Case study · advita / Zusammen Zuhause
Regular operation in 3 months.
Takeover of the complete management of around 70 care and assisted living locations, including financial accounting, case management and the deposit portfolio.
The properties
Listed building, new build, care: one portfolio.
From a listed former post office to a new build with a balcony on every apartment: the portfolio is as diverse as the processes it needs.
Around 70 care and assisted living locations, taken over together on a single cut-off date.
Takeover · Day 1 – 90
From signature to regular operation.
Three steps in three months, alongside full day-to-day business and the handover of documents. At the end, management runs fully live.
1
Day 1 – 14
Preparation
Two weeks to set up data, mailbox and accounts.
- Day 1
MilestoneManagement agreement signed.
- Day 7
Master dataAll master data has been cleansed and transferred into our data structure: properties, buildings, units and tenancy agreements, set up in the management system.
- Day 8
CommunicationMailbox live. In the first week around 700 emails and cases come in, plus many calls. At the same time, incoming invoices are pre-sorted.
- Day 13
AccountingA dedicated bank account has been set up for every property.
2
Day 15 – 49
Integration
Rents keep coming in while the migration runs in the background.
- Day 17
ReviewA task force assembled at short notice reconciles all rent charges by hand. Everything matches to the cent, no payment remains unexplained.
- Day 42
ArchiveAll documents arrive with us via data transfer. By the next day they are in the digital archive, viewable by everyone with access.
3
Day 50 – 90
Go-live
The project becomes regular operation: accounting and payments run live.
- Day 50 – 56
AccountingFirst live DATEV export to financial accounting: booking batches as well as debtors and creditors.
- Day 51
MilestoneFirst SEPA direct debit collection across all tenants. The biggest milestone of the entire takeover.
- Day 61 – 90
ProductReporting runs automatically: occupancy, vacancy rate, move-ins and move-outs and cost centres.
Automations & developments
Tailor-made for the client.
Where available software reaches its limits, we build our own: tailored to the client's processes.
Personalised DATEV export
Every booking lands automatically on the correct advita cost centre, neatly prepared for financial accounting. Verifiable for both sides via checksum and running without a single failure since the first run.
live since day 50
Digital tenancy agreement
Modelled on the client's letting process: property presentation, unit selection by type of use, graduated rent and documents per person. The on-site care team concludes contracts directly in digital form.
launched in month 5
Reporting & dashboards
Occupancy, vacancy rate, move-ins and move-outs and cost centres updated daily in the portal, plus a movements dashboard. Fully replaces the manual analysis. Additional reports on request are delivered within a few hours, and have been from the start.
automated since month 3
One data foundation
Master data and accounting run in a closed loop. We checked all 13,000 rent charges of the first month before the first direct debit collection, and the data arrives in the client's financial accounting exactly as usual.
checked before the first collection on day 51
Digital archive
All transferred documents are kept in one archive, released for reading to everyone involved as soon as they are transferred.
live since day 43
Deposit ledger
The entire deposit portfolio is recorded in a structured way, with clear rules for collection, retention and payout, a weekly bank export and automated workflows.
live in the first year
Voices
From the project.
Maximilian Werner
CTO
With regular operation, the real work was only just beginning. Since day one we have been developing further together with advita: from the digital tenancy agreement to individual reports. Every solution grows out of a real process on site.
“Our collaboration with advita was built on mutual trust from the very beginning. We wanted to repay that advance with results: with a takeover that went smoothly for the residents, and with a management service both sides can rely on every day.”
“After 25 years in operations, I know that in senior living, reliable processes and clear communication count more than anywhere else. Residents, relatives and on-site teams have to be able to rely on them. That was especially important to us from the very beginning.”
And your portfolio?
We show you in detail how we can create added value in your portfolio.
Your point of contact
Moritz Aepfelbacher
CEO