EXAMPLE REPORT · PLACEHOLDER PROFILE

Mid-size portfolio holder · 35 employees · Wodis Sigma + Propstack · first AI experience

AI READINESS REPORT

Maturity analysis

Maturity In practice — AI is used in isolated cases but rarely scaled.

58/100

Tool stack

51/100

Processes

38/100

AI experience

62/100

Team

Summary

You are well ahead on industry software — Wodis Sigma and Propstack are the right tools for your profile.

The bottleneck is not the tool stack but the AI bridge between systems.

Investor reporting, tenant communication and ESG data maintenance are the three levers with the highest effect.

With Microsoft Copilot in Excel/Power BI plus Claude for text creation, 12-16 hours of weekly time savings in the reporting team are realistic.

Most importantly: you already have AI experience in the team — build on it systematically, instead of starting with a big tool purchase now.

About this profile: Portfolio holder with 1,200 residential units, primarily residential. Aareon Wodis Sigma as the core ERP, Propstack in sales, DATEV for accounting. First ChatGPT experience in 2-3 teams, but no clear concept.

Score in detail · Where to start

Tool stack maturity

58/100

Wodis Sigma covers residential property management cleanly. Propstack is the right choice for asset marketing. The DATEV link works. The gap: you have no central data layer that brings Wodis + Propstack + DATEV together. Power BI in M365 is the obvious next step.

Improvement steps

→Do not start migrating from Wodis to Yuneo until Aareon Cloud maturity is proven — currently expensive and migration is complex.
→Introduce Power BI as a central reporting layer — barely any extra cost in M365 Business Premium.
→Set up automated DATEV exports via interface (DATEVconnect or a partner connector) — instead of manual handover.

Process digitisation

51/100

Tenant communication still goes through Outlook a lot. Service-charge billing runs in Wodis, but the cover letters are drafted manually. Investor updates are clicked together in Word from 3-4 Excel sources — perfect lever.

Improvement steps

→Tenant email replies as the first broadly rolled-out AI pilot — Outlook + Copilot.
→Standardise service-charge cover letters and generate them with Claude — saves 30-45 min per letter.
→Consolidate investor reporting in Power BI — Wodis + Propstack + DATEV in one dashboard.

AI experience

38/100

You already have 2-3 people using ChatGPT regularly. That is a valuable starting point — but without clear use cases it remains an individual initiative. Now is the time to structure it.

Improvement steps

→Turn these 2-3 people into AI multipliers — a 90-min format once per quarter where they show their best use cases.
→Privacy policy in writing: what may go into which tool. Otherwise tenant data ends up in consumer accounts.
→A Microsoft Copilot team licence for 5-8 people — quick impact in the stack you already have.

Team adoption

62/100

Good adoption experience — earlier software rollouts have worked well. That is your advantage. You can think bigger than "small office" — but do not skip the pilot phase.

Improvement steps

→Name a clear AI owner — typically the head of asset management or operations.
→Weekly 15-min "AI updates" format — low barrier, builds knowledge across the team.
→In Q3 do an honest audit: which AI use cases are running in production, which have fallen asleep.

Top 3 immediate actions · What to do this week

Consolidate investor reporting with Power BI + Copilot

What exactly

Bring Wodis extracts (rents, vacancy), Propstack pipeline (tenant change planning) and DATEV BWA into Power BI. Copilot generates the narrative commentary for the quarterly report to owners.

How to implement

Create Power BI datasets from the three sources (CSV or direct interface where available). Build a quarterly dashboard. Store Copilot prompts for standard commentary in the investor update template.

Time investment

8-12 h setup once + 30 min per quarter

Expected result

Saves 4-6 hours per quarter on the investor update; KPIs are real-time.

Tenant email replies in Outlook with Copilot

What exactly

Routine requests (rent reduction, repairs, service charge questions) are handled with Copilot in Outlook. You dictate the core answer in 30 seconds, Copilot formalises the wording.

How to implement

Activate Microsoft 365 Copilot for the customer service team (3-5 people). Set up three reply templates for the most common request types.

Time investment

2 h setup + 5 min per email instead of 15

Expected result

Saves 8-12 hours per week in the tenant service team.

Start the CSRD data pipeline (mandatory from FY 2025)

What exactly

At 35 employees you are not yet directly obliged — but your institutional tenants and potential buyers already ask for ESG data. Evaluate Deepki or similar platforms now, before the pressure hits.

