All modules. One system.
From automatic extraction to legal early warning — Rentarion covers the entire lifecycle of your leases.
Extraction
Data that structures itself
All key data per lease
Start date, notice periods, index clauses, operating-cost allocations, deposits — all structured, typed, searchable.
Two-stage extraction — in the EU
Text recognition first, then structured field capture — every result checked against the original. Processing exclusively in the EU (EU Data Boundary).
No guessing — only evidence
Every extracted citation is checked verbatim against the original contract. Not found? Citation discarded — no field value without evidence.
Confidence scoring
Per field: green (≥95%), amber (85–94%), red (<85%). Low confidence triggers four-eyes review.
Calculated fields
Next termination date, operating-cost billing deadline — not extracted, but computed from statutory deadline logic (§573 BGB).
Deadlines & Compliance
Every deadline in view, one calendar
All deadline types
Termination, minimum term, index adjustment, stepped rent, renewal, operating-cost billing, rent increase, break clause, vacancy — and many more.
Statutory anchor dates (§573 BGB)
Terminations are calculated against month-/quarter-/half-year-/year-end anchors — with automatic back-calculation of the notice period.
Forward calculation
Past dates (index adjustment, stepped rent, auto-renewal) are rolled forward until the next occurrence is in the future.
Four-eyes enforcement
Critical fields — rents, deadlines, deposits — cannot be approved by the same user who edited them. Workflow with optional rejection comment.
Traffic-light status
Green (>180 days), amber (91–180), red (0–90), grey (expired). Portfolio-wide sorting by urgency.
Legal Alert Engine
The legal checks at a glance
Every alert references the relevant paragraph, the fact pattern and a recommended action.
Landlord workflows
Full management lifecycle
Operating-cost billing §556 BGB
Tracking of billing period, generation, dispatch and result. Missing the deadline means loss of claim — the engine warns.
Operating-cost allocation (BetrKV)
All 17 cost categories per §2 BetrKV — allocated by area, units, persons, consumption or heating hybrid (§§7, 8 Heating Costs Regulation) with per-unit consumption capture. CSV import for historical costs.
Rent increase §558 BGB
Compliance check: blocking period, 20%-cap in 3 years, waiting period since move-in, residential check. Workflow through effectiveness.
Deposits §551 BGB
Four deposit types, status from receipt to return with partial payments. Return deadline visible.
Owner module
Magic-link consents for critical decisions. Audit trail from request to approval — traceable, archived.
Vacancy & turnover
Tracking vacancy periods with cost analysis (lost rent). 6-phase tenant-turnover workflow.
Rent collection (target/actual)
Bank statement import (camt.053/CSV), automatic payment matching, target/actual matrix and arrears early warning. No banking access needed — import per file.
Owner statement
Income − expenses − management fee per owner, as a monthly run across the whole portfolio. PDF with letterhead, email dispatch, optionally based on actual payments from imported statements.
Communication module
Structured logbook per tenant/unit: email, phone, letter, note. With follow-up reminders and file attachments.
Intelligence
Where automation becomes relief
Legal Alert Engine
Checks per BGB, BetrKV and the Heating Costs Regulation. Clauses reviewed against case law and statutory caps — proactive, without anyone asking.
AI Portfolio Chat
Questions in natural language: portfolio overview, deadlines, finances, contract search. Answers only for your session — no message storage.
36-month forecast
Monthly rent forecast with stepped rent, index, vacancy risk. Annual aggregation for investment planning.
Rent potential & negotiation radar
Comparable rent per property shows which existing rents sit below market and qualify under §558 (landlords) — or where you pay above market and when to negotiate (tenants).
Deterministic calculations
Deadline engine as pure function — not a black box. Same input, same output, auditable at any time.
Interactive portfolio map
Every property on one map — status colours show where action is needed, clusters keep large portfolios readable, points of interest add context around the site.
Import & Export
In smoothly, out smoothly
Bulk PDF upload
Multiple PDFs at once, sequential processing with live progress per file.
CSV import
Guided import assistant with automatic column mapping. German date and number formats recognised.
Bank statement import
camt.053 and bank CSV from any online banking. Payments are matched to leases automatically — the basis for target/actual matching and arrears warnings.
DATEV export SKR03/SKR04
Account mappings, posting batches, export for the accountant — no manual cleanup.
Excel export
Lease list, operating-cost settlements, deposits, rent increases, tenant directory, cost allocation. Filters are applied.
iCal export
.ics file per lease or for the entire portfolio. Import to Outlook, Google Calendar, Apple Calendar.
GDPR export
Full tenant data export as JSON (Art. 20 GDPR) — for portability and compliance.
Collaboration
Team work, done right
5 roles
From admin through portfolio manager and approver to viewer — fine-grained rights, plus individual permission flags per user.
Four-eyes workflow
Critical fields after correction flip to 'pending'. Approval only by a second person, with optional rejection comment.
Audit log
Every field change, approval, upload — with user, timestamp, before/after. GDPR-compliant archiving.
Tenant directory
Central tenant master data, linked to unit and communication history.
UX
A UI that stays out of the way
Split-screen
Lease data on the left, PDF on the right — every captured field with a verbatim source quote and page reference from the contract.
Portfolio comparison
Building comparison table with KPIs, heatmap for remaining term, charts for rent/m².
Property cockpit
Unit matrix by floor, tenant table, cost summary, KPI bar — all on one page.
Mobile-optimised
Dashboard, lists, deadlines work on tablet and phone too.
See how this looks on your portfolio.
30-minute demo with a real contract from your stock.