Tasks you can automate with property management software
The main automatable tasks are: monthly receipt sending, annual rent indexation calculation, payment reminders, tax document generation, lease expiry notifications and bank reconciliation via open banking. These automations save 5 to 10 hours per month for a typical landlord.
Property management involves many repetitive tasks that are ideal candidates for automation:
- Rent receipts: generated and sent automatically each month to each tenant
- Rent indexation: calculated using official Statbel health index with tenant notification
- Payment tracking: automatic detection of incoming payments via open banking
- Late payment reminders: triggered automatically after a configurable grace period
- Tax reporting: annual income and expense summary for tax declaration
- Lease milestones: notifications for lease expiry, triennial revision dates and notice periods
How to set up automations
Setting up automations in property management software typically involves:
- Configure your property: enter the lease details, rent amount, indexation parameters
- Enable receipts: choose the sending date and format (email, PDF)
- Set indexation: enter the base rent, start index and anniversary date
- Connect your bank: enable open banking for automatic payment detection
- Configure reminders: set the grace period and reminder frequency for late payments
Start with receipt automation and payment tracking — these provide the most immediate time savings. Add indexation and bank reconciliation once you are comfortable with the platform.
Time savings per task
| Task | Manual time | Automated time |
|---|---|---|
| Monthly receipt (per tenant) | 10-15 min | 0 min |
| Annual indexation | 30-60 min | 0 min (auto-calculated) |
| Payment tracking | 30 min/month | 0 min (auto-detected) |
| Late payment follow-up | 15-30 min/incident | 5 min (auto-reminder sent) |
| Tax preparation | 3-5 hours/year | 30 min (auto-export) |
For a landlord with 3 properties, total annual time savings exceed 60 hours — equivalent to more than a full work week.
Regional specifics
Brussels-Capital Region
In Brussels, automations must account for EPC indexation restrictions under the Ordinance of 27 July 2017. The software should automatically apply the correct restriction based on the property’s EPC label.
Wallonia
In Wallonia, the Decree of 15 March 2018 imposes similar EPC restrictions. Automated lease templates must include Wallonia-specific mandatory annexes.
Flanders
In Flanders, the Flemish Housing Rental Decree of 9 November 2018 requires Dutch-language communications. Automated receipts and notifications must be generated in Dutch for Flemish properties.
Automated receipts have the same legal value as manual ones under Belgian law. The landlord remains legally responsible for the accuracy of indexation calculations, even when performed by software.