Create utility bills in 5 minutes with property management software.
Every line item traceable, every distribution key documented: Estate Pilot builds a Nebenkostenabrechnung tenants understand and accept — in 5 minutes, as a finished PDF, sent securely.
Estate Pilot is launching soon · Reach out to be notified
Built for property managers in Germany · DSGVO-ready
Everything in order. Nothing in the way.
Managing properties shouldn't mean juggling files, emails, and sensitive data. Keep everything organized — and share it safely.
The Nebenkostenabrechnung. Done in 5 minutes.
Pick a property, set the period, assign your costs — Estate Pilot allocates every line by floor area, persons, or consumption, builds a finished PDF statement for every tenant, and sends it automatically. What used to take a weekend is done before your second coffee.
| Unit | Tenant | Period | Total Costs | Prepayments | Balance | |
|---|---|---|---|---|---|---|
| EG links | Familie Weber | 01.01.2024 – 31.12.2024 | €2,894.30 | €2,640.00 | €254.30 | Download PDF |
| EG rechts | M. Krause | 01.01.2024 – 31.12.2024 | €1,753.80 | €1,860.00 | −€106.20 | Download PDF |
| 1. OG links | S. Öztürk | 01.01.2024 – 31.12.2024 | €2,201.75 | €2,160.00 | €41.75 | Download PDF |
| 1. OG rechts | Familie Yilmaz | 01.01.2024 – 31.12.2024 | €2,340.20 | €2,100.00 | €240.20 | Download PDF |
| Summary | Total €9,190.05 | |||||
Just ask. The assistant answers.
Your Estate Pilot assistant knows your billings and the rules of German property management. Ask a question in plain language — the answer comes back in seconds, grounded in the real figures from your own data.
Ask "Who owes a surcharge, who gets a refund?" — the assistant pulls cost lines, distribution keys, and per-unit balances straight from your billings. No digging through tables, no asking the team.
Distribution keys, the Betriebskostenverordnung, why a billing can't be finalized yet — the assistant explains the rules of German property management like an experienced colleague, available around the clock.
For the 2024 utility billing (Hauptstraße 12):
Three units owe a surcharge, one receives a refund. Every figure comes straight from your billing.
Share documents, safely by default.
Sensitive details like Kundennummer, IBAN, and addresses are hidden automatically. Originals stay private. Tenants receive a safe version.
- 01 Automatic redaction
- 02 Originals kept private
- 03 No manual editing. No risk.
Manage every document with ease.
Upload invoices, contracts, and reports. Organize by property, unit, and tenant. Always know where everything is.
- 01 Unified library for every file
- 02 Property · Unit · Tenant structure
- 03 Search that actually finds things
A quiet overview of everything.
Manage all properties in one place. Assign tenants to units. Keep a clear overview at all times.
- 01 All properties, one workspace
- 02 Assign tenants to units
- 03 Clarity across your portfolio
Give tenants calm clarity.
Tenants access what they need, anytime — with full transparency and no exposure of sensitive data.
- 01 Anytime document access
- 02 No email back-and-forth
- 03 Transparency without exposure
Every contract, invoice, and report — one place.
Estate Pilot organizes your documents like a calm, well-kept archive. Search, scroll, and find what you need in seconds — across every property and unit.
Four steps. Nothing fiddly.
Upload a document
Drop any invoice, contract, or report into Estate Pilot.
Sensitive data is blurred
Addresses, IBAN, Kundennummer — hidden automatically.
Original stays private
Your records remain untouched, safe in your vault.
Tenant gets a safe version
A clean, share-ready document — ready when they need it.
Designed with DSGVO in mind.
Only the right people see the right information — always. Redaction by default, originals locked away, and a clear audit of what was shared and with whom.
The quiet difference it makes.
Never share sensitive data by mistake
Redaction runs automatically — your default is safe.
Reduce manual work
Stop editing PDFs by hand. Estate Pilot handles it.
Keep tenants informed
One source of truth, accessible any time.
Stay organized without effort
Structure that scales from 5 to 500 units.
Frequently asked.
01 What is Estate Pilot?
Estate Pilot is property management software for landlords and property managers in Germany. It produces the annual utility bill (Nebenkostenabrechnung) as a finished PDF per tenant in about 5 minutes, keeps every property document in one vault with automatic redaction of sensitive data, and gives tenants a secure portal — GDPR/DSGVO-compliant and hosted in the EU.
02 Which distribution keys can I use for utility billing?
You can allocate costs by floor area, number of persons, or consumption. Estate Pilot documents the selected distribution key for each cost line in the utility statement.
03 What data does Estate Pilot hide automatically?
Estate Pilot detects and blurs common sensitive fields — addresses, IBAN, Kundennummer, phone numbers, and personal identifiers — before a document is shared. You can review the redaction before sending.
04 Does the original document ever leave my vault?
No. Originals stay in your private vault. Only the redacted, share-safe version is delivered to tenants or third parties.
05 Is Estate Pilot DSGVO / GDPR compliant?
Estate Pilot is designed with DSGVO principles at its core: data minimization, purpose limitation, and access control. Hosting is EU-based.
06 Can I invite my tenants?
Yes. Tenants receive a simple, password-protected space where they can view the documents relevant to their unit — and nothing else.
07 Can property managers securely manage and share digital lease agreements and utility statements (Nebenkostenabrechnung)?
Yes. Estate Pilot allows property managers and landlords to organize and share lease agreements, utility statements, and maintenance reports securely. Tenant access is strictly limited to their specific unit, ensuring complete privacy.
08 Where is my property management data hosted and stored securely?
All data is securely hosted in ISO 27001 certified data centers in Germany and Europe. We utilize state-of-the-art encryption protocols to protect your files both at rest and in transit.
09 Does the system support automatic role-based access control for landlords and tenants?
Yes. Estate Pilot features built-in role-based access control (RBAC). Admins and Landlords can manage properties, process billing, and view all records. Tenants are strictly restricted to a clean document portal showing only files explicitly shared with them.
010 When does Estate Pilot launch?
We're putting the finishing touches on the product. Reach out and we'll let you know the moment we open access.