DMS use cases in real estate and brokerage offices

From a two‑room flat in Zurich‑Oerlikon to a multi‑family house in the Engadin — every property generates piles of documents: floor plans, energy certificates, brokerage agreements, owners’ association minutes. A modern document management system (DMS) brings structure to the paper chaos, protects sensitive data, and speeds up your processes from first contact to handing over the keys.

Digital property file

Challenge
Exposés, photos, plans, and renovation receipts are scattered across folders and email attachments—errors and duplicate work are inevitable.

DMS solution

• Automatic folder template: /Objects/{Street}_{City}/{Sale}
• Versioning ensures only the latest floor‑plan PDF ends up in the exposé.
• Full‑text search finds «rental agreement 2018» or «window replacement 2022» in seconds.

Benefits

• Immediate 360° view per property
• No duplicate files in chat threads
• Faster exposé creation for portals

Applicant and rental contracts

Challenge
Files with debt‑register extracts, ID copies, and references must be stored in line with data‑protection rules—but deleted cleanly after rejection.

DMS solution

• An applicant upload portal stores PDF applications directly in the property folder.
• A Status tag (application open / rejected / contract) controls automatic deletion deadlines.
• Digital signatures let tenants sign contracts securely on a tablet.

Benefits

• GDPR‑compliant data deletion at a click
• Paperless contract handling in hours
• Better overview of applicants for the team

Maintenance and contractor documentation

Challenge
Caretakers or external companies deliver service reports that later matter in disputes or sales negotiations.

DMS solution

• A mobile app lets contractors upload photos and reports directly.
• Tags like Operating costs or Maintenance sort receipts for service‑charge statements.

Benefits

• Complete property history
• Fast access for defect reports

Owner reporting and statements

Challenge
Owners need monthly rent statements, annual service‑charge statements, and copies of receipts—paper mailings are expensive.

DMS solution

• The statement PDF is filed in the owner portal.
• Owners receive email notifications.
• Questions can be posted as comments directly on the document.

Benefits

• Faster communication
• Saved postage costs
• Full audit trail of all questions

Conclusion

A DMS turns overwhelming piles of files into a structured, audit‑proof data foundation—from initial acquisition through letting to the notary appointment. That way, as a broker or property manager you gain valuable time for advice and sales instead of searching for documents.