Reporting made available to real estate agency clients

Transparency and responsiveness are requirements that are becoming increasingly frequent among real estate agency clients. Owners, co-owners and tenants want to be informed regularly and in detail about their property's condition, the financial transactions carried out, and the work in progress.

To meet these expectations, property managers are setting up reporting tools, such as extranet spaces, which allow clients to monitor all information relating to their real estate in real time. This allows for better responsiveness and effective management, which reinforces clients' trust in you, the manager.

The innovative functionalities of these solutions will simplify the daily life of co-owners, owners and tenants:

• All of their documents archived online and accessible at any time: calls for funds, convening and minutes of general meetings.
• Internal messaging to contact you or trigger an intervention request.
• Thus, the co-owner extranet will allow you to give your co-owners complete visibility, to enhance your mission and to stand out from your competitors by offering additional services.
• Pay the charges online.
• Follow up on the various requests (works and disasters).

The co-owner extranet

The ALUR law now requires professional trustees to provide the co-owners of the residences they manage with a “co-owner extranet”: a connected, online individual space where you can consult various condominium documents. This co-owner web portal must be offered by professional trustees to their co-owners since January 1, 2015 to allow co-owners to access the life of their condominium transparently.

The decree of May 23, 2019, taken in application of the ELAN law of November 23, 2018, thus specifies the minimum list of dematerialized documents that must be made available to co-owners and maintains the principle of differentiation of access between co-owners.

Documents accessible only to the co-owner for their lot:

Each co-owner must also have documents relating to their own lot available:

• Their individual account established after approval of the accounts in the general meeting.
• The amount of expenses provided for in the provisional budget and that of the expenses outside the estimated budget, for the last two years ended and paid by the co-owner.
• The amount of the share of the works fund attached to its lot, decided after approval of the accounts by the general meeting.
• Fundraising notices received in the last three years.

Documents available to the trustee council:

The decree also specifies a list of documents relating to building management but which can only be consulted by members of the trustee council in order to be able to carry out their assistance and control missions successfully.

• The general balances of co-owner accounts.
• The statement of expenses and income for the current fiscal year.
• Periodic statements of separate bank accounts.
• Court summons relating to ongoing legal proceedings and court decisions whose appeal deadlines have not expired.
• The list of all co-owners.
• The trustee's business card as well as their professional liability insurance and financial guarantee certificate.

Co-owner's extranet:

The owner extranet is a tool made available to owners by their property manager. It allows them to have a single point of entry for all their requests and to monitor the status of their real estate, especially in terms of rental payments and charges.

With this tool, owners can consult their account in real time, see the details of their tenants' outstanding payments and monitor the status of work or claims declared.

In addition, the co-owner's extranet allows owners to make online requests, such as requests for work or reimbursement of expenses, and to monitor their progress.

This tool allows better communication between owners and their property manager, promoting effective and transparent management.

Tenant extranet:

The tenant extranet is offered by real estate agencies to their tenants. It allows tenants to monitor the status of their account, to retrieve their rent and utility receipts, and to make online requests, such as declaring damage or a natural disaster, for example.

The tenant extranet also offers the possibility of monitoring the progress of these requests and of easily communicating with the real estate agency in charge of managing the property.

In addition, the tenant extranet can also allow tenants to read administrative information relating to their lease and their accommodation, such as receipts/notice of deadlines, rent revisions, settlement of charges; etc. The tenant extranet is therefore a practical and effective tool to facilitate rental management and improve communication between tenants and real estate agencies.