Custom app for settling service charges with tenants
Appfront builds apps for landlords who want to make the service charge statement for tenants easy to understand. The tenant sees the statement on their phone, by post with the justification, and raises a question on the specific item it concerns. The property manager records meter readings and services delivered within the complex, so the statement adds up. We describe the calculation in the office on the software page.
What is an app for tenants' service charge statements?
On top of rent, tenants often pay service charges for things like cleaning of shared areas, the lift, lighting, grounds maintenance or a caretaker. They pay an advance, and once a year a statement of the actual costs follows. Tenants need to be able to understand that statement, and they can object to it, if necessary with the Dutch Rent Tribunal.
In practice, the tenant receives a letter with a table and an amount. It doesn't say how an item was calculated. The tenant phones or emails with a question, which lands with customer service and gets passed on. And the statement itself is only as good as the data from the complex: meter readings that weren't recorded, or cleaning visits that were billed but not carried out.
We build custom solutions because landlords differ: how many complexes, which items, how you currently settle accounts, and which systems you use for the statement and for contact with tenants. Which costs you may pass on and how is governed by the rules on service charges and your tenancy agreements; if in doubt, check with your lawyer. The app makes it understandable.
A statement that is easy to understand
For each item, the advance, the actual costs and how the tenant's share was calculated.
Questions on the item
A question or objection on the specific item it concerns, with the answer in the same place.
Data from the complex
Meter readings and services recorded by the property manager, so the statement adds up.
How we build your app for tenants' service charge statements
We'll start with your statement: which blocks, which cost items, how the calculation works now, and which questions tenants ask most often. Those questions are your best guide. What tenants often ask should already be visible in the app, so the question never has to be asked.
Your blocks, cost items, calculation, questions and systems.
Advance payments, actual costs, allocation key and justification per cost item.
Questions per cost item, answers, and objections recorded.
Meter readings and services delivered in the building, plus management.
What a service charge statement app for tenants actually does
The components below come up for almost every landlord. Which ones you need depends on your buildings.
Settlement
Advance payments and actual costs per cost item.
Justification
How each tenant's share has been calculated.
Questions
Per cost item, with the answer in the same place.
Advance payment
Change to the advance payment for next year.
Meter readings
Recorded by the building manager on site.
Deliveries
Services delivered, recorded.
Who we build a service charge statement app for
The app is intended for landlords who want their statements to be easy to understand.
Housing associations
Many buildings and tenants. Questions per cost item are the core.
Private landlords
Fewer tenants, but objections happen. The justification matters most.
Property managers
Statements for owners. Data from the building is what's needed.
Caretakers
Present on site. Meter readings and services delivered are the core.
Test your idea first: a working prototype in 1 day
With OneDayBuild, we turn your idea into something tangible in one day for €1,150, so you can see whether further development is worth the investment. Decide to go ahead with the full build? Then we credit the full cost.
Explore OneDayBuild →Technology and integrations
This page covers the service charge statement for the tenant and the complex. For the calculation in the office, see our page on service charge statement software; for housing associations in general, see our housing association software page; and for owners' associations, see our owners' association software page. You can read about our approach at software development.
Why choose Appfront for your service charge statement app for tenants?
A statement tenants don't understand becomes a phone call or an objection. That's what we build around: a statement that's easy to follow, questions answered per cost item, and building data that's accurate.
Fewer questions
The justification is included.
Faster answers
Questions go to whoever knows the answer.
Statement that checks out
Meter readings and services recorded.
Security and privacy for a service charge statement app for tenants
The app holds data about tenants, their homes and their payments. A tenant sees only their own statement, and a manager sees only their own buildings.
The app runs in a European data centre, with encrypted storage and daily backups. Sign-in is secure and, where possible, goes through the existing tenant portal.
Frequently asked questions about a service charge statement app for tenants
Questions landlords ask before getting started.
It shows the tenant their statement per cost item with the justification, lets them raise questions and objections per cost item, shows the new advance payment, and lets managers on site record meter readings and services delivered.
The software is for the office: costs per building from the accounts, allocation keys, the calculation and deadlines. This app is for the tenant and the building manager on site: understanding, asking questions and supplying data.
For each cost item, the advance payment, the actual costs of the building, the allocation key and the tenant's share. Where permitted, invoices or contracts can also be shown, so the tenant can see where an amount comes from.
The tenant records the objection with the landlord, with an explanation. You reply in the app, and both the objection and the reply are stored. If the tenant and you cannot resolve it, the tenant can go to the Huurcommissie (Rent Assessment Committee); the record helps both parties.
Because the service cost statement is only as good as the data behind it. A property manager who records meter readings on site and logs which cleaning jobs have been carried out ensures the statement is accurate, and that a tenant's question can be answered quickly.
Yes. Where tenants speak a different language, the statement can be displayed in that language. The amounts and the supporting detail remain the same.
Check that first. Some portals display the statement as a document, which may be enough. Custom development makes sense if you want to back up each item in the post, have objections raised through the app, or record meter readings and deliveries within the complex.
A service cost statement tenants can understand?
Tell us how many complexes you manage, which cost items you charge, and which questions tenants ask most often. We'll show you what the app looks like.