Custom app for rent indexation and contract management
Appfront builds apps that allow landlords and property managers to keep all their rental contracts in one place and have the annual indexation calculated, checked and sent for each contract. The indexation clause from the contract serves as the calculation rule, the statutory maximum applies where relevant, and every end date, option period and notice period sits in a calendar that nobody has to remember.
What is a rent indexation and contract management app?
A rent indexation and contract management app knows what each contract contains: the indexation clause, the base year, the date the rent is adjusted, the end date, the option period and the notice period. On the indexation date, it calculates the new rent according to the clause, checks it against any statutory maximum, produces the notice and passes the amount on to the accounts. The property manager's job is to review and approve.
Without such an app, indexation lives in a spreadsheet with a formula someone once built, and the knowledge of which contract has which clause sits in a folder of PDFs. A missed indexation is lost rent that cannot be recovered retrospectively. A missed notice deadline means a contract renews silently on the old terms. And an increase above the statutory maximum is a letter the tenant rightly challenges.
We build custom because the clauses aren't standard. A ROZ model contract for commercial premises calculates differently from a free-sector residential lease, and a contract from an acquisition calculates differently again. The app should store each clause as a calculation rule, with proof of the calculation on every letter, so that a tenant or a judge can check how the amount was arrived at.
Clause as calculation rule
Every indexation clause translated into a calculation in the app: which index, which base year, which rounding, which maximum. No more formulas buried in a spreadsheet.
Deadlines in a calendar
End date, option period, notice period and indexation date per contract, with a reminder in good time to act.
Letter and handover
The notice generated by the app, with the calculation attached, and the new rent automatically recorded in your accounts and direct debit collection.
How we build your rent indexation and contract management app
We start with the contracts as they are, because that is where the calculation rule lives. Only once those are right do we build the calendar and letters around them.
Which contract types you have, which indexation clauses they contain and where the knowledge currently sits. We review a sample of contracts and identify the calculation rules, including the exceptions.
For each clause, the calculation, using the index figures as the source and the statutory maximum where it applies. We recalculate the previous indexation round and explain any differences.
Deadlines per contract with reminders, the notice as a letter or email with the calculation attached, and the new rent passed to your accounts.
Your property managers enter new contracts and approve indexations without a developer. We then take over the app's management and keep the index sources up to date.
What a rent indexation and contract management app actually does
The components below appear in almost every rental management app. Which ones you need depends on how many contract types you manage and who sends the letters.
Contract file
Per contract the parties, the property, the rent, the clauses, the appendices and the history of every amendment.
Indexation calculation
New rent per contract according to its own clause, showing the index figure used and a check against the maximum.
Deadline monitoring
End date, option, notice period and indexation date in one calendar, with reminders well in advance.
Notification
Letter or email per tenant, from a template, with the calculation and effective date, and a log of each dispatch.
Approval
Indexations in a list for review, with exceptions at the top; nothing goes out without your approval.
Administration integration
The new rent passed on to your accounts or property package, and direct debit adjusted from the effective date.
For whom we build an app for rent indexation and contract management
The app is intended for organisations where indexation is a recurring task with too much manual work, and where a missed deadline costs money.
Commercial property landlords
ROZ leases with indexation clauses, option periods and notice periods that differ per tenant. The app keeps track of all of them.
Residential landlords and investors
Free sector and regulated housing side by side, with a statutory maximum that changes each year. The app works out the correct maximum for each contract.
Property managers
You manage on behalf of several owners and report per owner. The app keeps contracts organised by portfolio and letters by client.
Housing associations and care property
Many contracts, a fixed indexation date and strict rules. The app turns the annual round into a check rather than a project.
Test your idea first: a working prototype in 1 day
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Explore OneDayBuild →Technology and integrations
This page covers rent indexation and lease deadlines. For full management of properties, tenants and maintenance, see our page on property management software, and for contracts beyond rentals, our page on contract management software. You can read about our approach at custom software development.
Why choose Appfront for your app for rent indexation and contract management?
An indexation app is only as good as the calculation rules it contains. That is where our work lies, not in the calendar.
Every clause treated separately
We translate your contracts into calculation rules and check the previous round against them. An app that applies one formula to all contracts makes the same mistake as the spreadsheet.
Evidence with every letter
The calculation is included with the notification: index, base year, result, maximum. That is what you need when a tenant objects.
Your administration remains the source of truth
The new rent goes to your accounts and direct debit; the app is not a second administration.
Security and privacy in an app for rent indexation and contract management
Lease contracts contain personal data and financial agreements. Access is governed by role: a manager sees their portfolio, an owner only their own properties. Every change to a contract and every letter sent is logged with user and time.
Index figures come from a fixed source and are stored with their date, so a calculation from last year can be reproduced exactly. A calculation that has been approved and sent is not changed; a correction is a new calculation referring to the original.
Frequently asked questions about an app for rent indexation and contract management
Questions landlords and managers ask before getting started.
It stores, for each contract, the indexation clause, the deadlines and the appendices, calculates the new rent on the indexation date according to that clause, checks it against the statutory maximum where that applies, produces the notification and passes the new rent on to the administration. End dates, options and notice periods are kept in a calendar with reminders.
Yes, that's the starting point. A ROZ clause for commercial premises, a free-sector contract with a statutory maximum, and a contract from an acquisition with its own terms each get their own calculation rule. We recalculate the previous round to check that the rules are correct.
Yes, per contract type. For homes in the free sector and in the regulated sector, maximums apply that are set annually; the app stores these per year and checks every calculation against them. We determine together with you which rule applies to which contract; the app then applies it.
The app flags the notice period well in advance, so you can decide whether to renew, renegotiate or terminate. If the contract renews, the app records the new period and indexation continues. A missed deadline is exactly what the agenda is designed to prevent.
Yes, the templates are yours. A separate text for each contract type, with the fields from the contract and the calculation included. Dispatch by letter or email, with a log of what was sent, when and to whom.
Yes. Once approved, the new rent goes to your accounting or property management package, and the direct debit is adjusted from the effective date. We connect to the package you use; the app does not become a second administration.
Then you have the calculation to hand: which clause, which index figure, which base year, which maximum. The app stores this with every letter. Whether the objection is justified is a legal question; that the calculation is correct and can be reviewed is what the app guarantees.
Your indexation without a spreadsheet?
Send us a few contracts with different clauses and tell us how indexation currently works. We'll show you what the calculation rules look like and what the app concretely delivers in your situation.