Invoice follow-up for estate agencies and property managers
In property management, unpaid rent is a race against the clock framed by the lease, the rent-guarantee insurance and debt-collection law. The agent chases every rent from the first day late, in due form, and keeps the calendar that protects your declaration deadlines and the landlord’s asset.
In your day-to-day
- 01
Graduated reminders from the moment rent is uncollected on the 5th: a simple nudge, then a formal letter, following the calendar you approve.
- 02
Monitoring of declaration deadlines under the rent-guarantee insurance or the guarantor, so a guarantee is never lost for want of a timely declaration.
- 03
The landlord kept informed at every step, and the complete file — statements, letters, history — handed over when the litigation phase approaches.
A typical scenario
A typical property-management firm administers 600 units. Rents fall due on the 5th; the chasing waits until the 15th — however long it takes someone to reconcile collections between two inspections.
- 01
On the morning of the 6th, the bank reconciliation is done: some forty rents are missing, and every tenant concerned receives a courteous nudge the same day — half regularise within 72 hours, often a mere forgotten transfer.
- 02
On the 20th, persistent arrears move to a formal letter, generated in the forms validated with your counsel, while the guarantee calendar keeps being held to the exact day.
- 03
The property manager receives a list of eight files to call personally — not forty-five spreadsheet rows — each with the payment history and the lease context.
What changes
Chasing starts on the appointed day, every month, without depending on anyone’s availability — and the litigation phase becomes the exception: most arrears resolve when handled at day one.
Order of magnitude
Working assumptions
- →600 units under management
- →around 7% of rents uncollected on the 5th — some forty each month
- →average rent of €800 including charges
In the region of €32,000 of rent chased the day after the due date instead of mid-month — ten days of cash flow returned to landlords, every month, without one more unpleasant call for the team. An estimate based on common management ratios.
Indicative estimate built on average sector assumptions — it gets recalibrated on your actual volumes during scoping.
What eats your days
- →
Portal leads arrive in the evening and at weekends; by the time you call back, the prospect has already viewed elsewhere.
- →
Rent arrears slide because chasing is unpleasant, time-consuming and legally framed — so it gets postponed to tomorrow.
- →
The agency inbox mixes tenants, landlords, contractors and prospects — and the real problems surface late.
How it works
- 1
Plugged into your invoicing
The agent reads your existing tool — invoicing, accounting, ERP — with no migration and no double entry. It knows every invoice, its due date and its history.
- 2
Written reminders, not templates
Each reminder is written for that client: friendly for a good payer one week late, firm and documented by the third notice. You approve the policy once; the agent applies it.
- 3
Escalation and audit trail
Sensitive account, dispute, large amount: the agent hands over to a human with full context. Every action is logged, every euro recovered is attributed.
Typical results
-30%
average collection delay, typical order of magnitude
100%
of overdue invoices chased, no exceptions, no oversights
0 h
of human time on first-level reminders
Orders of magnitude observed in production; your diagnostic sets your own baseline and targets.
Frequently asked questions
Chasing unpaid rent is tightly framed legally — does the agent respect the forms?+
Yes, and that is precisely its main value: the sequence — friendly reminder, formal letter, flag for formal notice — follows the calendar and forms you validate with your legal counsel. The agent never improvises an act with legal effect; it prepares and it traces.
What happens when the tenant claims hardship or disputes the service charges?+
The agent detects the dispute or the request for time, pauses the automatic sequence and hands over to the property manager with the full history. A payment plan is negotiated between humans — the agent then resumes tracking the agreed instalments.
Is this the problem eating your team’s time?
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