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ImmoAktas is software for service charge statements (Nebenkostenabrechnung) for rented flats in Germany, in the browser (the iPhone and Android apps follow after store review). You photograph your bills, ImmoAktas reads the amount, period and cost type, works out every flat to the day and produces a statement for each tenant, with the calculation behind every figure.

For private landlords with a single owner-occupied flat they let out, just as much as for portfolios with hundreds of units. You set the billing period, allocation keys and team roles per property.

The address, your flats with their floor area, your tenants with move-in date and monthly advance payment, and the year’s bills. The yearly checklist shows you what is still missing. Floors (attic, upper floors, ground floor, basement) can be added or removed after you have created the house.

Yes. Upload the bills from earlier years and ImmoAktas assigns them to the right period. If the statement deadline has already passed, the app tells you: you can then usually no longer claim a balance due, but you still have to pay out a credit.

Yes, and it costs nothing: your first flat is free for good. You enter the items of the service charge account from your owners’ association (typical ones are filled in), ImmoAktas works out your share, passes on what can be passed on and keeps items such as management fees and the maintenance reserve with you.

No. ImmoAktas turns the applicable rules (BGB, BetrKV, HeizkostenV, CO2KostAufG) into calculation rules and reminds you of deadlines. In a dispute it does not replace advice from a lawyer, a landlords’ association or a tenants’ association.

As a photo with the app, or as a PDF or image upload in the browser, several at once if you like. A multi-page PDF stays one bill, and duplicates are detected and flagged.

ImmoAktas reads the sender, period, amount and cost type and flags fields it is unsure about. You confirm every bill before it goes into a statement and can change any field. Nothing is posted without your confirmation.

They are split to the day. Example: a buildings insurance policy of €1,540.00 runs from 1 October 2025 to 30 September 2026. 92 of 365 days fall in 2025, so €388.16, and the remaining €1,151.84 belong to 2026.

Only operating costs listed in § 2 of the German Operating Costs Ordinance, and only if the tenancy agreement says so. Management costs, repairs and maintenance, bank charges and, since 1 July 2024, cable TV fees cannot be passed on. ImmoAktas assigns every cost type and marks what you bear yourself.

No. Since 1 July 2024 cable TV costs can no longer be passed on as operating costs. You mark such items as not recoverable and they stay out of the allocation.

Yes, as a manual item with a reason, for example garden work you do yourself. You may charge your own work at what a specialist firm would ask, but without their VAT.

No later than twelve months after the end of the billing period. For the calendar year 2025 that means by 31 December 2026. What counts is when it reaches the tenant, not when you send it. After that you can usually no longer ask for a balance due.

No problem. You set the start per property, for example 1 July to 30 June. ImmoAktas splits every bill to the day across the periods. A period may be twelve months long at most.

Whatever the tenancy agreement says applies. Without an agreement, costs are allocated by floor area, and costs with measured consumption by consumption. Persons (for example for waste) and units (for example for servicing) are also common. ImmoAktas shows which key applies to each item.

Every tenant only pays for their own days. If one tenant moves out on 30 April and the next moves in on 1 May, the first bears 120 of 365 days and the second the remaining 245. Both get their own statement with their own advance payments.

You, the landlord. Vacancy must not be spread over the other tenants. ImmoAktas shows the vacancy costs as a separate line for the landlord.

Under the German Heating Costs Ordinance: 50 to 70 % by measured consumption, the rest by floor area. If you bill without measuring consumption, the tenant may cut their share by 15 %. If required remote-readable devices or the monthly consumption information are missing, it is 3 % each. You import the figures from your metering company.

Using the 10-step model of the German CO2 Cost Allocation Act. What matters is the CO2 output per m² of living space per year: below 12 kg the tenant pays everything, from 52 kg the landlord bears 95 %. ImmoAktas works out the step from the fuel bill and shows it in every statement.

Tenants can deduct 20 % of the labour costs included from their income tax, up to €4,000 a year for household services such as stairwell cleaning and up to €1,200 for tradespeople. ImmoAktas shows the labour share separately in every statement.

Yes. You override it and give a reason. The calculated figure stays visible and the landlord bears the difference. Finalised statements can only be changed with a correction statement.

You, your caretaker or your tenants enter them in the app, ideally with a photo as proof. ImmoAktas checks whether the reading is plausible, and you confirm tenant readings with a tap.

Read them at every change of occupant, ideally straight into the handover report. For heating and hot water the Heating Costs Ordinance requires an interim reading. If that is not possible, heating is split by degree days and hot water by time.

