For Real Estate & Property Management
Capture handovers, meter readings and damage on site
— without paper or retyping.
Document apartment handovers, meter readings, damage reports and inspections right at the property. Photos, meter readings and signatures from tenant and landlord stay with the right record — and the finished PDF is automatically sent to your property management office.
A digital workflow built for property management.
You capture the inspection on site, Formtastic takes care of the rest: report, PDF, handover to the office. Your existing software stays as it is.
Choose a digital template
Create your own template or digitize an existing report and adapt it to your properties.
Complete it at the property
Capture rooms, defects, meter readings, keys, photos and signatures right in the apartment — even with no signal in the basement.
Submit complete documentation
Required fields automatically check that everything is complete — no second visit because a signature or meter reading is missing.
Finished report
PDF/Word, Excel, email, Google Drive/Sheets, SFTP/FTP or webhook — without retyping anything in the office.
The apartment has been handed over. The report is far from done.
Reports on paper, defect photos on the caretaker’s phone, meter readings on a slip of paper — later, the office has to piece everything back together.
Scattered everywhere — nothing at hand
- Paper reports in folders and vehicles
- Defect photos spread across different channels
- Meter readings typed into Excel later
- Different report versions for each employee
Centralized and consistent
- Create and manage reports centrally
- The same template for every property and employee
- Photos, meter readings and signatures in one record
- Finished PDF sent automatically to the office and the tenant
Your existing reports — digital and customizable with drag & drop.
Bring over the handover reports, checklists and orders your company already uses, and adapt them to your properties and workflows in the Form Designer.
Edit form template
Three hand-picked templates for real estate & property management to get you up and running fast.
Start with a proven template and tailor it to the way your company works.
Handover Protocol
Rooms, defects, meter readings and keys at move-in and move-out — signed by tenant and landlord.
View preview →
Meter Reading
Electricity, water and gas with location, meter number, previous and current reading — including a photo.
View preview →
Maintenance Order
Record damage with a photo, priority and requested date, and commission the work straight away.
View preview →We’ll set up your first template for free.
Send us the handover report, inspection checklist or paper, PDF or Word form you already use. We’ll recreate it in Formtastic and get your first template ready for your team to use.
From ready-made templates to forms built around your properties.
Use a ready-made template as your starting point or build your own form. These examples are just a snapshot of the workflows Formtastic can support in property management and housing.
Apartment handover at move-in and move-out
Rooms, defects, meter readings, keys and both signatures in one report.
Record meter readings
Electricity, water and gas with a photo of the meter — as Excel for further processing.
Damage report & maintenance order
Record damage with a photo, priority and requested date, and commission the work.
Property inspection & defect list
Check stairwells, outdoor areas and building services against a checklist and record defects with photos.
Building inspection & construction report
Sign off contractors’ work and document progress and deviations with photos.
Smoke detectors & caretaking
Document recurring checks and caretaker tasks in a consistent way.
Explore more templates — or build a form that’s entirely your own.
Browse more templates, for example the handover protocol, the digital checklist and the repair order. If none fits your workflow exactly, create your own in the Form Designer.
Property managers and building service providers rely on Formtastic
Personal setup, hands-on support — with your data hosted in Germany.
“Even during onboarding, it was clear how versatile and user-friendly Formtastic is. It noticeably makes our day-to-day work easier.”
What property managers want to know before getting started.
The essentials before you get started. If there’s anything else you’d like to know, our team is happy to help personally.
Do the forms work offline, for example in a basement?
Yes. Forms can be completed on a mobile device without a stable internet connection and synchronized later. That’s especially important when reading meters in basements, underground car parks or new buildings.
Does Formtastic replace our property management software?
No, and it isn’t meant to. Formtastic focuses on capturing data on site: handovers, meter readings, damage and inspections. The results reach your office as PDF, Word or Excel by email, Google Drive/Sheets, SFTP/FTP or webhook, where they can be processed further.
Learn more in our guide Compliance & Documentation in Property Management.
Which devices does Formtastic work on?
Formtastic is designed to keep the office and on-site teams working together without any specialist hardware.
In the office (web access): Create and manage forms on a PC or Mac using your regular web browser. There’s nothing to install.
At the property (mobile app): Staff and caretakers complete forms in the Formtastic app on a smartphone or tablet — available for iOS in the App Store and Android on Google Play. It works on standard smartphones as well as rugged tablets.
Can tenant and landlord sign directly on site?
Yes. The handover protocol includes signature fields for both the tenant and the landlord. Signing takes place directly on the smartphone or tablet, and the PDF can then be sent automatically by email.
Can we keep using our existing reports?
Yes. Existing paper, PDF or Word forms can be recreated digitally in Formtastic. Or start with a Formtastic template and adapt it to your workflow with drag & drop. Or let ChatGPT or Claude create the template for you by chat.
If you’d rather skip the setup, we can do it for you: send us your existing report as a PDF, Word file or photo, and we’ll set up your first template for free, ready for your team to use.
How secure is tenant data with Formtastic?
GDPR compliant and stored entirely on servers in Germany, with encrypted transmission (TLS). Your data is never shared with third parties.
What information can staff capture in a form?
On site, your team can capture text and numbers, selections, checklists, dates and times, working hours and durations, photos, digital signatures, drawings, location data, barcodes and QR codes, as well as transcribed audio input.
You can also use lists, tables, groups, repeatable groups and many other structural and input elements — and much more.
Can our staff work in their own language?
Yes, on every plan. In the Form Designer you add more languages to your template and enter your own translations. Your staff switch to their language when filling in the form, while the finished PDF still arrives in your company language. More on multilingual forms.
Are the templates free, and what does Formtastic cost after the trial?
Yes. You can try all templates with your team free for 14 days, with no obligation. Creating a Formtastic account takes less than two minutes, and no payment details are required.
If you choose to continue afterwards, plans start at €24 per month, can be cancelled monthly and come with no hidden setup fees. Pricing scales transparently with the number of active users on your team. See the full overview on our pricing page.
The report should be finished when the handover is.
Start with a ready-made template for real estate & property management or digitize the report you already use.
14 days free · no long-term contract · personal support to get you started