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Service companies

and housing community management
Resource optimization and team management software.
For maintenance companies.

years of experience with service companies

Automate activities, standardize the work process and optimize team size. TotalObserver is the No. 1 software in Southeast Europe for service companies.
Automatic bank statement processing enables clear distribution of payments by documents and billing monitoring, real-time analytics.

Key Benefits

Billing automation

TotalObserver enables automation of rent collection, service charge and other revenues. Downloaded statements are processed automatically, which in turn enables real-time monitoring of payments and reminders of debtors. Employees get an efficient tool to work with, and owners get process transparency.

Cost management

The software enables budgeting and tracking of spending. Establishing a system of approving payments and monitoring spending increases the effectiveness of the use of assets and has a positive impact on business profitability.

Business at glance

Through a set of custom reports, the software enables real-time business monitoring. Occupancy report, rent-roll, Tenant list, Debts aging, etc. are just some of the reports available for business monitoring. All reports are generated in real time and present the clear picture of your business’ state.

The number 1 asset management software in Southeast Europe

Establish a work process, focus process participants, define and automate their activities, and optimize team size. TotalObserver is the No. 1 asset management software in Southeast Europe.

TOTALOBSERVER FUNCTIONALITIES

TotalObserver features make doing your business straightforward.

Contracts

Contracts are the basis for engaging external companies and for monitoring of the contractual obligations’ accomplishment. Through this program, it is possible to monitor all important information, deadlines, financial obligations, payments, and delivery of services and goods. TotalObserver will inform you about important events, in order not to forget something.

Invoicing

TotalObserver automates invoicing using the data stored in contracts. All the documents are easily accessible and traceable, can be sent to clients by email or printed in a batch.

Collection tracking and bank statement allocation

Automatic processing of bank statements enables easy and fast allocation of payments to debts and expenses. For each payment the date of payment and exchange rate used in allocation are tracked and all data can be viewed in reports in real time, which offers insight into debt state and structure.

Debt warnings

Based on the debts which have exceeded their deadlines, the software automatically generates debt reminders and warnings, which are further printed or sent to the tenants electronically. TotalObserver automates the warning process and helps shorten the collection period.

Asset inventory

Asset inventory is the central place where the topology of the objects is entered and maintained: floors, spaces, equipment, installations, etc. The quantity of area (square footage) from the asset inventory is used for invoicing and this is also the place where it is possible to follow the rental history.

Budget

Budget is the basis for income and cost planning. The software allows easy planning of revenue and expenditure side in the upcoming period, sorted by different categories. The system further automatically monitors the realization on the basis of issued invoices and entered costs and automatically calculates the deviation from the planned.

Maintenance management

Properly and regularly maintained asset has a longer lifespan and brings the higher income. TotalObserver puts on disposal a range of tools and strategies for entering assets within an object, organizing internal and external maintenance by creating a maintenance plan, receiving corrective requests, and distributing work orders.

Price list and indexation

Price list is a place where the dynamics of the price changes the years ahead can defined and the complete history price changes from the beginning of the contract is kept. The price list is associated to the index and based on it, the software further applies the percentage of the index, calculates and generates the appropriate debts.

Document management

Integrated document management is a place to leave scanned or generated documents, logically linked to contracts, projects, assets, equipment, etc. Finding the required document and sharing it with team members or tenants is quick and easy, with full privilege control.

Exchange rates

Multi-currency work involves contracts in one currency and documents and payments in another currency. Continuous conversion and equalization of values by different currencies are automated in TotalObserver: the software pulls the exchange rate of the selected bank and adjusts all amounts according to a predefined scheme.

Group printing and sending

Printing financial documents is a demanding job. In addition to the ability to deliver documents electronically, via email, TotalObserver also allows group processing (control and printing) of all documents in a fast and secure way. It saves information whether the document was printed or sent, which speeds up this job many times over, while reducing the space for error.

Notifications

Let nothing be forgotten! TotalObserver informs the user about significant events through various forms of notifications and thus focuses him on his activities. Whether it is a warranty expiration, payment deadline overdue or contract expiration, the software will remind you on time that some action is needed!

Reception for visitor tracking

TotalObserver enables the establishment of reception with information about tenants within the object and their employees. When a visitor arrives, his personal data is entered, a visitor’s card is issued to him, the host he is visiting is selected (the employee from the tenant’s company), and the visit time is tracked.

Cost tracking

Tracking the spending of financial resources is of great importance, because it has a direct impact on profitability. TotalObserver allows you to enter costs, approve their payments and track actual payments. Expenses are categorized, linked to assets, expense contracts or work orders, and allocated to budget items.

Reporting

Reports in TotalObserver provide a detailed analysis of operational and strategic business indicators. For operatives, the reports provide a real-time state of events in detail or in summary. They provide managers with a set of tools necessary for the decision-making and strategic positioning of the company.

What do our users say about TotalObserver?

Off-the-shelf versions for different industries will satisfy even the most demanding organizations.

However, if you need a connection with the legacy software or with some equipment, process customization, or some custom development; we are at your disposal!.

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