The verdict in three sentences
For a manager of 45 buildings and 3,200 units in Berlin, standard property software at EUR 300 to 600 a month remains the cheapest choice as long as processes are standard. A custom web app at EUR 45,000 to 90,000 excluding VAT, delivered in 4 months, pays off when the manager wants an owner portal that people actually use, automated service charge calls with online payment and remote owners' meetings. The decision hinges on arrears and admin time, not on the licence price.
What a property manager needs in 2026
Germany's Condominium Act (WEG), reformed in 2020, governs the annual business plan (Wirtschaftsplan), the yearly statement and owners' meetings, and has allowed online participation since the reform. A suitable tool must cover these obligations while cutting phone calls and office visits.
| Module | Key features | Indicative 2026 price (excl. VAT) | Priority |
|---|---|---|---|
| Service charge calls | Business plan, allocation by share, monthly calls, SEPA direct debit, reminders | EUR 9,000 to 16,000 | Phase 1 |
| Building accounting | Ledger per unit, bank reconciliation, annual statement | EUR 8,000 to 15,000 | Phase 1 |
| Owner portal | Balance, documents, online payment, history | EUR 9,000 to 18,000 | Phase 1 |
| Issue tracking | Reporting with photo, contractor assignment, deadline tracking | EUR 6,000 to 12,000 | Phase 1 |
| Online owners' meetings | Invitations, video, e-voting, minutes | EUR 8,000 to 18,000 | Phase 2 |
| Contractors and contracts | Caretaking, cleaning, lifts, renewal dates | EUR 3,500 to 7,000 | Phase 2 |
| Mobile app | Notifications, payment, issues from a smartphone | EUR 2,500 to 4,000 (PWA) | Cross-cutting |
Phase 1 alone represents EUR 45,000 to 60,000 excluding VAT. The full scope with online meetings and contractor management reaches EUR 75,000 to 90,000.
Standard software or custom app
| Criterion | Standard property software | Custom web app |
|---|---|---|
| Upfront cost | EUR 0 to 2,500 setup | EUR 45,000 to 90,000 excl. VAT |
| Annual cost | EUR 3,600 to 7,200 | EUR 6,000 to 9,000 maintenance and hosting |
| 5-year cost | About EUR 18,000 to 38,000 | EUR 75,000 to 135,000 |
| Owner portal | Basic, low adoption | Mobile-first, online payment built in |
| Remote meetings | Often an add-on | E-voting and automatic minutes |
| Customisation | Limited to the vendor roadmap | Full, around your processes |
| Data ownership | With the vendor | With the manager |
On cost alone, standard software wins. A custom app is justified by what it returns: lower arrears, less admin time, and a sales argument to win new buildings.
4-month plan
| Month | Deliverables | Manager involvement |
|---|---|---|
| Month 1 | Workshops, owner journey, mock-ups, chart of accounts | Manager and accountant, 4 half-days |
| Month 2 | Service charge calls, accounting, migration of 3,200 units | Supply of shares and balances |
| Month 3 | Portal, online payment, issue tracking | Test on 3 pilot buildings |
| Month 4 | Acceptance, training, opening to owners | Communication to 45 advisory boards |
| Phase 2 | Online meetings and contractors | 6 more weeks |
Mini case study
Lena, managing director of a property management firm in Berlin, collects on average EUR 120 of service charges per unit per month, or EUR 4,608,000 a year across 3,200 units. Her 90-day arrears rate is 6%, or EUR 276,480 of blocked cash. With SEPA direct debit, the portal and automatic reminders she targets 3%, freeing EUR 138,240 a year. She also saves 25 hours a month of reminder calls and owner queries, worth about EUR 15,000 a year at EUR 50 an hour. For an app at EUR 70,000 and EUR 7,500 of annual maintenance, the cash recovered and time saved cover the investment within the first year.
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FAQ
How much does a custom property management app cost in Berlin in 2026?
Budget EUR 45,000 to 60,000 excluding VAT for service charge calls, accounting, the portal and issue tracking, and up to EUR 90,000 with online meetings. Annual maintenance runs at about 10% of the build.
Are online owners' meetings valid?
Since the 2020 WEG reform, owners can decide to allow online participation; the app must respect your declaration of division and quorum rules. It keeps a timestamped vote log and generates minutes in under 10 minutes.
Which payment methods for owners?
SEPA direct debit first, plus transfer and card. Direct debit costs only a few cents per transaction and is the strongest lever against arrears.
Can we migrate history from our current software?
Yes, from Excel or CSV exports of units, shares and balances. Migrating 3,200 units usually takes 1 to 2 weeks including checks.
When is standard software still the right choice?
Below roughly 1,000 units, or if arrears are already under 3%. In that case EUR 300 to 600 a month is hard to beat.
Let's scope your project. Send us your number of buildings, units and current arrears rate: we will price a phase 1 between EUR 45,000 and 60,000 with 3 pilot buildings in month 3. 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.
