1. Daily operations
- Can I see every unit's status on a floor plan, and how does that floor plan get in?
- Do website bookings automatically become customer, reservation and contract?
- Do reservations have an expiry date, and can I see which ones are about to expire?
- Is there one queue for move-ins and move-outs with checklist, access and payment status?
- Can I split, merge and bulk-edit units?
2. Billing, payments and collections
- Which payment rails are supported, and are payments matched to invoices automatically?
- How do I see the age of open amounts?
- Can I send reminders and account statements in batches?
- Can I send business invoices as e-invoices, for example via Peppol?
- How do rent increases work for existing tenants?
3. Access
- Which access systems are connected, and what exactly can those integrations do?
- Is access switched off automatically on termination or an unsigned contract?
- Can I decide whether and when payment arrears block access?
- Is every access action logged, with its result?
- Can tenants open the gate or invite someone from a customer portal?
4. Data and integrations
- Can I export my full dataset myself, without a support ticket?
- Is there an API, and can I create endpoints myself?
- Can I query my own data, for example with SQL?
- Which accounting, payment and access systems does it connect to?
- What happens to my data if I leave?
5. Permissions, audit and security
- Can I set permissions per role and per facility?
- Does the audit log record who changed what, when and why?
- Does a critical change, such as an access exception, require a reason?
- Does it support single sign-on, such as Microsoft?
- How does AI handle my data, and can AI change anything by itself?
6. Partnership and future
- Do I get a dedicated contact, or an anonymous ticket system?
- How can I request functionality myself, and what happens with it?
- How does switching from my current system work?
- In which languages does the system talk to my tenants?
- Where is the roadmap, and what is on it?
How to use this checklist
Take the questions to every demo and ask the vendor to show the answer in the software, not on a slide. Ideally, use your own situation: one of your own floor plans, a real case of arrears, a real access integration.
