021 [2]. Under the lease, a defect must be reported without delay [2]. On Sep 12 there was already a callback note about damp patches, with no commitment recorded [3] [4]. The draft confirms receipt, names the site visit and asks for photos. It says nothing about a rent reduction.
- Outlook · Message of Sep 22 · Defect report bathroom
- Real estate ERP · Lease WE 14 · § 9 Notice of defects
- DMS · Tenant file WE 14 · 3 letters since 2024
- Service center · Callback note of Sep 12 · Damp patches
How much will the rent reduction be?
- Service center · Forward to contract management
The agent doesn't state an amount; your contract management answers that. It records the facts, date and lease clause and files everything with the request [1]. The draft to Ms. Lindner stays on hold until the tenant management specialist has reviewed it.
- Service center · Request WE 14 · Facts and lease clause
- Service center · Request WE 14
- Type: defect report
- Clause: § 9 Notice of defects
- Draft: confirmation of receipt, site visit, photos requested
- Rent reduction open
- Sent after review by tenant management.
The routine inspection report for property 2311 is in, with 34 findings. What's urgent, and who does what?
- Inspection report archive · Inspection report property 2311
- Inspection report archive · Findings, deadlines and classifications
- CAFM · Systems and open work orders
- Contract awarding · Framework agreements per trade
- Contract awarding · Draft work orders per trade
The 34 findings fall into four trades: electrical 12, elevator 9, fire protection 8, plumbing 5 [1]. The inspector classifies three findings as significant defects, deadline Oct 6, 2026, counted from the inspection date of Sep 8 [2]. All three are electrical. Two findings have already been ordered in the CAFM and are not duplicated in the draft [3]. A framework agreement exists for every trade [4]. I quote the classification; I don't assess it.
- Inspection report archive · Inspection report property 2311 · 34 findings, 4 trades
- Inspection report archive · Inspector's classification · 3 significant defects, deadline Oct 6, 2026
- CAFM · Open work orders property 2311 · 2 findings already ordered
- Contract awarding · Framework agreements · Electrical, elevator, fire protection, plumbing
- Draft work orders property 2311 · PDF
- 4 trades, 32 items with citation in the report
- Electrical first: 3 significant defects, deadline Oct 6, 2026
- 2 findings already ordered, not duplicated
- Expert's supplementary report not yet received
- Maintenance planning signs off the award
More cases from the portfolio
Agents for inspection reports, invoices, handovers and CO₂ costs. Each one catches the detail before it costs money.
Inspection report, contractor invoice, handover file or fuel bill, for example: each agent reads the relevant document and cites the source.
Building services
Mangel-zu-Auftrag AgentFrom the elevator inspection report, the Mangel-zu-Auftrag Agent derives trade, urgency and work order. Your technical property management approves the order to the elevator company.
Example · From the 2014 lease to the 2025 statement
All addenda in the order in which they apply. Checked against the latest version.
Lease GE 03 in the Hafenkontor property: four versions in eleven years. The Nebenkosten-Umlage Agent reads them in the order in which they apply and checks every line item against the latest.
§ 6 stipulates: the tenant bears management costs pro rata by floor area; maintenance of roof and structure stays with the landlord. For residential space, management costs would not be recoverable; for commercial space, what was agreed applies.
Ready in the Agent Library
Ready-made agents for property owners and property managers. Adopt them and adapt them to your mandates.
From service charge statements to maintenance: eight of dozens of real estate agents.
For own portfolios and third-party management
Every mandate stays separate. Even in the same neuland.ai HUB.
Admins separate owners, properties and roles; each property team works only within its mandate.
All documentation available for download in the Trust Center.
Connected, not replaced
The lease is in the DMS, the statement in the ERP. The agent reads both together.
Ready-made connectors exist for SharePoint, OneDrive, Outlook, Teams and SQL databases, for example. We connect your real estate ERP and the DMS with the leases via API and MCP as an additional service.
Data from Real estate ERP, DMS, SharePoint, Outlook etc. flows through neuland.ai HUB to Outlook, Microsoft Teams, Real estate ERP etc.
What property management and owners ask
Seven answers before you start. From mandate separation to the reply letter.
No. Every owner company is its own permission space: a property team never sees the contracts of another mandate. Granular permissions and tenant isolation ensure this; processing takes place in EU data centers or on-premises in your own infrastructure.
From the lease itself. The agent reads the lease and every addendum from your DMS and checks against the latest version; if needed, you add your billing guideline or the text of the German Operating Costs Ordinance as knowledge. It cites the source for every statement; the legal assessment stays with property management or the legal department.
Yes. The agent reads master data, rent receivables and statements from your real estate ERP and the contracts from the DMS. Reading happens with the permissions of each role; postings in the ERP and letters to tenants are only created after a human OK.
Your property management. The agent drafts the letter with every citation from lease and addendum; it only goes out after a human OK, and every step is in the log with arguments, response and duration.
After two free test weeks, pilot and regular operation follow at fixed prices, plus a one-time onboarding fee. We prepare the offer based on your use case, details in the pricing overview.
The Agent Library shows dozens of agents for this industry, from service charge statements to maintenance. Each agent states its task and an efficiency figure from the library; these are figures from the library, not a guarantee. You adopt one or more agents and adapt instructions and knowledge to your company.
Yes, in a shared project. Only a project's members see its documents and group chats; you can also call agents in the group chat with a slash. Permissions from SharePoint continue to apply unchanged in knowledge bases and chat.
Bring your toughest objection. The agent finds the version that applies.
We test on a commercial service charge statement like yours, on request with your own leases under a DPA.
After your request
- 01You choose a disputed statement from your portfolio
- 02The Nebenkosten-Umlage Agent checks a comparable lease in front of you
- 03You learn what connection your ERP and your DMS need