Digital solutions for the real estate industry: which systems exist and how they work together

Direct answer: The digital systems of real estate companies fall into seven types: an ERP (enterprise resource planning) system for portfolio and accounting, a platform for letting and sales, property portals for reach, communication portals for tenants and owners, systems for building operations and maintenance, and, depending on the business, systems for construction projects and portfolio management. What matters is that they work together through interfaces.

Most real estate companies run several digital systems side by side today: an ERP for the portfolio, portals for the listings, an inbox for the enquiries, spreadsheets for the viewings. Each system does its part, but the process in between has no home. Information is retyped, forwarded and searched for. We call this the break problem. Anyone choosing a new system should not start by asking about features, but about which process it runs from start to finish and how it connects to the systems already in place. For digitalisation in the real estate industry, that means: first establish which programs and systems are already running and where the process gets lost between them.

This guide describes the German real estate market, including German-specific terms such as SCHUFA.

Which types of digital systems do real estate companies use?

The market for digital solutions in the real estate industry is broad and fragmented. The programs are best grouped by the part of the value chain they carry.

The overview shows two things. The types hardly overlap, so a company usually needs several of them. And in letting and sales, a particularly large number of outside people meet the process: prospects, applicants, owners, portals. That is where every gap between systems shows immediately.

Why does friction arise between systems?

Take an ordinary change of tenant. The notice of termination sits in the ERP. The listing is created on the portal, the enquiries arrive by email. Viewing appointments are kept in a calendar or a spreadsheet, the applicant self-disclosures as attachments in the inbox. Once the contract is signed, someone types the new tenant's data into the ERP.

Each system works on its own. The problem is the handovers in between: who has already replied to which prospect? Which documents are still missing? Who approved the applicant, and where is that recorded? If the person in charge is away, the status first has to be reconstructed.

That is the break problem: most real estate companies have neither too little demand nor too few systems. Their information, tasks and conversations are spread across too many places. Yet another standalone system does not fix that. It only helps if the process itself gets a home where all the steps come together.

Who runs what: the ERP or the platform for the letting process?

The ERP is the master data system. It knows which unit is becoming vacant, who the owner is and which terms apply. It is not built for the work before the contract is signed: answering enquiries, coordinating appointments, comparing applications, obtaining approvals.

The clear division of labour is therefore: your ERP manages the data, the platform for letting and sales runs the process. For this to work without duplicate data entry, you need an interface. Property and master data should flow from the ERP into the letting process. Whether, and which, data on the new tenancy is passed back depends on the specific ERP; ask about this before you decide.

For every solution, check which ERP systems are connected, in which direction the data flows and how often it is synchronised. You can read more about sensibly extending an existing ERP in our article Extending your ERP system.

What should you look for when choosing digital systems?

Feature lists often look alike at first glance. These seven questions tell you more:

1. Process coverage: Does the system run the whole process from listing to handover, or only a part of it, after which email and spreadsheets take over again?

2. Interfaces: Which ERP systems and portals are connected, in which direction, and who sets up the connection?

3. Auditability: Can you trace later who approved which applicant when, and which documents were checked? Our article on the auditable letting process describes what an auditable workflow looks like.

4. Data protection: How are applicant self-disclosures and credit data stored and deleted? The article GDPR in letting gives an overview.

5. Roles and cover: Can the team see open tasks even when the person in charge is away, and can they be reassigned?

6. Implementation: Is the system web-based, with no installation? How long does setup take, who supports it, and which data is migrated?

7. Pricing model: Does the model fit your volume? A company that lets many units continuously calculates differently from one with only a few transactions a year.

How EverReal handles letting and sales

EverReal is the platform for the letting and sales process. It does not replace the ERP but complements it: the process runs in EverReal, the master data comes from the ERP; whether data flows back depends on the ERP. 450+ real estate companies have chosen EverReal.

Which features are included depends on the edition; see editions compared.

• Marketing: A listing can be published with one click on all portals for which you have linked your own accounts or booked the module "Flexibel Inserieren".

• Prospects: Enquiries from several portals arrive in one central prospect management instead of scattered inboxes. Rejections to prospects and applicants can be sent directly from the process.

• Viewings: Appointments are assigned within the process, and prospects receive automatic reminders by email, and by text message if you choose.

• Applications: The applicant self-disclosure arrives digitally. From the Pro edition, the SCHUFA credit report (from a German credit bureau) can be requested directly within the process; this requires your own SCHUFA account.

• Checks before the contract: From the Pro edition, you decide which checks must be completed for applicants before the contract is concluded: sanctions screening, credit check (SCHUFA) and approval by an authorised user. As long as one of them is open, "Start contract" is locked.

• Contract and handover: Depending on the edition, the tenancy agreement is signed digitally and the handover is recorded digitally (not in the Starter package of Business Flex).

• ERP connection: EverReal has interfaces to common ERP systems. The interface is part of the Management module; depending on the ERP, one-off costs may apply. We will clarify what applies to your system in a conversation.

More under all features at a glance.

Which starting point fits your role?

Requirements differ by business. There is a dedicated page for each role:

• You manage portfolios on behalf of owners: EverReal for property management companies.

• You let a large portfolio of your own: EverReal for housing companies.

• You broker lettings and sales: EverReal for brokers.

• You let professionally but without your own management department: EverReal for professional landlords.

• You let one or a few flats as a private individual: EverReal Go! for private landlords.

For the full overview for companies, see EverReal for real estate companies.

Frequently asked questions

What is real estate software?

It means digital systems that map processes in the real estate industry: portfolio management and accounting in the ERP, letting and sales, reach through portals, communication with tenants and owners, building operations, and construction and portfolio management. Most companies combine several of these systems.

Does a letting platform replace the ERP system?

No. The ERP remains the master data system for the portfolio, contracts and accounting. The platform runs the process before the contract is signed, from listing to handover, and takes over the master data from the ERP through an interface. Whether data flows back depends on the specific ERP.

Which systems does a property management company need at a minimum?

An ERP for the portfolio and accounting, and a platform that runs the change of tenant from listing to handover. The portals provide the reach. A communication portal for the ongoing tenancy is usually added as the portfolio grows.

What should you look for in interfaces?

Three things: which systems are connected, whether data flows in both directions and how often it is synchronised. Also ask who sets up the connection and what it costs. At EverReal, the direction depends on the specific ERP; we clarify this before you decide.

What does a platform for the letting process cost?

That depends on the model and the volume. EverReal is available as a subscription for companies that let continuously, and with a price per transaction for smaller volumes. See current prices and models.

Conclusion

The question is rarely whether a real estate company uses digital systems, but whether they work together. The ERP manages the portfolio, the portals bring the reach. The process in between needs a home of its own, where enquiries, appointments, applications, approvals and contracts come together and which is connected to the ERP. Checking this first when you choose saves you the retyping later.

Would you like to see how this works with your ERP? Book a consultation

EverReal: The new standard for rental and sales processes.