All features at a glance

pactsheet.fm brings the entire technical operation of a real estate portfolio together in a single, web-based platform — from the digital property model through maintenance and faults to contracts, partners, and staff, all fully interconnected.

The digital property model

Properties, buildings, assets, meters, and documents form one seamlessly interconnected structure — from the address down to room level.

A property record showing master data, compliance score, a critical alert, and the building structure of buildings, areas, floors, and rooms — The property record: master data, building structure, and assets in one place

Property portfolio

Every property is maintained with complete master data: address, category, room and floor-area data, portfolio group, brand or franchise, GL account, and cost center. Ownership and operating relationships are mapped via parties — owners, tenants, property managers — from which your company's own role is derived automatically. Attributes such as heritage protection, accessibility, or depreciation (AfA) details are part of the property profile, as are the technical contacts drawn from the central contact directory.

A single reliable property record instead of scattered lists — including the question of “who owns it, who operates it, who pays?”
Cost centers and GL accounts cleanly assigned from the outset — the basis for every later analysis.

Building structure: buildings, areas, floors, rooms

Below the property, pactsheet.fm maps the real-world structure: buildings, areas (e.g. restaurant, spa, plant rooms), floors, and rooms — as a hierarchical tree maintained directly in the property record. A building can be assigned to multiple properties with a percentage-based cost split — ideal for shared structures such as car parks or central plant rooms. For the hotel sector, room categories and freely configurable room amenities (room class, beds, bathroom, view, amenity features) are available.

Every fault, every asset, every appointment has a precise location — down to room level.
Shared buildings are allocated to cost bearers fairly and transparently, instead of disappearing into side calculations.

Asset register (systems & equipment)

All technical assets are registered centrally and classified per DIN 276 as well as by freely configurable trades. Each asset carries its location in the building hierarchy, manufacturer, year of construction, technical data, photos, and warranty start and end dates. The location is shown throughout the system as a plain-text path (“Property › Building › Floor › Room”).

The complete asset register is the foundation for maintenance plans, inspection obligations, and fault assignment — captured once, used everywhere.
Warranty periods are recorded: repairs to assets still under warranty are flagged as warranty claims before you pay unnecessarily.

Meter readings

Meter readings (kWh, m³, liters, MWh) are captured per asset — with history and an automatic plausibility check that catches typos and unrealistic jumps immediately. Capture also works on the go from a smartphone.

Consumption data is created where it arises — reliable, validated, and analyzable at any time.

Document management

Documents — maintenance reports, contracts, drawings, certificates — are stored centrally, classified by type, and linked directly to properties, buildings, assets, cases, or contracts. PDFs open in the integrated viewer, with no download. Upload is possible anywhere in the work context, for example directly on a maintenance appointment or a repair.

No more searching through drives and mailboxes: every document is attached to the record it belongs to.
Records (reports, acceptance certificates) can be found in seconds in the event of a liability claim.

Operations under control: maintenance, obligations, faults

Maintenance plans, operator obligations, walkthroughs, tickets, and repairs — with deadlines, responsibilities, and approvals in one place.

Overview of repair incidents with number, title, processing stage, priority, and due date — Incidents at a glance: faults with stage, priority, and due date

Maintenance plans & upkeep

For every asset, you can create maintenance plans with configurable intervals per maintenance type. Task catalogs define standardized service specifications — individual items can require an expert inspection or a meter reading. Maintenance plans are linked to service contracts and service partners; upcoming appointments are rolled forward automatically, completed maintenance is documented, and each partner's performance is recorded via a star rating.

No appointment slips through the cracks anymore: the system knows every asset, every interval, and every next due date.
Standardized task catalogs ensure consistent quality across all properties — regardless of who handles the maintenance.

Scheduled due dates & operator obligations

Recurring obligations and deadlines — from Legionella testing to site inspections — are managed as scheduled due dates: with cycle, responsibility, reminder, and approval workflow. Completions are documented and the next date is generated automatically.

