Episode 1
The property and its contract
Building, parties and access in the property file – then the contract with its services and season months.
AI assistant for caretaking, building cleaning and property maintenance
AI for caretaking and building cleaning
Your AI assistant reads the property manager's job orders from email and PDF, writes quotes and keeps the office work off your plate. Properties, service contracts, visits and the monthly invoice in one place – for stairwell cleaning, garden care, winter service, bin service and minor repairs.
- No credit card required
- Data in German data centres
- GDPR-compliant
Billing run SeptemberOne invoice per property – as a draft to review
Built for businesses that look after residential and commercial buildings for property managers, homeowners' associations and housing companies:
- Stairwell cleaning
- Maintenance cleaning
- Grounds care
- Winter service
- Bin service
- Minor repairs
- Caretaker
Your AI assistant
The AI takes the office work off you – from the property manager's job order to the quote
In caretaking, work arrives by email, by phone and as a PDF. The AI reads along, fills in and suggests – you check and confirm. Where money is concerned, the fixed rules of your contract apply.
Jobs from the email
When the property manager sends a job by email or as a PDF, the AI reads both, recognises the contract, suggests the matching service to call off and fills in the job. If something does not fit, the note sits right at the field.
Quotes with AI
New property, special cleaning or hedge cutting: describe the service – the AI quote assistant creates a quote with line items and uses similar quotes from your history as a template. From a PDF plan, the AI works out the areas. Once the quote is accepted, you take its lines into the service contract.
Answering emails
The AI sorts incoming emails and suggests replies – appointment confirmation, follow-up question or quote. You check and send.
AI phone assistant
While your team is in the boiler room or on the roof, the AI phone assistant answers calls, captures the request and creates it for you – no call from the property manager gets lost.
Appointments by voice
"Stairwell Lindenallee Wednesday, winter service Parkstraße from seven" – say it, the AI picks up the details and creates the appointments.
Photos as proof of service
Take photos before and after – the AI writes the description for your records. So you have the proof when the property manager asks.
How it works
From the property to the monthly invoice – in a fixed order
KraftHub maps the work with property managers the way it actually runs in a caretaking business. Each step builds on the one before – you never maintain anything twice.
- 01
Property
The building with its address, parties and access.
- 02
Contract
Term, notice, payment and the agreed services.
- 03
Jobs
Created from the contract, by call-off – or the AI reads them from the email.
- 04
Visits
Scheduling in the planning board or the calendar.
- 05
Done
After the visit, the office closes the job.
- 06
Billing
The billing run creates one invoice per property.
Property maintenance
Every building has a property file – your proof of service to the property manager
A property is the building, a unit in it such as a flat, or an installation such as the heating. Contracts, jobs, visits and invoices attach to it – the history shows what was done and billed, and when.
- Parties: Client, invoice recipient (e.g. the owners' association c/o the property manager), owner, tenants and whoever opens the door on site.
- Access & keys: Keys, gate code, parking, boiler room – shown in the caretaker app right at the visit. No more calls to the office.
- Dates at the property: Paste the waste collection calendar once – the bin service follows exactly those collection days.
- Figures: Open jobs, the monthly fixed amount, what was billed this year and how much of it was chargeable to tenants, the last visit.
Service contract
The service contract drives everything – services, frequency, season, price
The contract header holds term, notice period, payment terms and billing. Below it, every service with its billing type, price, work frequency and service months. As long as the contract is a draft, no jobs and no invoices are created.
- Seasonal services: Winter service from November to March, garden care from April to October – no jobs are created outside the season.
- Several tasks in one flat fee: Stairwell weekly, windows quarterly – only the flat fee is billed.
- Night, Sunday and holiday rates: For work billed by time, the billing run picks the rate by the time of day the work was done.
- Take over from the quote: The lines of an accepted quote become contract services.
Billing types
Five billing types cover caretaking and building cleaning
The billing type decides what a job asks for and how it is billed. A standby flat fee can be offset against the visits of the same service in the month.
| Billing type | How it is charged | Typical for |
|---|---|---|
| Flat fee | A fixed amount per month, quarter or year – however often the work is done. Jobs count as “covered by flat fee”. | Stairwell cleaning, maintenance cleaning, garden care |
| By time | Recorded time × rate, with night, Sunday and holiday rates. Every quarter hour started counts in full. | Minor repairs, winter service call-outs |
| Per dispatch | A fixed amount per trip. | Bin service: putting out the bins |
| Per completed visit | A fixed amount per confirmed visit – also as a surcharge on another service. | Grit per snow clearing and gritting visit |
| Pass-through | Costs from a supplier's receipt, passed on without a mark-up. | Disposal through a waste contractor |
Jobs & visits
Jobs create themselves – from the contract, by call-off or from an email
One click on “Generate from agreements” puts everything due in the next six weeks into the backlog – such as the stairwell cleaning every week. Nothing is created twice.
- Call-off by the property manager: A minor repair or winter service call-out with its date and the property manager's order number – billed according to the contract.
