Letting a property, tracked with landlords and tenants
Between the landlord and the tenant, everything goes through you
A three-room flat becomes vacant. The landlord wants to know when it will be let again, the painter is waiting for approval of their quote, and three applicants send their documents by email, as crooked photos, with no tax assessment (avis d’imposition). The guarantor of the one you pick replies two weeks later.
You shuttle between all these people: the quote forwarded to the landlord, their answer found in a thread of messages, the inventory check (état des lieux) rescheduled twice by phone. The day a landlord asks why the works were done, you have to find out who said yes, and when.
What Kolinea changes for you
Document requests
The applicant's and guarantor's documents, requested from each
List what you need to review the application. The applicant uploads each document; you accept or refuse with the reason.
- ID, proof of income, tax assessment (avis d’imposition)
- Refusal with a reason: the applicant knows what to upload again
- The same request for the guarantor
Your client uploads their documents from their phone
Sign-off
The landlord's agreement on the works, dated and in their name
Submit the quote received. The landlord accepts or declines it, and the answer stays dated.
- The quote attached to the request
- Dated approval in their name
- Nothing can be changed afterwards
A simple, dated approval, not a qualified e-signature
Appointments
The inventory, booked in one click
Offer the tenant several slots. They choose; the calendar invitation goes out with the address of the flat.
- Several slots, a single choice
- Address of the flat attached
- Calendar invitation on confirmation
A confirmed appointment comes with its calendar invitation
What Kolinea solves for property managers
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Before: Documents arrive by email, by text and through links that expire, and nobody knows what is still missing
One line per expected document, uploads from a simple link, and reminders that go out without you
See how -
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Kolinea also takes care of
Folder templates
Every rental listing, ready in advance
The “Rental listing” template prepares the applicant’s and guarantor’s documents, the landlord’s approval of the works, the inventory and the approval of the lease, with their due dates.
- Planned items, in order
- Due dates that fit each folder
- Your own templates, shared with your agency (Premium)
You write your requests once for all your clients
The notice to quit (congé), the applicant and the works in one folder
The landlord and the tenant each have their own link, with no account. The tenant uploads their documents when they find them, and the landlord writes in the folder instead of calling you. Your colleagues at the agency share the folder, opened from the “Rental listing” template. The painter, added with limited access, sees only the items addressed to them.
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Applicant file
ID, proof of income, tax assessment, one line and one status per document. What is missing shows at a glance, and the guarantor's file follows the same path.
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Works
The quote submitted to the landlord for sign-off, with their answer, the date and their name. If they decline, they say why.
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Inventory check
Slots offered to the tenant, who picks one; the confirmation lands in their calendar. A checklist reminds them which meters to read and which keys to hand over.
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Lease
The draft lease reviewed and approved by the landlord before signing.
A sign-off is a simple approval, not a qualified electronic signature: the lease is signed the way you usually do it.
A landlord kept informed without you having to call
Reminders go out to the applicant and the guarantor on their own: two days before the due date, on the day, the day after, then seven days later. The landlord follows progress in the folder instead of asking you for it.
Once the lease is signed, you close the folder. The day a landlord asks why the works were done, the approved quote, its date and the person who accepted it are available to the landlord and to the agency, for as long as the agency's workspace exists.
Frequently asked questions
Your workspace moves to the Free plan, with no time limit: 2 active folders at a time and 2 members. The trial asks for no credit card. Beyond 2 active folders, new folders wait until one is closed, or until you choose Premium.
One Premium subscription per workspace: €9 excl. VAT a month, or €84 excl. VAT a year (€7 excl. VAT a month), for up to 20 members and 50 active folders. Your clients never pay.
Your ongoing folders carry on, and your clients keep access to closed folders for life, as long as your workspace exists. If you delete the workspace, everyone is notified by email 30 days beforehand and can download the export of their folders.
It is a simple approval, dated and in the name of the person who gave it, with no value as a qualified electronic signature. It keeps a record of what was accepted and when; if your document requires a qualified signature, you need another tool.
They have nothing to install or remember: they open their link and first see what you expect from them, on a phone or a computer.
Learn moreFrom their contact card, you generate a single-use link, to be opened within 24 hours, and a 6-digit code that you pass on yourself: the link by text or messaging app, the code by phone or in person. Their device is then recognised for your folders.
Learn moreEach trade shown here has its own folder template, with the usual requests already written: “Litigation” for a lawyer, “Year-end” for an accountant, “Rental listing” for a property manager, and so on. They are available on the Free plan; writing your own templates and adding custom fields (floor space, budget, property type…) is reserved for Premium.
Learn moreInvite your colleagues to your workspace: 2 members on the Free plan, up to 20 on Premium. Each one accesses the folders they work on; owners and admins see every folder, and the overdue items of the whole team.
Learn moreYes, free of charge. You open the folder, add your documents and create a free account with no password, then send them the link. They open the folder from that link, then claim it so they can reply; if nobody claims it, the folder is deleted after 30 days.
Another question?
Contact usYour next folder, with nothing lost along the way
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