Operator responsibility (Betreiberverantwortung) becomes something you can plan and delegate — with gap-free proof that obligations were fulfilled on time.

Walkthroughs & tasks

Regular walkthroughs and inspections are planned as configurable workflows and completed on mobile — including due maintenance points right within the walkthrough. In addition, a task module manages one-off and recurring to-dos with responsibilities and due dates. On-call groups with shift assignment ensure that reports always reach the team currently on duty.

Inspection rounds move from paper to a documented routine — anything noticed is captured immediately as a ticket or repair.
With on-call groups, there are no “dead letterboxes”: responsibility follows the duty roster.

Tickets

Faults and reports move through clearly defined statuses on a Kanban board with drag-and-drop. Tickets carry a priority (freely configurable), a deadline, a location down to room level, the affected asset, comments, and assignment to people or on-call groups — including forwarding and escalation.

Every report has a location, an owner, and a status — nothing gets lost between shift changes and clocking off.

Repairs (corrective maintenance)

Larger issues run through a guided repair workflow: capture with photos and description, origin of the finding (e.g. from a walkthrough or ticket), obtaining and comparing quotes, approval by cost thresholds, ordering, and acceptance. A defect notice to external responsible parties (e.g. landlord or insurer) is sent by email directly from the case; the cost bearer (owner or tenant), GL account, and cost center are recorded per case, and warranty claims are handled separately. Powerful filters (type, cost bearer, responsibility) keep even large portfolios manageable.

From the damage photo to sign-off, one seamless, audit-proof process — including quote comparison and documented approval.
Costs land automatically with the correct cost bearer — disputes over “who pays for this?” become the exception.

Approvals & dashboard

Cost approvals follow configurable thresholds and a management hierarchy: your organization defines who may approve, and up to what amount. Open approvals appear directly on the dashboard, where they can be approved or rejected with a single click — with real names instead of cryptic identifiers. The dashboard also brings together key figures and critical alerts from across all properties.

Decisions are made where they belong — quickly, transparently, and with full context.
Managers can see at a glance where the fires are, without clicking through modules.

Contracts, partners & costs

Contracts with visible cancellation deadlines, insurance policies, rated service partners, plus cost centers, GL accounts, and ERP integration.

Contract overview with contract type, property, trade, service partner, term, cancellation deadline, and annual cost — Contract overview with terms and cancellation deadlines

Contract management

pactsheet.fm manages maintenance contracts, other service contracts, and utility and waste-disposal contracts in a single module — with views tailored to each type. Contracts can span multiple properties, with a building scope defined per property; terms, cancellation deadlines, and automatic renewals are recorded, and utility and waste-disposal contracts send reminders for meter reading and billing at the configured interval. Expiring or terminated contracts are archived rather than deleted — the history is preserved.

No more silent renewals: cancellation deadlines are visible before they lapse.
One contract, many properties, clear scopes — exactly the way framework agreements are concluded in practice.

Insurance

Insurance policies are maintained per property with coverage, term, and contacts — and are immediately available in the event of a claim (e.g. during a repair).

No hunting for the policy when a claim arises: coverage and contact are a click away.

Service partners, companies & contacts

The partner directory lists external service providers with their trades, contacts, active contracts, and star ratings from completed maintenance. Companies — ownership entities, property managers, suppliers — are managed with their roles in the portfolio; sensitive data such as bank details is visible only with separate authorization. A central contact directory prevents duplicates: contacts are created once and linked everywhere, with a detail page that shows every role a person holds across the portfolio.

Selecting service providers based on documented performance rather than gut feeling.
One contact, one record — changes take effect everywhere the person is linked.

Cost centers, GL accounts & ERP integration

Cost centers and GL accounts are maintained centrally and used across all modules — from the property down to the individual repair. As an extension, pactsheet.fm offers ERP integration: connections with encrypted stored credentials, configurable field mappings, property mapping, a complete synchronization log, and a review workflow for reconciliation proposals — with separate permissions for administration, synchronization, and review.

