The contract level
What has been agreed is often not what the system shows – it only comes to light when someone reads the contract.
The portfolio
What is missing or contradictory only becomes visible when you check item by item.
Time
What has been cleaned up once does not stay correct by itself. Without recurring maintenance in a defined place, quality erodes continuously.
You know the consequences: blind spots and uncertainty, contradictory reports, missing decision bases, high manual data maintenance effort, liabilities.
A system import does not resolve contradictions.
It only adopts them faster.
The audit model
Four sources, one truth.
The completeness and consistency audit holds four sources against each other — checking exactly where data and contracts diverge.
Data quality is not an IT topic.
It is the foundation of proper property management.
01Contract and addendumIndexation clause · term · deposit · special agreementsigned
02System exportProperty · unit · tenant · area · rent charged · service charge logicmaintained
03Side listsIndex list · deposit list · area list · open itemsgrown over time
04Filing and DMSDocument · assignment · completeness · duplicatefiled
What comes out of it: Findings per contract and unit, prioritised gap list, clean-up preparation, decision basis for the roll-out.
Data readiness for the real estate industry
What is invoiced is what was agreed.
Together we check the documents against the rent charged. A guided master data project with AI support. No tool, no system replacement.
Trust in data.
AI-supported
Extraction and verification automated, every value with its source reference
Microsoft-based
On Microsoft Fabric, in your own data lake, visualised in Power BI and analysed with CoPilot (LLM)
GDPR-compliant
No record ever leaves the secured audit environment
EU-hosted
Processing exclusively in European data centres
kanQ PM · The guided master data project
Know what is evidenced.
We check, item by item, whether contract, system, supplementary documents and filing match. Every finding has a source reference. You don't get a score, you get findings – no new tool, no system replacement.
Property management data clean-up
Management takeover
Compliance, liability
Resource efficiency
Findings
Findings per contract and unit – with a source reference instead of an opinion: file, page, passage.
Gap list
Open items, prioritised and assigned to a responsible party.
Clean-up
After approval, structured return into your existing system – your system stays where it is.
Typical occasions: Clean-up of portfolio data. Takeover and change of property manager, acquisition and sale (due diligence), financing. The completeness and consistency audit per file is part of kanQ PM.
The starting point
Three truths that don't fit together.
Data truth doesn't start in your system. It starts with data quality.
Bad data is not a cosmetic flaw. It is the silent risk in every portfolio.
What the contract says
Index, term, deposit, area, special agreement. Signed, but rarely complete in the system.
What the system holds
Property, unit, tenant, rent charged, service charge key. Maintained by people, over years, under pressure.
What is invoiced
The amount the tenant pays and the owner receives. Its correctness is usually not checked item by item.
A plain system import carries over not only data but also legacy data errors. The goal is not a system replacement but a transferable, transparent and complete data basis.
Why kanQ
Four things nobody else delivers together.
We don't deliver a grade or a recommendation, but a finding you can show to a third party — the owner, the bank, in case of dispute the court.
01Source reference instead of opinionEvery finding names file, page and passage. Even an absence is evidenced. Before release, every reference that is not 100% unambiguous is checked to confirm that the source reference holds.verifiable
02Four legal regimesOver 1,000 audit points in four catalogues: MRG (tenancy law), WEG (condominium law), WGG (non-profit housing law), mixed-use buildings. Index, fixed term, deposit and service charge key according to the regime that applies to this building.Austrian
03AI-supportedThe consistency check across all documents runs automatically and outperforms any human at it. What requires judgement is decided by your expert reviewer.Speed without flying blind
04Audit and platformThe findings don't end up as a PDF. The cleaned data goes back into your system in a structured way, on request in the form of your defined data model.no system replacement
Service
A project, not a new tool.
Four building blocks, each commissionable on top of the previous one.
What we offer is not software but a solution with expert guidance.
