Owners' association management at scale
inxxx Vastgoedbeheer manages hundreds of owners' associations at once. With LiVvE we brought bookkeeping, automation, text recognition, and communication together in one portal for managers and members.
Client
- Industry
- Real estate
- Location
- Amsterdam
Team
For inxxx Vastgoedbeheer we built LiVvE: a web-based application for owners' association (VvE) management with double-entry bookkeeping, OCR on scanned documents, and one portal where managers and members come together.
From day one it had to handle scale: not for a single VvE, but for hundreds of administrations running in parallel, with overview at different levels.
The situation
Many VvEs, many roles, lots of administration
VvE management combines bookkeeping, member administration, meetings, damage reports, and document management. Anyone who manages multiple VvEs quickly gets bogged down in manual work and fragmented data.
So LiVvE had to do more than act as an internal tool for inxxx. Board members, managers, and investors with interests in multiple properties must be able to work in it securely and clearly, each with their own rights and visibility.
The question behind the question
Further than Excel and loose documents
inxxx was not looking for a loose module for one process, but for one environment that carries the entire daily administration of a large number of VvEs at once, including communication to members and bookkeeping that is correct both legally and financially.
Approach
Translating domain knowledge into software that scales
We dove deep into VvE bookkeeping: contributions, write-offs, transfers, the mutual message streams. On that knowledge base LiVvE emerged as a central management environment plus member portal, built in Ruby on Rails.
Automation of recurring tasks came first, together with a rights model that strictly separates the different roles inside and outside a VvE.
What we add
Bookkeeping at scale Double-entry bookkeeping plus processes that are correct for many VvEs at once.
Portal and roles From board to investors with multiple properties: clear rights and visibility.
Less manual work Automation of contributions, reminders, transfers, and communication in one interface.
Overview and automated processes
With LiVvE, managers see their tasks and administration at a glance, spread across all their VvEs. Recurring member contributions, reminders, write-offs, and shifting reserves when people move run automated and integrated in one interface.
Many actions therefore no longer need to be carried out separately per VvE.
Processing documents automatically
We read scanned documents through text recognition. Supplier, invoice amount, invoice date, and the related VvE are picked out automatically and linked together, without anyone having to enter them by hand.
Especially with large document flows that saves time and reduces errors from manual entry.
One system for management and members
Alongside bookkeeping and automation, LiVvE also covers modules for member administration, damage reports, meetings, and document management. Managers and members use the same environment, with appropriate access per role.
Result
Lowering administrative burden structurally
As a result, LiVvE lowers the administrative burden structurally and stays workable for everyone involved in management.
Key takeaways
VvE management across hundreds of administrations needs domain knowledge and a tight rights model, not a generic CRM with a bookkeeping module.
OCR on scanned invoices and documents only creates value when supplier, amount, date, and VvE are linked reliably.
One portal for managers and members reduces fragmentation, provided roles and visibility are modeled well from the start.
Automating contributions, reminders, and transfers addresses the volume problem for property managers with many VvEs.
OUR WORK
