S-Files IMMO
The lease, the minutes or the handover report for any unit
S-Files IMMO organises the vault around the property and the unit. Your property managers find the right document, whether they are at the agency or out in the field.
Everyday life before S-Files
What we hear most often
These situations come up in almost every organisation we meet.
The move-out handover report that never makes it back to the file
The report is signed on site and the photos stay on the property manager’s phone. Three weeks later, a deduction from the rent deposit has to be justified.
Spring is service charge season
Heating, caretaking and maintenance invoices have to be gathered for every property. They are scattered between the binder, the server and the inbox of a colleague on holiday.
The owners’ meeting decision nobody can find
A co-owner asks what was decided on the roof renovation four years ago. Someone has to go through several years of minutes.
The lease that exists in five versions
Between the original contract, the indexation amendment and the subletting agreement, nobody dares say which version is in force.
S-Files IMMO
What changes once it is in place
The whole unit on a single screen
Lease, amendments, handover reports, insurance claims and maintenance contracts are linked to the flat and to the property. A staff member taking over a portfolio can answer queries from day one.
Field work with no trip back to the office
During a visit, the property manager opens the move-in handover report on their phone, photographs the damage and files it under the right unit.
Owners get their documents without email
The Hubshare portal gives owners access to their statements and documents, branded in the agency’s colours.
Service charge statements prepared as you go
Maintenance invoices arrive already linked to their property. Statement season stops being a hunt for supporting documents.
One authoritative version of the lease
Version history does away with duplicates. The current contract and its amendments can be read in order.
The documents S-Files IMMO handles:
- Leases and amendments
- Handover reports
- Condominium ownership minutes
- Service charge statements
- Maintenance contracts
- Insurance claim files
- Plans and regulations
- Tenant correspondence
Day to day
What changes in the working day
- A tenant calls and you open their lease during the conversation.
- The property manager records damage on site, photo included.
- A co-owner finds the decision voted on four years ago.
- Maintenance invoices arrive already linked to their property.
- An owner views their statements in their portal, without writing to you.
The filing principle
A vault built around properties and units
Documents are filed by property and by unit. A single document can relate to a flat, the property it is part of and its owner: it appears in all three views without being copied.
What comes on top of the core
Modules often chosen in real estate
S-Files on M-Files
The M-Files document foundation, preconfigured for each industry. Your documents are described by what they are, not by where they are stored.
- Filing by metadata rather than by folder tree
- Native integration with Microsoft 365 and Google Workspace
- Access rights, versions and a change log
S-Files DEMAT
Paperless processing of incoming documents, from scanning to posting in the accounts, with automatic reading of their content.
- Text recognition (OCR) on scanned documents
- AI-assisted extraction of amounts and references
- Approval workflows with tasks, deadlines and statuses
Hubshare portal
A secure space for exchanging documents with your clients and external partners, in your company’s colours.
- Your clients upload and view their documents without email
- Access rights follow those defined in M-Files
- Legally compliant archiving and qualified signatures with Swisscom Trust Services
Frequently asked questions
What we are asked in real estate
Our property managers work on tablets. Can it be used in the field?
Yes. M-Files works on phones and tablets, with the same search as in the office. A document photographed on site is filed under the right unit straight away.
Can we give owners access?
That is what the Hubshare portal is for. Each owner sees only their own units, and the space carries your agency’s colours.
What about our current property management software?
It stays in place. M-Files connects to it so that the unit record and its documents work as one. We look into the connection before making any commitment.
Get in touch
Talk to us about your portfolio
Tell us how many units you manage and how your documents circulate today. We will call you back to discuss it.