How to implement

Request a Deepki demo for your portfolio size. In parallel: clarify the energy-data supplier interface with utilities — that is the main effort, not the tool.

Time investment

6-10 h evaluation; decision in 4 weeks

Expected result

A clear roadmap for CSRD/GRESB readiness; avoids ad-hoc reporting under time pressure.

Quick wins · Implementable today or this week

Comment Wodis reports with Copilot in Excel

Wodis exports standard reports — Copilot adds the commentary notes.

How: Open the Wodis export → Copilot: "Identify the 3 biggest changes vs last month and write a 2-sentence comment".

Effort: 5 min per report· Impact: Saves 30-45 min per monthly report.

Owner-association meeting minutes

For WEG share portfolios: an AI protocol saves 60-90 min per meeting.

How: Record audio or take notes. Claude: "Create a WEG-compliant protocol with resolutions and voting results per agenda item".

Effort: 5 min recording + 10 min prompt + 15 min review· Impact: Saves 60-90 min per owner meeting, higher consistency.

Rent-index comparison for new lettings

Every new letting needs a market comparison. Propstack data + Sprengnetter heatmap + Claude.

How: Screenshot the Propstack heatmap into Claude. Prompt: "Assess the market position and write a 3-sentence letting note for the owner".

Effort: 5 min per unit· Impact: 15 min saved per letting; better owner communication.

Automate contractor briefs

Repair tickets from Wodis → standard letters to tradespeople with lead time, scope, deadline.

How: Send ticket bullets to Claude. Prompt: "Write a contractor brief in the style of the attachment, including deadline and photo reference".

Effort: 3 min per job instead of 10· Impact: Saves 7 min per job; at 50 jobs/month = 6 hours/month.

Personalise dunning letters

Instead of generic dunning letters, send individual, more personal reminders — higher response rate.

How: Send customer history (Wodis) + dunning stage to Claude. Prompt: "Write a 3-stage individually worded reminder — firm but appreciative".

Effort: 5 min per dunning letter· Impact: Industry benchmark: 15-20 % higher payment rate with personalised vs generic dunning.

Quarterly FAQ from investor questions

Bundle recurring investor questions in an FAQ — AI keeps the list up to date.

How: Forward incoming investor emails monthly to Claude. Prompt: "Update the FAQ with new questions, keep the answer structure".

Effort: 15 min/month· Impact: Keeps the investor-question load consistently low.

Your tool stack in detail · What stays, what goes

Aareon Wodis Sigma

Keep

Privacy: safe

Your ERP base is solid. A migration to Yuneo is possible but expensive and not urgent. Weakness: the API is limited, AI integration runs via exports.

AI integration — how concretely

Export standard Wodis reports as CSV/Excel → comment in Power BI with Copilot. Tenant correspondence in parallel via Outlook + Copilot. Direct API integration is not a priority.

Privacy in detail

Safe: DE hosting at Aareon, DPA at industry standard.

Alternatives

iX-Haus (CREM Solutions) would be comparable, but switching costs exceed the benefit.

Propstack

Keep

Privacy: safe

The right choice for letting and asset marketing pipelines. Native Propstack AI for exposés and location descriptions is available — activate it if not already done.

AI integration — how concretely

Activate Propstack AI natively — no extra cost. On top: Propstack API → n8n or Make → Claude for more complex investor letters.

Privacy in detail

Safe: German provider, DE hosting.

Alternatives

OnOffice would be an alternative in residential, but Propstack is stronger for asset management.

DATEV

Keep

Privacy: safe

Standard. Your tax advisor runs on it, switching makes no sense. UI is old-school but robust.

AI integration — how concretely

DATEV reports as CSV → Power BI with Copilot. Auto-generate BWA commentary for internal management reports.

Privacy in detail

Safe: DATEV data centre Nuremberg, highest GDPR compliance.

Alternatives

No better alternative.

Microsoft 365

Augment

Privacy: safe

Daily tool for 35 people. Copilot licences are the fastest lever in the whole stack — the investment pays back in 2-3 weeks.

AI integration — how concretely

Activate Microsoft 365 Copilot for the 8-10 power users (€30/user/month). Build out Power BI as the central BI tool. Teams Premium for automated minutes.

Privacy in detail

Safe: EU Data Boundary, DPA standard, no training with your data.

