Case Study: Kremp Property Management

Hausverwaltung Kremp GmbH has been managing special property owned by private individuals as well as the real estate of medium-sized and large condominium owners' associations in and around Stuttgart for more than 35 years. In doing so, it relieves owners and at the same time ensures that the houses are kept in top condition. In total, the company manages around 1,100 units in around 120 properties.

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challenge

Hausverwaltung Kremp GmbH receives between 400 and 500 letters a month. The majority of these are invoices. There are also contracts, insurance policies and letters from tenants or owners.

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Receives between 400 and 500 letters a month that had to be processed in the home office

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In order for property managers to be able to process incoming mail in their home office, the company first took care to scan the letters themselves and then forward them. This took around one to two hours a day, which they wanted to save.

Another concern was to present itself as an attractive employer with modern, digitized processes in order to attract new employees.

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requisition

The incoming mail should no longer be received in paper form by Kremp property management, but should be processed by a service provider under strict ISO-certified security measures and then made available as PDF files on a daily basis on a dedicated platform in the cloud or automatically by e-mail. The mail should then be automatically distributed to the responsible property managers.

To ensure this, it was necessary to generate the name of each PDF file from the object name, the sender and the document type. In addition, all documents following digitization should be destroyed in accordance with the Federal Data Protection Act.

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solution

Caya has set up forwarding at Deutsche Post and has since received incoming mail from Kremp property management at one of its scan centers. Here, as a service provider, Caya processes the letters, including automated opening, preparation and scanning. Further steps are also being prepared through text recognition (OCR) and AI-driven extraction of data.

Kremp property management then receives the inbox by e-mail as full-text, indexed PDF files. Full-text PDF files can be searched for, among other things, all keywords they contain.

The names of the PDF files include the object name, the sender and the document type.

The company has stored rules in Outlook according to which the emails, including the attached PDF files, are automatically forwarded to the responsible supervisor based on the object name in the file name.

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Full-text, searchable PDF files instead of letters. Access PDF files from anywhere

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upshot

The time savings Kremp property management has achieved by digitizing its letter mail is particularly evident when it comes to invoice management. Previously, employees had to handle every paper bill — from receipt to verification, recording and payment to filing — an average of six times. That is no longer necessary today.

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Saving time and accessing letter content from anywhere. No need for time-consuming and annoying manual scanning anymore.

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In addition, when it comes to warranty issues, employees no longer have to search the paper archive for old invoices, but can access them directly from their workplace. All digitized letters are stored in an audit-proof manner and are also archived in the Caya Document Cloud.

The employee, who previously spent many hours scanning letters and forwarding them to the responsible property manager, can now dedicate herself to value-adding activities instead of time-consuming paperwork.

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