Sound familiar?
A lot of the work is searching, chasing and cross-checking.
A new mandate starts as a pile of documents.With clearlea.se: Onboarding in days: documents classified, leases captured, gaps turned into tasks.
Rent adjustments fall through the cracks.With clearlea.se: Index-linked and stepped rents from every lease, visible before the deadline passes.
Service charges lead to objections.With clearlea.se: You know up front what is recoverable, what a flat fee covers and which costs stand out across the portfolio. So objections never arise in the first place.
Maintenance without proof.With clearlea.se: Inspection duties, defects and evidence in one place, with an owner and escalation.
Workflow
Service charges ready before the first query comes in.
Property management, accounting, utilities and owners work in the same flow. Every step has an owner, a deadline and an escalation path.
Invoices for the service charge statementStarts as soon as a utility or contractor invoice arrives
Typical flowInvolvedProperty managementAccountingExternal · UtilityExternal · Owner
- TriggerInvoice receivedSYSystem · Inbox
- AI stepAssign cost type under BetrKVAIAI
- CheckDocuments complete?SYSystem · Rules
- TaskRequest missing documentsUTUtility · externalDeadline 7 daysto property management
- ApprovalApprove invoiceSKS. Krüger · Property managementDeadline 5 daysto team lead
- HandoverTo accounting and ownerSYSystem · Evidence saved
Every invoice complete and marked recoverable or not, every approval on record. Next comes preparing the service charge statement.
AI stepDecisionSystem or personDeadlineEscalation
Use cases
What property managers automate with clearlea.se.
Mandate onboardingReal setupPrevious manager’s data room classified, leases captured, gaps turned into tasks.
3 daysinstead of 10 weeks< 2 hprocessing, 600+ sites
Service charge preparationEvery invoice with cost type and evidence, recoverability settled before the statement is prepared.
10 sper invoiceup to 90%less effort
Maintenance and inspectionsInspection reports read, defects assigned, proof requested.
1 placefor reports, defects, evidenceEscalationbefore deadlines are missed
Invoice checksChecked against the lease, including international invoices without an e-invoice format.
10 sper invoice
Index-linked and stepped rentsAdjustments from every lease, visible before the deadline passes.
3 monthslead time before the effective date< 2 sper query
Owner reportingStatus, deadlines and open items per mandate, with evidence.
1 valid stateper mandate, with evidence< 30 sper lease, up to date
From a real setup
One provider, four retail chains, three days.
From a real setup · Lease management service provider3 days instead of 10 weeks of portfolio onboarding.The largest chain: more than 600 sites. Processed in under 2 hours, 3 days including quality checks.
- Data rooms from four retail chains imported
- Documents classified
- Sorted and cleaned up
- Leases and amendments captured
- Quality checked, portfolio approved
- Deadline management and service charge audits launched as a service
up to 90%less effort, 2 to 3 minutes per site
10 sper invoice
45 sper service charge statement
FAQ
What teams like yours ask first.
- Do we have to switch our property management software?
- No. clearlea.se works alongside your software, for example iX-Haus or Yardi, and hands over data via API or a standard format. With clean data, you get more out of your software. No vendor lock-in: you can export your data at any time.
- How do we get the previous manager’s data?
- As a data room, an export or via a mailbox. clearlea.se classifies everything and shows what is missing.
- Can owners and service providers collaborate?
- Yes. External parties take on individual steps, with a deadline and a log. With guest access, they work in your shared workspace, including comments and dashboards.
- What does clearlea.se cost?
- From €9.49 per site per month, with volume discounts for larger portfolios. Unlimited users, AI usage included.
