LeistungsFixby UmlageFix
Property managersCondominium (WEG) managersFacility managersHousing companies
Coming soon · pilot phase 2026/27

Services checked.
Services tendered.

LeistungsFix checks the invoices and extra charges of your caretaking, cleaning and gardening contractors against the contract. And it drafts your next service specification so that every service can be verified later. Free of charge for property managers.

Join the pilotSee the tender clause
€0for property managers
§ 2 BetrKVrechargeable costs separated
2 PDFscontract and invoice are enough

Illustration with fictitious data

How it works

Two tools for one job: services that add up

Most disputes about extra charges and service charges start with an unclear contract. LeistungsFix works at both ends.

Check

Upload the contract or service specification and the invoice as PDFs. LeistungsFix compares every item and shows findings:

  • In the contract and billable separately
  • Charged separately, but already included in the flat fee
  • Performed, but not in the contract – extra charge without basis
  • Ordered, but not performed or less often than agreed (with UmlageFix records)

Tender

From the current contract, the findings or a short questionnaire per property, LeistungsFix drafts the new service specification:

  • Flat-fee and separately billed services clearly defined
  • Rechargeable and non-rechargeable costs separated (§ 2 BetrKV)
  • Intervals, seasons and winter service clearly set
  • Digital service records as a contractual duty

Upload

Contract and invoice as PDFs – also from contractors who do not use UmlageFix.

Match

The AI reads both documents and assigns every invoice item to the contract.

Findings

Green, amber, red per item – with the reference in the contract and the amount to clarify.

Clarify and tender

Send a query to the contractor, or sharpen the specification for the next contract.

LeistungsFix provides findings for review, not a legal assessment of contracts. Tender texts are drafts for you to check.

Together with UmlageFix

Your contractor records, you check – without paper

UmlageFix is the app for caretaking, cleaning and landscaping businesses. Every job is recorded on site with time, photos and task – split into rechargeable and non-rechargeable costs. LeistungsFix then matches not only the invoice but the jobs actually performed against the contract.

Property managerTenderSpecification with duty to keep recordsLeistungsFix
ContractorTake on the contractContract PDF into planning via AIUmlageFix
ContractorRecord on siteArrival, task, photo, departureUmlageFix
Property managerReceive recordsReport per property, annual report on 1 January*UmlageFix
Property managerCheckInvoice and jobs against the contractLeistungsFix

↺ The findings feed into the next tender.

Records in minutes

When a tenant disputes the service charge statement, the records per property are ready – split according to § 2 BetrKV.

Less exposure

Winter service with time and photo, stairwell cleaning per visit: verifiable records instead of paper notes.

No new software for you

Your contractors use UmlageFix; you receive the reports by email and check them with LeistungsFix in the browser.

For property managers

Free of charge for you

LeistungsFix is free of charge for property managers. If your contractors use UmlageFix, you also receive the records free of charge for 2 calendar years.*

€0 for property managers
Join the pilotVisit UmlageFix

* Applies if your contractors use UmlageFix; the contractor bears the cost of UmlageFix. Daily property reports and the annual report arrive with UmlageFix version 0.8. LeistungsFix is in preparation – we will share the pilot terms when you sign up.

Tender clause

How to get your contractors to keep verifiable records

Add the following clause to your next tender or contract renewal. It requires digital records for every job and names UmlageFix as an easy option – without excluding other systems. The clause is in German, as used in German contracts; an English summary follows below it.

Clause 1 – Service records and digital documentation (German original)

