Guide for Property Managers

Getting Started

1. Go to the Nest dashboard in your browser.
2. Sign up with your Google or Apple account — or use email OTP.
3. Choose your role — select Hausverwaltung (property manager) when prompted.
4. Create your organization and invite your team.

Dashboard Overview

The Nest dashboard is designed for overseeing multiple buildings and tenants from a single interface:

• Dashboard Home — welcome flow for first-time users, overview stats for returning users
• Approvals — review tenant requests, contractor offers, and budget changes before they proceed
• Projects — track all renovation projects across your properties
• Properties — manage your multi-building portfolio, including per-property finances
• Finances — aggregated financial view across the portfolio
• Messages — communicate with tenants and contractors
• Team — delegate responsibilities to team members
• Settings — profile, language, and preferences

Managing Properties & Tenants

Add each building in your portfolio to get a centralized view of all maintenance and renovation activity:

• Add properties with address, building type, age, and size.
• Assign roles per property — Owner, Manager, or Tenant.
• Enroll tenants via QR code (they scan and join the right building) or by email invite — no manual account setup.

Approval Workflows

Nothing reaches the marketplace — or the books — without you. Three approval gates run through your inbox:

1. Tenant Requests

1. New maintenance requests appear in the Approvals section.
2. Review the tenant's photos, description, and AI analysis — and pick the target solution where options exist.
3. Approve the request to send it to contractor matching, or reject it with a reason.

2. Contractor Offers

On managed properties, an accepted offer first lands in awaiting approval. Review the offer (price, scope, contractor profile) and approve or reject it — in the dashboard, or with one click directly from the notification email via secure token links.

3. Budget Changes

During execution, contractors propose budget change orders. On properties you manage, you approve them on the owner's behalf: the project's Budget tab shows the request with plan-vs-delivered context and full change history. If a contractor records a decision made off-platform, you are notified and the decision is flagged in the audit trail.

Reviewing Invoices

Contractor invoices for your managed properties show up under "Invoices to review" on the property's Transactions tab:

• Accept an invoice to confirm it's in order.
• Dispute it with a reason — a disputed invoice cannot be marked paid until resolved.
• Track accepted invoices as cost entries with one tap — amounts convert into the property's primary currency.

Construction Oversight

You don't have to visit every site to know what's happening:

• Logbook — the contractor's daily site diary with photos and voice-note summaries; rates and amounts are redacted server-side.
• Milestones — follow progress with photo evidence across all running projects.
• Action items — open follow-ups per project with owners and due dates; overdue items surface themselves.
• Matching view — browse marketplace projects scoped to the properties you manage.

Tracking Projects

The Projects view shows all renovation work across your buildings:

• Filter by property, status, or project type
• View AI analysis results and contractor reports
• Monitor offers received and their pricing
• Track project progress from request through completion

Team Management

If your organization has multiple team members handling different properties:

• Invite team members to your organization by email.
• Delegate specific properties or approval responsibilities.
• Everyone works from the same dashboard with shared visibility.

Messaging

Communicate directly with tenants and contractors through project-scoped conversations. Share documents, photos, and coordinate logistics — all in one place.

Financial Tracking

Each property has a dedicated Finances tab with full budget and cost management:

Budgets

• Create Ongoing budgets for recurring annual costs (utilities, maintenance, property tax) — with a pre-built 10-category template.
• Create Project budgets for one-off renovations — with a template of 7 rooms × 9 trades (63 budget lines).
• Link project budgets to existing Baubiber renovation projects for unified tracking.
• Add, rename, or remove budget lines as needed.

Cost Tracking

• Record expenses with amount, date, description, vendor, and payment method.
• When a contractor sends an invoice through the platform, link it to a budget line with one tap — amount, date, and vendor auto-fill, converted via the property's exchange rate.
• View a transaction log across all budgets, filterable by date, vendor, and budget. Cancelled invoices remove their cost entries automatically.

Financial Dashboard

• Overview tab — total budget vs. actual spent, per-budget breakdown with color-coded progress bars (green under 80%, amber to 100%, red above).
• Dual-currency support — set a primary currency for inputs and a dashboard currency for display, with a manual exchange rate.
• Portfolio view — see financial summaries across all your managed properties.

Collaboration

• Invite team members by email to view or edit a property's financial data (VIEWER or EDITOR role).
• Revoke access at any time. Owners keep full visibility of their property's finances throughout.

Notifications

Every event that needs you arrives in-app and by email: approval requests (with one-click approve/decline links), incoming invoices, budget change requests, project progress, and team activity. Activity emails can be toggled per channel in settings.

Settings

• Language — German, English, and Hungarian supported.
• Dark mode — toggle between light and dark themes.
• Support — reach us at hello@baubiber.com.

Planned Enhancements

These manager workflows are on the product roadmap:

• Cross-property analytics — spending heatmaps by building, issue frequency, contractor scorecards
• Preferred contractor lists — mark preferred contractors for faster future matching
• Receipt OCR — snap a receipt to auto-extract amount and vendor
• Recurring cost automation — auto-fill monthly costs like electricity or cleaning