Alternatives

Google Workspace would be a theoretical alternative, but switching costs are disproportionate.

ChatGPT (consumer accounts)

Replace

Privacy: critical

Currently 2-3 people use ChatGPT Free for business data — that is privacy-critical. Free trains on your inputs (unless manually opted out).

AI integration — how concretely

Switch to the ChatGPT Team plan (€28/user/month) or consolidate with M365 Copilot. Binding policy: business data only in plans with zero-retention.

Privacy in detail

Critical in the current setup — Conditional in Team/Enterprise with zero-retention.

Alternatives

M365 Copilot (already in the stack) or Claude Pro/Business.

Recommended AI tools · Which ones for you, with privacy rating

Microsoft 365 Copilot

Privacy: safe

Best for

Outlook (tenant replies), Excel (comment Wodis reports), Power BI (investor reporting), Teams (automatic minutes). Stays fully in the EU tenant.

Privacy

Safe: EU Data Boundary, DPA in the M365 master agreement, no training with your data.

Pricing

€30/user/month on top of the M365 licence. Recommended: start with 8-10 power users.

How to start

M365 admin → assign Copilot licences. First application Outlook + Power BI — immediate impact.

Claude Pro / Team (Anthropic)

Privacy: conditional

Best for

Longer texts: investor updates, owner meeting protocols, contract analyses. Stronger than ChatGPT on formal German business writing.

Privacy

Conditional: Pro without training, US hosting. Team plan or Business with zero-retention for sensitive data.

Pricing

Pro €20/month, Team €25/user/month.

How to start

Pro plan for 2-3 key people (asset management, leasing) — evaluate after 4 weeks.

Microsoft Teams Premium

Privacy: safe

Best for

Automatic transcription of owner meetings, investor calls, site jour fixes.

Privacy

Safe: M365 standard, EU Data Boundary.

Pricing

€10/user/month extra.

How to start

Activate for the 4-5 people who are almost always in meetings.

Power BI Pro

Privacy: safe

Best for

Central reporting layer across Wodis + Propstack + DATEV. With Copilot in Power BI: natural-language questions against the data.

Privacy

Safe: EU Data Boundary.

Pricing

€9.50/user/month or included in M365 Business Premium.

How to start

Build datasets from the three sources (typically 1-2 days), then the quarterly dashboard.

Deepki (for ESG/CSRD)

Privacy: safe

Best for

Energy data collection and ESG reporting for institutional investors and GRESB submission.

Privacy

Safe: French provider, EU hosting.

Pricing

On request — enterprise pricing dependent on portfolio size.

How to start

Request a demo, clarify energy data connectivity via utilities (that is the effort driver).

Your 4-week plan

WEEK 1

M365 Copilot roll-out

Copilot licences for 8 power users. Three 30-min onboarding sessions: Outlook, Excel, Teams. First tenant replies and Wodis report commentary.

Tools: Microsoft 365 Copilot

Outcome: Eight people productive with Copilot in Outlook and Excel.

WEEK 2

Investor reporting in Power BI

Build Power BI datasets from Wodis (rents/vacancy), Propstack (pipeline), DATEV (BWA). Build the quarterly dashboard. Copilot commentary for standard KPIs.

Tools: Power BI Pro + Copilot in Power BI

Outcome: First investor dashboard live, KPIs in real time.

WEEK 3

WEG and owner protocols

Teams Premium for 4-5 people. Record the next owner meeting, have Claude write the formal protocol.

Tools: Teams Premium + Claude

Outcome: WEG protocol pipeline running, 60-90 min saved per meeting.

WEEK 4

ESG/CSRD preparation

Run a Deepki demo. Clarify energy data connectivity with the three biggest utilities. Q3 decision paper.

Tools: Deepki demo

Outcome: Clear roadmap for CSRD readiness; rollout decision made.

What to watch out for

Current ChatGPT Free use with tenant/owner data is GDPR-critical — fines up to €20m possible.
EU AI Act high-risk systems (Annex III): automated tenant selection or credit scoring are heavily regulated since 02.08.2025.
CSRD pressure comes from institutional tenants and buyers, even if you are not directly obliged yet.
Wodis migration to Yuneo is not worth it without a clear trigger — cost €80-200k, 9-15 months.
EU AI Act AI-literacy duty since 02.02.2025: every employee working with AI must show training evidence.

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