Property managers juggle inspections, issue reports, deadlines, and documentation every single day. Paper forms, emails, and scattered photo folders waste time—and turn into risk during audits. Time for a smart, compliant workflow that frees your teams and delights residents. 🚀
🔎 Why now?
Transparency, speed, traceability—the three levers of modern property management. When evidence, reports, and decisions are documented in a structured way, you cut liability, speed up processing, and build trust with owners, boards, and tenants.
Typical hurdles:
- Inconsistent data capture (emails, paper, messaging apps)
- Photos & signatures spread across tools
- Reports assembled manually in Word
- Unclear storage in DMS/shared drives/cloud
- Time-consuming GDPR requests & disclosures
💡The Formtastic solution
Formtastic unifies forms, evidence, and documents into one end-to-end process—from capture to audit-proof storage.
- Modern web & mobile forms: standardized capture for inspections, issues, handovers, and checks
- Rich evidence: photos, signatures, timestamps, and location directly inside the form
- Automatic documents: generate Word or PDF reports in your brand—no copy & paste
- Smart handoff: send data and files to Google Drive/Sheets or via SFTP/FTP to your DMS/ERP
- GDPR & hosting in Germany: clear roles/permissions plus a clean audit trail
Result: fewer tool breaks, fewer errors, stronger evidence—and teams that get time back for real work.
🛠️ What it looks like in practice
Use case: Issue report → Report → Filing
- The caretaker submits an issue via a Formtastic form (property, unit, priority, trade, photos, notes).
- A PDF report with signature and timestamp is generated automatically.
- Via SFTP, the file lands in your DMS structure (e.g., /Properties/2025/…); a Google Sheet updates for status tracking.
- The owner receives an optional standardized email report—zero extra effort.
📈 Business impact—what you actually gain
- –40–60% handling time per case through standardized capture & auto-documents
- Fewer back-and-forths because all info incl. photos sits in one report
- Faster audits thanks to structured evidence and storage
- Happier residents & owners through transparent reporting
(Indicative values from comparable teams; actual results depend on process maturity.)
✅ Security & compliance first
- GDPR-compliant, data processed in Germany
- Role-based access for fine-grained permissions
- Traceability via logged submissions and documents
Stay in control during audits—from initial report to documented resolution.
🔗 Integrations that matter
Formtastic fits your existing stack:
- Google Drive & Google Sheets for collaboration and status tracking
- SFTP/FTP for audit-proof archiving in DMS/ERP
- CSV/Excel import/export for reporting and analysis
🚦Go live in short time
- Kick-off (30 min) – map processes & pick templates
- Build forms – drag-and-drop with sample fields
- Style documents – logo, layout, mandatory details
- Set up storage – SFTP/FTP targets, Google folders, permissions
- Go-live – onboard team, share dashboard, start capturing
🌟 Field-tested best practices
- Standardize fields & labels (e.g., trade list) to keep analytics clean
- Use mandatory fields sparingly but wisely for evidence (photo, signature, timestamp)
- Automate documents instead of manual writing—saves time and prevents errors
- Define filing rules: clear folder logic per property/year/case
- Track KPIs: cycle time, SLA adherence, open issues
Ready, set, digital! ✨
Formtastic turns paperwork into scalable, audit-ready processes—for property managers who think ahead. 🏢💙