Custom turnover maintenance and vacancy management software development
Appfront builds software that lets landlords and property managers steer a property changeover from the tenant's notice to the handover of keys to the new tenant: the initial and final inspections with photos, repair work and settlement with the departing tenant, scheduling of contractors, and vacancy in days per property. So that a property stands empty no longer than necessary and its condition at the start and end is beyond dispute.
What is software for changeover management and vacancy management?
Mutation and vacancy management software follows a home from the moment the tenant gives notice until the new tenant receives the keys. The pre-inspection records what the departing tenant still needs to do, and the final inspection records what has been found, with photos and an inventory that both parties sign. Repair work is assigned to contractors, followed through to completion, and recharged to the tenant where this is permitted. Meanwhile, the software counts vacancy in days and shows where the time is being lost.
Without software, a mutation becomes a chain of emails, a paper inspection form, a contractor phoning to ask whether he may start, and a letting officer who doesn't know whether the property is ready. The result is vacancy that lasts longer than necessary, repair costs that cannot be recharged because the condition at the start was never recorded, and a new tenant moving into a home where the repairs aren't finished.
We build custom solutions because the mutation process differs from one landlord to another. A housing association with hundreds of mutations a year and fixed contractors works differently from an investor with dozens of homes and changing parties, and the rules for what you may recharge and how you record the inventory need to be built into the software. The software should follow your process and connect to your management system.
Mutation as a single process
From notice to key handover in one file, with every step, party and date visible.
Inspection with photos and signature
Pre- and final inspection on the tablet, room by room, with photos and an inventory both parties sign. Indisputable when it comes to recharges.
Vacancy in days
For each property, the days between notice, handover, repair and re-letting, with the step where the time is being lost.
How we build your mutation and vacancy management software
We start with a mutation that took too long, and with the steps where the time was lost. From that we determine what the software needs to drive and what it needs to measure.
Which steps, which parties, which deadlines, and where things currently get stuck. We follow a number of recent mutations from notice to letting.
Pre- and final inspection on the tablet, room by room with photos, the inventory signed by both parties, and the comparison with the condition at the start.
Assigning repair work to contractors with photos and descriptions, tracking it to completion, and recharging the departing tenant according to your rules.
We measure vacancy per property and per step, integrated with your management system and lettings. After that, we take over the software's management.
What mutation and vacancy management software actually does
The components below come up with almost every landlord. Which ones you need depends on your number of mutations and on how you work with contractors.
Mutation file
Notice, inspections, repairs, letting and key handover in one file per property, showing the step where it currently stands.
Pre-inspection
What the tenant still needs to do before handover, room by room with photos, and a list the tenant receives.
Final inspection and inventory
The condition at the end, room by room with photos, compared with the condition at the start and signed by both parties.
Repairs with contractors
Work assigned with photos and descriptions, the contractor reports completion with a photo, and scheduling per property.
Recharging the tenant
What is charged to the departing tenant according to your rules, supported by the inventory and photos.
Vacancy by step
Days per step and per property, with the average per complex and the step where the time is being lost.
Who we build mutation and vacancy management software for
The software is intended for landlords where vacancy costs money and where recharging departing tenants currently leads to dispute.
Housing associations
Hundreds of mutations a year with fixed contractors and a process that has to run the same way at every location.
Investors with residential portfolios
Dozens to hundreds of homes where every day of vacancy comes straight out of the returns.
Property managers
Turnover work commissioned by owners, with a report per owner on vacancy and repair costs.
Letting agents
The inspection and the condition report as a service to the owner, with the new letting aligned to handover.
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
The software is a web application with an inspection app on tablet and a portal for contractors, integrated with your management system. For broader portfolio management, see our pages on housing association software or property management software. You can read about our approach on building software.
Why choose Appfront for your turnover and vacancy management software?
Vacancy is time nobody notices passing until the month is over. Software that counts the days per step makes visible where they go, and that is what we build on.
The condition at the start is the foundation
A settlement only holds up if the condition at the start has been recorded. The condition report at the start of the tenancy sits in the same file as the one at the end, with photos per room.
Contractors in the process
The contractor receives the job with photo and description, reports completion with a photo, and the letting team knows straight away that the property is ready. No phone calls to ask whether they can start.
Days per step, not per turnover
Not just how long the property stood empty, but where the days went: at the inspection, with the contractor or in the letting. That is the information you need to shorten the process.
Security and privacy in turnover and vacancy management software
Turnover files contain tenants' personal data, photos from inside the homes and financial settlements. Access is governed by role and by complex: the inspector sees their turnovers, the contractor only the work assigned to them, the tenant their own condition report. Photos are kept for a period that matches the settlement and deleted afterwards.
Condition reports cannot be changed once both parties have signed them. An addition sits alongside the original report with a name and timestamp. If a settlement is disputed, including before the Dutch Rent Tribunal (Huurcommissie), it is therefore possible to trace what was recorded at the start and at the end, and by whom.
Frequently asked questions about turnover and vacancy management software
Questions landlords ask before getting started.
It manages a property turnover from notice to key handover: entry and exit inspections with photos and a condition report, repair work by contractors, settlement with the outgoing tenant and the new letting. Meanwhile it measures vacancy in days per step, so you can see where the time goes.
Because a landlord can only charge repair costs against a deposit if they can show the property was in a different state at the start. Without a recorded condition at the start, the landlord is in a weak position in a dispute. The software records both conditions in the same file, per room and with photos.
Yes. Inspections are stored on the tablet and synced once a connection is restored, with the original timestamp of each photo. Empty properties often have no wifi, so this is a requirement.
Yes, through their own portal where they see the work assigned to them, with photo and description, and where they report completion with a photo. They see nothing of the tenant or the settlement.
According to the rules you set: what counts as normal wear and tear, what is attributable to the tenant, and how you apply depreciation. The software applies those rules at the final inspection and supports the settlement with the inventory report and the photographs. Which rules are lawful remains a matter for you and your adviser.
Yes. The termination comes from the property management system, the turnover workflow runs in the software, and the completion sign-off and the settlement are sent back to the property management system and the letting process. We connect to the package you use.
Sometimes, and we will say so. Custom development makes sense when the package's inspection app does not work well in the property, when contractors are not part of the process, or when you want to measure vacancy by stage and steer on it.
Shorter turnovers and settlements that cannot be disputed?
Tell us how many turnovers you have per year and where the time currently goes. We will follow a few recent turnovers and show what software would concretely deliver in your situation.