Custom rent indexation and contract management software development
A landlord with dozens or hundreds of contracts indexes rents again every year, and each contract has its own rules. Appfront builds software for the indexation run across the whole portfolio: the correct index figures per contract, a calculation that can be traced back, a check before anything goes out, and letters and administration updated in one go.
What is rent indexation and contract management software?
Rent indexation is the annual adjustment of the rent. For commercial premises, the lease sets out how it works, usually with a price index from the CBS (Statistics Netherlands), a fixed date and sometimes a minimum or maximum. For residential property, there is also a legal maximum set each year. For a single lease that is a calculation. For a portfolio of leases from different years, models and takeovers, it is a project every year.
In practice, the indexation sits in a spreadsheet with a formula that was once created, and the knowledge of the clauses is locked in PDFs. Index figures are looked up by hand. A lease with a deviating date or limit gets forgotten or calculated wrongly. Letters are written one by one, and the new rent is then entered into the accounts again. A missed indexation is rent you can no longer recover.
We build custom software because portfolios differ: which types of property, which lease models, which accounting system, and who approves. The software calculates using the rules from your own leases. For the landlord or manager who wants to review leases and approve indexations on the go, there is our rent indexation app.
One run, all leases
Indexation across the whole portfolio, on the right date.
Traceable
Every new rent with index figures and clause attached.
Processed in one go
Letters, accounts and collection updated.
How we build your rent indexation and lease management software
We start with your leases: which models and clauses, which index figures, which dates and limits, and how indexation works today. Then we record the calculation rule for each lease. We often start with the largest group of leases sharing the same clause. Deviating leases, letters and the integration with the accounts follow once the first run is correct.
Models, clauses, dates and limits.
Per lease, with the correct index figures.
Indexation calculated, checked and approved.
Sent and processed, every year.
What rent indexation and lease management software actually does
The components below appear in almost all rent indexation software. Which ones you need depends on your portfolio.
Contracts
With clause and dates.
Index figures
From the CBS, per lease.
Indexation run
Across the portfolio.
Validation
Deviations and approval.
Letters
With the calculation attached.
Deadlines
End date and notice.
Who we build rent indexation and lease management software for
The software is meant for anyone managing a portfolio of rental leases. The more leases and models, the more it pays off.
Property managers
Leases across several owners. The run matters most.
Investors
Returns per property. Not missing an indexation is the core.
Commercial property landlords
Clauses per lease. Traceability matters.
Accountancy firms
Rent administration for clients. Overview matters.
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 is about indexation at the office. For reviewing and approving on the go, there is our rent indexation and lease management app, for property management our page on property management software, and for service charge settlement our page on service charge reconciliation. You can read about our approach at software development.
Why Appfront for your rent indexation and lease management software?
A missed indexation, and a calculation nobody can trace any more, cost rent and lead to disputes with tenants. That is what we build around: one run across the whole portfolio, every calculation traceable, and letters and accounts processed in one go.
Nothing missed
Every lease on its date.
Traceable
For tenant and accountant.
Less work
Letter and accounts together.
Security and privacy in rent indexation and lease management software
The software holds data on tenants, contracts and amounts. Access is organised by role, and every calculation, approval and change is logged.
The software runs in a European data centre, with encrypted storage and daily backups. We record the processing in a data processing agreement.
Frequently asked questions about rent indexation and lease management software
Questions landlords and managers ask before getting started.
On the indexation date of each lease, it applies the indexation clause using the correct index figures and shows the new rent with the calculation alongside. After checking and approval, the letters go to the tenants and the new rent is recorded in the administration.
The index figures set out in the contract, usually a price index from Statistics Netherlands (CBS). The software retrieves them and applies the right series and months for each contract, so nobody has to look them up by hand.
Yes. Each contract gets its own calculation rule, with date, index, minimum and maximum. Contracts inherited through an acquisition, or with a bespoke agreement, are calculated differently from the rest, without anyone having to remember it. A contract without a calculation rule is flagged before the run starts.
For residential property, a statutory maximum applies alongside the contract, set each year. The software checks the calculated rent against that maximum and shows where it is capped.
The software is for the run in the office: all contracts at once, the checks and the processing. The app is for those who want to view contracts, see deadlines and approve indexations while on the move.
Yes, if that system has an interface. Contracts come out of it, and the new rent goes back in, with the effective date, so direct debits are correct. We will look at which route is available in the first step.
Ask that first. Many property management packages can index. Custom development makes sense if your clauses don't fit the package, if you hold contracts from different sources, or if indexation is currently done in a spreadsheet.
Index your entire portfolio in a single run?
Tell us how many contracts you have, which clauses they contain and how indexation is currently handled. We'll show you what the software looks like.