For property managers

Damage reports that arrive complete — with photo, category and urgency

One report form for your tenants: describe the damage, upload a photo, set category and urgency. The report lands automatically in the management's inbox — complete, instead of a riddle on the answering machine.

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How it works

0 Rückfragen needed when photo, flat, category and urgency are already in the report

Everyday damage management

"Something is dripping" — and nothing else

The call comes in at noon: something is dripping somewhere. Which flat, which room, since when, how badly? Before a contractor can be booked, your team chases the tenant — often more than once.

Everything sounds like an emergency

On the phone, every defect is urgent. Without a structured urgency rating you cannot cleanly prioritise a burst pipe versus a squeaky door — and burn emergency-callout budget on trivialities.

Reports scattered across every channel

Answering machine, inbox, notes in the letterbox, WhatsApp to the duty phone: damage reports arrive everywhere — except in one place. What is not handled immediately slips through and escalates at higher cost later.

One channel, complete reports

  1. 1

    Set up the form and share it

    You define the fields: building and flat, damage category (heating, water, electrics, other), description, photo upload, urgency, tenant availability. Share the link via a QR-code notice, the tenant newsletter or your website.

  2. 2

    Tenants report in two minutes

    The tenant scans the QR code in the hallway, answers one question per screen and photographs the damage directly with their phone. Conditional logic only asks what fits the category — heating details differ from water-damage details.

  3. 3

    Management prioritises and dispatches

    Every report triggers an email notification to the management — with all details and the photo. Your team sees instantly: emergency or routine job? The contractor gets a complete picture from the first moment, without a follow-up loop.

Everything a usable report needs

Photo upload

Tenants photograph the damage right in the form — one picture beats three phone calls.

Conditional logic

Matching detail questions appear per damage category — the form stays short for every case.

Email notification

Every report lands instantly and completely in the management inbox — no more channel chaos.

One-per-screen, mobile first

One question per screen — even less tech-savvy tenants get through without instructions.

Multilingual (DE/EN)

The form is available in German and English — helpful with an international tenant base.

GDPR & German hosting

Tenant data stays on German servers, Art. 28 GDPR DPA included.

Cheaper than an hour of follow-up calls

Free to test (3 forms, 100 responses/month). Pro with unlimited forms, your branding and AI for €12/month — €9/month billed annually.

Free

3 forms, 250 responses/month

Pro

Unlimited, 10,000 responses/month, AI included

View all plans

Common questions from property managers

How do my tenants get the form link?
The most effective route is a QR-code notice in the hallway — right next to the existing emergency numbers. Additionally, put the link in your email signature, the move-in welcome letter and on your website. With embedding you can place the form directly on your site.
What about real emergencies like a burst pipe?
The form does not replace the emergency hotline — it relieves it. Practical tip: when urgency is set to "emergency", show the tenant the emergency phone number right in the form. Routine cases arrive structured, and the hotline stays clear for genuine emergencies.
Why not just a "damage@..." inbox?
Free-text emails share the phone problem: what you need is missing. No flat number, no photo, no urgency — so you ask back. A form enforces completeness via required fields, pre-sorts by category and delivers the photo upfront. You still get the email: automatic, but complete.
Is tenant data processed GDPR-compliantly?
Yes. Hosting exclusively in Germany, encrypted transfer, tenant-isolated storage — and you receive the Art. 28 GDPR data processing agreement. You can cleanly add the damage-report process to your records of processing without having to justify US-cloud transfers.
Can caretakers or tenant groups report too?
Yes — the form is an open link, anyone with it can report. A "who is reporting?" field (tenant, caretaker, neighbour) classifies the report. Caretakers use the same form on their rounds and skip the detour via the office.
Can I route reports to different staff members?
The email notification goes to the configured address — many managers use a shared inbox, or one form per building with its own recipient. For custom processing (e.g. an internal ticket system) webhooks are available.
Does this replace a tenant portal from the big software suites?
No — and that is deliberate. A tenant portal with login, document storage and messaging pays off at a certain portfolio size and is priced accordingly. For the most frequent interaction — the damage report — you do not need a portal, you need a good form without a login barrier. That is exactly what you get here, ready to go.

Your next damage report arrives complete

Create the form, put the QR code in the hallway, done. Start free, cancel anytime.

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