§ __ Leistungsnachweis und digitale Dokumentation

  1. Der Auftragnehmer dokumentiert jeden Einsatz digital und objektbezogen mit Datum, Ankunfts- und Abfahrtszeit, den ausgeführten Tätigkeiten sowie Fotos des Ergebnisses (ohne Personen).
  2. Jede Tätigkeit ist als umlagefähig oder nicht umlagefähig im Sinne von § 2 Betriebskostenverordnung (BetrKV) zu kennzeichnen. Gesondert vergütete Leistungen und Nachträge sind getrennt auszuweisen und nur nach vorheriger Freigabe durch den Auftraggeber zulässig.
  3. Der Auftraggeber erhält die Nachweise je Objekt fortlaufend digital als PDF, mindestens monatlich, sowie bis zum 15. Januar eine Jahresübersicht je Objekt für das Vorjahr.
  4. Winterdiensteinsätze sind mit Uhrzeit und Witterung zu dokumentieren.
  5. Standortdaten der Mitarbeiter dürfen nur für Ankunft und Abfahrt am Objekt erfasst werden; Bewegungsprofile sind nicht zulässig.
  6. Die Anforderungen nach Nr. 1 bis 5 gelten als erfüllt bei Nutzung von UmlageFix (umlagefix.com) oder eines gleichwertigen Systems. Die Gleichwertigkeit weist der Bieter mit dem Angebot durch einen Musterbericht nach.
  7. Der Aufwand für die Dokumentation ist mit den vereinbarten Preisen abgegolten. Rechnungen ohne zugehörige Nachweise werden erst nach deren Vorlage fällig.
Optional für die Wertung: Angebote, die die Anforderungen nach Nr. 1 bis 5 ab Vertragsbeginn erfüllen, erhalten in der Wertung __ Punkte bzw. werden bei gleichem Preis bevorzugt.

English summary

  1. Every job is documented digitally per property: date, arrival and departure time, tasks, photos of the result (no people).
  2. Each task is marked as rechargeable or not under § 2 BetrKV; separately billed services and extras are shown separately and need prior approval.
  3. The client receives records per property as PDFs at least monthly, and an annual summary per property by 15 January.
  4. Winter-service jobs are recorded with time and weather.
  5. Staff location data only for arrival and departure at the property; no movement profiles.
  6. The requirements are met by using UmlageFix (umlagefix.com) or an equivalent system, shown by a sample report.
  7. Documentation is included in the agreed prices; invoices fall due once the records are provided.
Clause 2 – Cover letter to bidders (German original)

Sehr geehrte Damen und Herren,

für die Nebenkostenabrechnung unserer Objekte benötigen wir prüffeste Nachweise. Mieter dürfen Belege einsehen, und ohne Nachweis lassen sich Kosten im Streitfall nur schwer umlegen. Deshalb verlangen wir ab dem neuen Vertrag eine digitale Dokumentation jedes Einsatzes, getrennt nach umlagefähigen und nicht umlagefähigen Leistungen.

Wenn Sie bereits mit UmlageFix arbeiten, erfüllen Sie diese Anforderungen ohne Mehraufwand. Wenn nicht, lohnt ein Blick auf umlagefix.com: Die App übernimmt den Auftrag per KI in die Planung, Ihre Mitarbeiter erfassen vor Ort mit dem Handy, und gesondert abzurechnende Leistungen gehen direkt in Ihre Rechnungsvorlage. Ein gleichwertiges eigenes System ist ebenso willkommen.

Für Sie bedeutet das: weniger Rückfragen, schnellere Freigabe Ihrer Rechnungen und ein Nachweis, wenn es einmal Streit gibt – etwa beim Winterdienst.

Mit freundlichen Grüßen

Announce early

State the record-keeping duty in the tender, not only in the contract, so bidders can price it in.

Stay product-neutral

The words “or equivalent” are included. Public and municipal clients must tender product-neutrally.

Use existing contracts

For renewals, offer the clause as a supplementary agreement – with a transition period of, say, three months.

Suggested wording without warranty; not legal advice. Adapt the clause to your contract and have it reviewed if necessary.

FAQ

Frequently asked questions

Is LeistungsFix really free?

Yes, for property managers. The cost of documentation is borne by the contractor who uses UmlageFix. You will receive the pilot terms when you sign up.

When can I use LeistungsFix?

LeistungsFix is in preparation. Everyone who signs up will be invited to the pilot phase and can test with their own contracts and invoices.

Do my contractors have to use UmlageFix?

No. Checking contract and invoice works with PDFs from any contractor. With UmlageFix the check is more precise, because the jobs actually performed are available as well.

Is this a legal review?

No. LeistungsFix shows findings: what matches the contract and what you should clarify. The decision and the legal assessment remain yours.

What happens to my documents?

Uploaded documents are sent to an AI service for analysis and are not stored permanently; only the result is stored. Details will be in the privacy policy and the data processing agreement before launch.

May I use the tender clause?

Yes, freely and at no cost – even if you do not use LeistungsFix. It is a suggestion without warranty.

Join the pilot

Send us a short note on how many properties you manage. We will get back to you personally as soon as the pilot starts.

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