The verdict in three sentences
For a logistics real estate landlord in Amsterdam owning 28 warehouses and 65 tenants, a custom tenant portal costs between 60,000 and 100,000 EUR excluding VAT and ships in 5 months, with maintenance of about 1,200 EUR per month. It centralises invoices, maintenance tickets with photos and energy consumption reporting, currently collected by email from each tenant. The gain shows up in asset management hours freed, complete energy reports and technical response times kept.
Three flows overwhelming the asset management team
The head of asset management at a logistics landlord around Amsterdam, from Schiphol to Almere and Westpoort, handles three flows with no shared tool. Rent invoices and service charge statements leave the property management system as PDFs by email. Technical requests (stuck dock door, roof leak, sprinklers) reach the property manager by phone. And every year, 65 tenants must provide electricity and gas consumption for the energy saving information duty (informatieplicht) and the energy label C requirement for offices, plus the landlord's EU taxonomy and CSRD reporting to investors.
The portal gives each tenant a secure space: lease documents, invoices and service charge reconciliations, ticket creation with photos and contractor tracking, manual entry or automatic import of meter readings. On the landlord side, a dashboard consolidates consumption by site and the trajectory against the 2030 targets.
| Flow | Current operation | With the portal |
|---|---|---|
| Invoices and service charges | PDF by email, manual reminders | Tenant space, 10-year history |
| Technical requests | Phone, tracked in a spreadsheet | Tickets with photos, SLA by priority |
| Average response time | 3 to 5 days | under 24 h for urgent cases |
| Energy data collection | Emails, 4 to 6 months of chasing | Monthly entry or meter import |
| Share of tenants providing data | 55 to 65% | 90% and above targeted |
| ESG report for investors | Manual compilation | Export by site and year |
Detailed 2026 cost
The ranges below are a 2026 order of magnitude for a landlord of this size, with a custom build connected to the existing property management system.
| Item | Range (EUR, excl. VAT) | Comment |
|---|---|---|
| Scoping, tenant and property manager journeys | 5,000 to 9,000 | Workshops with 3 to 5 pilot tenants |
| Tenant document and financial space | 12,000 to 19,000 | Invoices, charges, lease, addenda |
| Maintenance ticket module with photos and contractors | 16,000 to 27,000 | SLA, assignment, photo closure |
| Energy and ESG reporting module | 14,000 to 23,000 | Readings, imports, investor exports |
| Property management connector (Yardi, MRI, Twinq) | 8,000 to 14,000 | Depending on available APIs |
| Testing, security, go-live | 5,000 to 8,000 | Light penetration tests included |
| Total | 60,000 to 100,000 | 5 months |
| Maintenance and hosting | about 1,200 EUR / month | Changes and support |
Off-the-shelf real estate platforms often charge 3 to 8 EUR per unit per month plus setup fees, and rarely offer an energy module suited to logistics, where unheated storage areas are treated separately. A custom solution belongs to the landlord and adds value when a portfolio is sold.
Energy reporting, the project driver
Dutch and EU rules are tightening: the informatieplicht requires reporting energy saving measures every four years, CSRD brings large landlords into detailed ESG disclosure, and institutional investors increasingly screen assets on measured consumption. Without reliable data, you cannot prove the trajectory, and enforcement by the environmental agency can lead to orders under penalty. The portal makes collection continuous instead of an annual chasing campaign.
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Sanne, head of asset management at a logistics landlord in Amsterdam (28 warehouses, 65 tenants, 410,000 m²), ties up two property managers for about 30% of their time on reminders, technical calls and energy data, or 0.6 full-time equivalent at 80,000 EUR fully loaded: 48,000 EUR per year. The portal halves that time, saving 24,000 EUR every year. The chosen project costs 80,000 EUR plus 14,400 EUR annual maintenance. Net of maintenance, time savings alone pay it back in about 8 years, but the real lever is elsewhere: complete ESG data protects the portfolio's valuation, where a lower ESG score can cost basis points of yield at sale.
FAQ
Can the portal import meter readings automatically?
Yes, through grid operator data (Liander, Stedin) with tenant consent, or through smart meters installed on site. Allow 4,000 to 8,000 EUR extra for a direct connection.
Do maintenance contractors get access to the portal?
Yes, contractor access lets them receive tickets, update status and close with a photo. This cuts follow-up calls to the property manager by about 40%.
Does the portal replace our property management software?
No, it connects to it. Accounting, invoicing and leases stay in Yardi, MRI or Twinq; the portal displays and collects.
Is tenant data protected?
Hosting is in the EU, with strong authentication and site-level permissions. Processing is documented for GDPR from scoping.
Can the project be phased?
Yes. A first version with documents and tickets costs about 40,000 EUR in 3 months, and the energy module follows before the annual ESG reporting cycle.
Let's scope your project. Send us your site list, property management software and volume of technical requests and we will price your portal between 60,000 and 100,000 EUR, delivered in 5 months. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