The FM system speaks the language of your accounting — costs can be analyzed without rework, right where they're needed.

Organization & collaboration

Calendar, workforce planning, reports, real-time collaboration, plus mobile, bilingual operation for the whole team.

Calendar

The calendar brings together appointments and deadlines from all modules in a monthly view — with reminders and ICS export for Outlook and the like.

A single glance at the calendar is enough to plan the week across the portfolio — even outside the platform.

Workforce planning

The integrated workforce planning covers shift planning, absence management, and on-call duty — seamlessly connected to the assignment of tickets and cases to the group currently on duty.

Duty roster and operational organization mesh together: whoever is on duty gets the report — automatically.

Reports & safety notifications

Analyses are available based on permissions and respect each user's property scopes. Safety-relevant incidents trigger a safety notification to configurable recipients — individual users, entire roles, and defined departments — with a documented send time.

Safety incidents demonstrably reach the right people — a building block for occupational safety and compliance.

Email communication & branding

System emails — from ticket notifications to defect notices — are based on more than a dozen customizable templates with your own branding (logo, sender). Sending runs through your own SMTP configuration, including a connection test in the settings.

Your communication stays your communication — in your own branding and over your own infrastructure.

Data migration (import)

The guided Excel import brings in existing data (e.g. from get.fm exports): the platform automatically detects which entity a file contains, shows a preview with valid and invalid rows as well as recognized columns — and imports only after your confirmation.

The switch takes days, not months — and starts with validated data instead of legacy baggage.

Real-time collaboration

All lists and detail views update in real time: when a colleague creates a ticket, it appears instantly for everyone authorized — with no page reload. Notifications keep everyone informed of relevant events; the architecture is designed for multi-user and multi-instance operation.

Everyone works from the same up-to-date state. Duplicate work (“but I already took care of that”) and outdated lists are a thing of the past.

Mobile & bilingual

The entire interface is fully responsive and usable on a smartphone; for on-site use, there are also simplified mobile views (reports, meter capture) with large controls. The interface is available in German and English — switchable per user.

The system is where the work happens — in the plant room, on the floor, at the service provider's site. And international teams work in their own language.

Security, permissions & operations

Granular roles and permissions, an audit log, strict tenant isolation per customer, and continuous quality assurance.

Role administration showing each role’s scope (global or property-level), permission count, and role type — Roles and permissions, tailored down to property level

Roles & permissions

Roles are freely defined — with granular permissions per data type (view, edit) and scoping to individual properties: a property manager sees their own sites, not the entire portfolio. The navigation automatically hides whatever a user isn't allowed to access. A management hierarchy with approval limits mirrors your organization; especially sensitive data (private contact details, bank details) requires its own dedicated permission.

External staff, temporary workers, and service providers can contribute without seeing more than necessary.
The need-to-know principle is enforced technically — not just promised organizationally.

Traceability & audit log

Administrative changes are recorded in an audit log. Actions, approvals, and completions carry timestamps and the responsible user — the operational history can be reconstructed.

In a dispute or liability case, what's documented is what counts. pactsheet.fm documents automatically.

Tenant isolation & data security

Each customer gets its own, fully separate database — no shared tables, no commingling; branding and enabled modules are configured per tenant. Credentials for third-party systems are stored encrypted; sign-in uses secure, httpOnly-cookie-based sessions with password reset by email. The platform runs in the AWS cloud.

Your data is your data — separated architecturally, not just by a filter.

Quality assurance

The platform is safeguarded by an extensive automated test suite (around 780 end-to-end tests) and regular internal security audits; permission and data-separation checks are a fixed part of the development process.

New features reach you tested — stability and security are process, not chance.

See for yourself

In a personal demo, we'll walk you through pactsheet.fm and answer your questions — tailored to your portfolio.

Request a demo