Heat and hot water meters and heat cost allocators installed since 1 December 2021 must be remote-readable. Older devices must be retrofitted or replaced by 31 December 2026. Otherwise the tenant may cut their heating cost share by 3 %.

ImmoAktas shows missing readings in the yearly checklist, and you request them from your tenants with one click. If a reading is missing on the exact cut-off date, the app interpolates between two readings and marks the figure as estimated. For heating costs the Heating Costs Ordinance sets out the permitted substitute methods.

The main water meter almost always shows more than all flat meters together, because of shared use and measuring tolerances. ImmoAktas calculates the difference and allocates it by the agreed key, for example by floor area.

ImmoAktas is free for tenants. Every tenant only sees their own flat, their statements and the bills behind them.

Every tenant only sees their own flat: the tenancy agreement, the documents you share with them, and their statements with the bills for their items. They do not see other tenants’ names, payments or consumption.

No. You can also deliver statements as a PDF by post, or by email if your tenant has agreed. Tenants without the app sign in to the tenant portal with an emailed link whenever they need to.

If all housemates have signed the tenancy agreement, the flat share gets one joint statement. If a housemate changes, the agreement carries on and ImmoAktas records the change with its date.

Until the end of the twelfth month after they received the statement. In the tenant app they ask questions directly about an item, and you answer in one place.

No. For the statement only the number of people from a date counts, for example four instead of three from 15 September. That keeps your tenants’ data to a minimum.

You import your bank statement as CSV or CAMT.053, ImmoAktas assigns the payments to your tenants and compares them with what is due. You see arrears straight away.

Yes. After a statement, landlord and tenant may adjust the advance payment to a reasonable level by written notice. ImmoAktas suggests an amount.

In principle when the statement is received, but the tenant may take a reasonable time to check it. A payment period of around 30 days is usual.

You pay it out, or offset it against the next rent if the tenant agrees. You have to pay out a credit even if your statement is late.

Yes. From an arrear you create a reminder or a formal demand with the open amount and a deadline in a few clicks. Whether and when you send it is up to you. Nothing is sent automatically.

Your first flat is free for good. Flats 2–10 cost €7.90 each per year, 11–25 €6.40, 26–50 €4.40, 51 and up €3.40. For 5 flats, for example, that is €31.60 a year. Every feature is always included.

Yearly in advance for the number of your flats. The first flat is always free and needs no payment details. You get an invoice by email every year and find all invoices in your account.

You pay for new flats pro rata to the end of your subscription year, to the day. Example: subscription year from 1 January, 3 flats of the first tier are added on 1 July: 3 × €7.90 × 184/365 days = €11.95. Fewer flats take effect at the next renewal.

In the settings under Subscription, yearly at the end of your subscription year. No cancellation letters, no call-backs. You can keep billing your first flat for free afterwards.

It stays readable and exportable: statements as PDF, tax figures as CSV, all data as a full export. You download bills one by one. You can delete everything yourself; statutory retention duties remain with you. Servers in Frankfurt.

Yes, with your billing address. No VAT is charged under § 19 UStG (small business scheme). The cost may be deductible against rental income. Your tax adviser can confirm that for you.

Yes, once the apps are in the stores. Payment and cancellation then run through your Apple or Google account, not through us. In the iPhone and Android app there are annual packages for 5, 10, 25 and 50 flats as in-app purchases. The app shows the price before you buy. On the web you pay the tiered price per flat.

Every flat or commercial unit that is billed in the subscription year. Parking spaces, garages and cellars do not count.

No. Every feature is included at every price, even for the free first flat: bill recognition, tenant app, heating costs, CO2 split, export.

Servers and database are in Frankfurt am Main. Bills are stored encrypted and can only be opened through short-lived signed links.

You, as the landlord, are the controller under the GDPR. ImmoAktas processes tenant data on your behalf. You receive the data processing agreement on request.

No. Bills are only sent to the AI provider with your consent, to suggest fields to you. You confirm every bill yourself. Your data is not used for training. Without consent you enter the figures by hand.

Yes, at any time as a full export with master data, bill data, statements and bookings, plus statements as PDF and tax figures as CSV. If your subscription ends, your data stays readable and exportable. The subscription can be cancelled yearly.

No. This website sets no cookies and uses no tracking. The web app only stores what is technically needed to keep you signed in.

In the app under More › Account & privacy, or in the web app under Settings › Data. Without the app you can also use immoaktas.com/konto-loeschen.