Step-by-step guide to digitalising existing management
Digitalising existing property management involves 4 steps: scan your paper documents, import them into dedicated software, configure each property and tenant, then activate automations (receipts, indexation, reminders). Allow 2 to 4 hours per property for the initial setup.
The migration from paper to digital management follows a logical sequence:
- Inventory your documents: gather all leases, inventories of fixtures, receipts, insurance certificates and tenant correspondence
- Scan and upload: digitise paper documents and import them into the chosen platform
- Configure properties: enter property details, lease terms, rent amounts, indexation parameters
- Set up tenants: create tenant profiles with contact details and payment history
- Activate automations: enable automatic receipts, indexation calculations and payment reminders
Essential documents to digitalise
Prioritise these documents for each property:
- Current lease agreement (including all annexes)
- Entry inventory of fixtures (with photos)
- Recent receipts (last 12 months minimum)
- Indexation history (original index, current index)
- Insurance certificate (landlord insurance)
- EPC certificate
- Payment history (bank statements showing rent payments)
Start with your most recent lease. Once you are comfortable with the process, work through older properties. Most platforms allow gradual onboarding rather than requiring everything at once.
Common challenges and solutions
Incomplete records: if you have missing documents, contact your tenant or the registration office (MyRent) to obtain copies of registered leases.
Mid-lease indexation data: if the lease has been running for years, you need the original base rent and original health index. These can be found on Statbel.
Multiple properties in different regions: choose software that handles all three Belgian regions’ requirements simultaneously, such as different lease templates and indexation restrictions.
Regional specifics
Brussels-Capital Region
Brussels properties require the EPC certificate and compliance with the indicative rent grid under the Ordinance of 27 July 2017. Ensure these are included in your digital files.
Wallonia
The Decree of 15 March 2018 requires specific annexes. Verify that all mandatory documents are uploaded during migration.
Flanders
The Flemish Housing Rental Decree of 9 November 2018 requires Dutch-language documents. Ensure bilingual versions are available in your digital archive.
GDPR (Regulation 2016/679) applies to tenant data storage. Ensure the chosen software complies with data protection requirements and stores data on EU servers.