Analyse the lease's allocation clause
The agent reads the clause of the individual lease, including addenda, and lists the cost types it names. It resolves references to annexes.
Lease MV-9350, clause 12.2 and addendum 2 analysedEvery lease handles allocation differently. The residential catalogue does not apply here.
Checks recoverability against the wording of each individual lease, not against a catalogue.
Public administration
Four processes that take up the most time today
Developed in Germany · Hosted in the EU or on-premises
Delivered together with
Sovereign hosting in Germany, single-tenant from the first user.
Legal, tax and compliance expertise for legally sound deployment.
Advisory and implementation for the public sector, starting with the AI readiness assessment.
Recoverability is decided by the clause, not the cost type.
For the statement, every cost type is checked against the allocation clause of the individual lease. With 26 tenancies in the property, that means 26 different clauses, some of which refer to annexes and addenda. Anyone who allocated an item wrongly last year will allocate it the same way again unless it is checked afresh.
26tenanciesThe property has 26 commercial leases, each with its own allocation clause.
18cost typesFrom lifts to winter maintenance, every item comes up for review on its own.
468individual checksEvery cost type is checked against every clause, which makes 468 checks per billing run.
3addendaThree leases refer to an addendum that later changed the clause.
468 individual checks against the wording instead of last year's list produce 55% fewer billing errors.
The 55% reduction in billing errors is this agent's headline figure. The 26 tenancies and 18 cost types are typical of a commercial property; they are not measured values.
Three steps through the process.
The agent reads the allocation clause of each lease word for word; tenant management judges whether the costs are reasonable.
Check cost types against the clause
The agent compares every item in the billing run with the clause text. It flags items the wording does not cover, with the reference.
18 cost types checked, 2 not covered: management costs and roof repairsBack up discrepancies with the clause text
The agent compiles the flagged items with clause text and page number in a checklist. Tenant management decides on the allocation.
pruefliste_umlage_MV-9350.xlsx, 2 flagged items with referencesWhat the agent does not do.
It does not send the finished statement to the tenant.
It attaches the checklist with clause text and page number to the lease and reports the two items not covered. Tenant management decides whether and when the statement goes out as it stands.
It does not comment on whether a clause is valid.
It quotes the wording and notes that the item may be disputed. Contract management obtains the legal assessment.
It does not prepare the statement itself.
Rent accounting calculates the amounts per cost type and their distribution across the let areas in the billing run. All it contributes is which items the wording of the clause covers and which remain open.
Connected systems
- Property management software
- contract file
- rent accounting
Operations
- Deployment modelEU cloud or private cloud
- Data processingGDPR-compliant, no model training on your data
- Responsible teamsCommercial property management, service charge accounting
The questions that come up before the first meeting.
How quickly is the Service Charge Allocation Agent ready to use?
A pilot typically runs on your own data within 4 to 6 weeks. The agent connects to your existing systems rather than running as a separate, parallel environment.
Where is the data processed?
EU cloud or private cloud. Processing is GDPR-compliant and models are never trained on your data. Details in the Trust Center.
Where does the figure “55% fewer billing errors” come from?
It is based on experience from comparable projects and process benchmarks, not a commitment. We work out the realistic effect for your organisation during the assessment before the pilot.
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