- From the email with AI: The AI reads the email and the PDF attachment, suggests the contract and the service and fills in the job. You check and save.
- Scheduling: Drag a job onto an employee and a day in the planning board – and the visit is set, with property, address and gate code.
- Caretaker app: Your employee sees access and details on the phone, books the time at the visit and closes it.
Billing run
At the end of the month: pick the month, check the preview, create the invoices
The billing run creates one collective invoice per property and contract – with flat fees, visits, time and third-party costs – addressed to the property's invoice recipient. The monthly invoices wait as drafts, and the jobs count as billed.
- Operating costs under § 2 BetrKV: The cost type of each service appears on the invoice – building cleaning, garden care, street cleaning and waste removal, caretaker. The property manager can take the costs chargeable to tenants straight over.
- Household services under § 35a EStG: The labour share is shown separately on the invoice.
- Third-party costs from the receipt: Assign the waste contractor's incoming invoice and take over the amount – passed on without a mark-up.
- The run stops instead of making mistakes: “No invoice recipient”, “No time recorded”, “Third-party cost missing” – fix it, then preview again.
Explained in three videos
One example building, the whole process
The series shows the property and its service contract, the path from contract to visit and how completed jobs become the monthly invoice. The videos are in German.
Episode 2
From contract to visit
Generate jobs from the contract and schedule them onto an employee and a day in the planning board.
Episode 3
Done and billed
Check the time, close the job, run billing with a preview – one invoice per property.
Frequently asked questions
Caretaking with KraftHub – questions from the business
How do I work with KraftHub as a caretaking business?
In a fixed order: you create the property, then the service contract with term, notice and services. Jobs come out of it, and you schedule them as visits in the planning board. After the visit you close the job with “Done”, and at the end of the month the billing run creates one invoice per property.
What does the AI do for my caretaking business?
It reads the property manager's job orders from email and PDF and fills them in, writes quotes with the AI quote assistant, suggests replies to emails, creates appointments by voice and describes your photos for your records. The AI phone assistant answers calls when nobody is in the office. Nothing is saved until you confirm – and billing follows the fixed rules of your contract.
Is KraftHub for property managers?
No – KraftHub is for the business that works for the property manager: caretaking, building cleaning and facility services. In KraftHub, the property manager, the owners' association or the housing company is your client and invoice recipient.
Which billing type do I choose for cleaning, winter service, bin service or repairs?
Flat fee for stairwell cleaning, maintenance cleaning and garden care. By time for minor repairs and winter service call-outs. Per dispatch for putting out the bins. Per completed visit for surcharges such as grit. Pass-through for a waste contractor's costs, passed on without a mark-up.
How do I set up services that only run in winter or only in summer?
In the service, answer “When is the work carried out?” with “In selected months” or use the preset “Winter Nov–Mar” or “Summer Apr–Oct”. For a flat fee, you choose whether it applies only in the working months or all year. No jobs are created outside the season – the service shows “out of season”.
How are the recurring jobs created from the service contract?
With “Generate jobs” in the contract or “Generate from agreements” in the job overview, KraftHub puts everything due in the next six weeks into the backlog. Nothing is created twice. Services “on demand” are only created by call-off.
The property manager sends a job by email – how do I take it over?
In the email, choose “Call off services” or “Accept as work order” under “Contract”. The AI reads the email and the PDF attachment, suggests the contract, moves the matching service to the top and fills in the fields. On saving, the email is linked to the contract – the same service cannot be called off from it a second time.
What does my employee see in the caretaker app?
Their visit with the property, the address and the details from “Access & keys” – keys, gate code, parking, boiler room – plus the details of the job. They book their working time right at the visit and close it. The office closes the job with “Done” – only then does it go into the billing run.
How do I bill all properties at the end of the month?
Under billing, pick the month, click “Preview” and check the cards – one invoice per property and contract. If “What stands in the way” appears at the top, fix those points first. Then “Create invoices” and confirm. The invoices wait as drafts to the property's invoice recipient, and the jobs count as billed.
How do I show operating costs chargeable to tenants and § 35a on the invoice?
On the service in the contract or on a single job, choose the cost type under § 2 BetrKV in “Tax & allocation”, e.g. building cleaning, garden care, street cleaning and waste removal, or caretaker. For household services under § 35a EStG, choose “Yes, state the labour share” – the labour share then appears separately on the invoice. The property file shows how much of it was chargeable to tenants.
What do the messages mean when the billing run stops?
“No invoice recipient” – add an invoice recipient under parties at the property. “No time recorded” – the employee books the time afterwards or you undo the completion. “Job without a price” – set the type and price in the job. “Third-party cost missing” – assign the receipt and take over the amount. Then “Preview” again – the run only creates invoices once nothing stands in the way.
Create your first property – the rest follows in a fixed order
14 days free, no credit card. Developed in Bavaria, data in German data centres, GDPR-compliant. Your AI assistant reads the property manager's emails along the way.