Data Check
Initial screening per contract and unit. Reconciliation of contract, addendum, system export, side lists and filing.
one-off
Gap list
Structured gap and plausibility list, prioritised by risk, effort and responsibility.
one-off
Cleanup
Clean-up from the agreed maturity level: mapping, duplicate logic, mandatory field standard, handover into the ERP.
one-off
Assurance
Ongoing quality assurance after the takeover: critical fields, new gaps, quarterly report.
recurring
What is audited
Four audit catalogues, one per legal regime.
MRG, WEG, WGG and mixed-use buildings. Eight audit fields per contract and unit.
No finding without a source reference.
Invoicing chain
Rent charged against contract, addendum and resolution.
Indexation
Clause, threshold, lever, effective date, actual enforcement.
Deposits
Agreed, collected, evidenced on the deposit account.
Fixed term
Validity, written form, extension.
Areas
Contract area against system area against billing area.
Service charge key
Agreed key against applied key.
VAT
Option exercised, rate, treatment of vacancy.
File completeness
What is missing for proper management.
The process
From your documents back into your system.
Secured area, EU-hosted — the handover sets the cut-off date.
What you provide
Contracts and addendaIndex, term, deposit, area
Export from the management systemProperty, unit, tenant, rent charged
Side listsIndex, deposit and area lists
Filing and DMSDocuments and assignment
Follow-up request: missing documents
Secured area, EU-hosted — the handover sets the cut-off date
1Reconciliation against the audit catalogue of the legal regime.
Every invoiced amount against the document that supports it.
2First report with request list.
What is there, what doesn't match, what is missing — with source reference.
3Clean-up from the agreed maturity level, then structure.
Sorted according to the system you have defined.
4Final report.
Maturity level achieved, remaining open items.
Back into the system — verified, cleaned, documented
How it works
A procedure with a defined end.
Request, review, follow up, clean, structure, return.
All data in the secured environment. For the audit, for the clean-up, and afterwards.
1DeliveryEncrypted into a closed, EU-hosted area.Handover sets the cut-off date
2Set-upOn-site workshop and two virtual reviews so the procedure fits your system.two weeks, three hours
3First reportWhat is missing and what doesn't match — with source reference. Plus the request list.triggers work
4Follow-up requestMissing documents are supplied, requested from the transferor or internally.the tough part
5Clean-upFrom the agreed maturity level, then structured and sorted.threshold agreed
6Final reportActual against target, both sign off. Then back into your system.a result, not a project
Effort on your side
Most of the work is on us.
On your side remain one workshop and two review rounds.
4
audit catalogues
one per legal regime: MRG, WEG, WGG, mixed-use
3
hours
your effort for the workshop, plus two alignment calls
2
weeks
for document delivery and the one-off adaptation to your system environment
0
records
leave the secured, EU-hosted environment
The path
Start small, decide on solid ground.
A concrete audited portfolio beats any generic pitch deck.
Pilot goal: know within a few weeks whether the portfolio needs cleaning or completion and is therefore exposed to risk.
1ReviewAnalysis of a test property, understanding the system landscape, identifying data sources, defining scope.free of charge
2PilotDefined, representative sub-portfolio. Fixed price, findings within a few weeks.fixed price
3Findings presentationFindings and gap list, presented on site, not online.on site
4DecisionCommission the clean-up or implement it internally. Then ongoing quality assurance.your choice
Don't talk big. Audit a portfolio.
Interactive example · anonymised
From today's portfolio to a transferable portfolio.
Click through the completeness check using a new-build handover – from creating the property through checkpoints and findings to the handover dossier.
Questions & answers
Frequently asked questions about kanQ PM
What does kanQ PM check when a property management mandate is taken over?
kanQ PM holds four sources against each other: contracts including addenda, the export from the management system, side lists and the filing. The result is a finding per contract and unit with its source reference, plus a prioritised gap list.
Which legal regimes do the audit catalogues cover?
There are four catalogues for the Austrian regimes MRG, WEG, WGG and mixed-use buildings. Together they contain over 1,000 audit points, for example on indexation, fixed terms and deposits.
How much effort is involved for the property manager?
On your side, one workshop and two review rounds remain. The audit itself runs at kanQ.
Does kanQ PM replace our management system?
No. kanQ is not a new management system and does not replace an ERP. It works on your existing systems.