Stop juggling spreadsheets and folders: RealGrip keeps buildings, units, tenants, contracts and documents together and automates the recurring work — invoices, rent increases and reminders.
Draft contracts from templates, have them signed digitally and legally, and store everything automatically in the file. Renewals and terminations are monitored.
Monthly rent invoices go out automatically, service charges included. Annual (index-based) increases are calculated and announced, and late-payment reminders are sent automatically — with a payment link.
All documents, payments, inspections and communication per tenant in one place. Tenants see their own data in the portal and report maintenance online — you stay in control.
✓In RealGrip a tenant is a party, and a party is either an organisation or a person — both in the same register.
✓For a legal entity you record the name of the organisation, along with the trading name, the legal form, the Chamber of Commerce number and the VAT number. Address, contact details and bank details sit with that same party.
✓Directors and contact persons are linked to the organisation as parties of their own, each with a relationship type and a free-text role description.
✓Each link states whether someone is not authorised, solely authorised or jointly authorised on behalf of the organisation.
✓Joint authority comes with a signing group holding the number of required signatories. That group hangs on the legal entity, not on a single contract.
✓Business and private tenants sit in separate registers; the rental contract states which of the two it concerns.
Recording a company as a tenant is more than a name in a field. RealGrip builds the file up in layers: first the legal entity, then the people around it, then the contract, and after that whatever is added during the term.
You record the tenant as an organisation. Next to the name of the organisation stand the trading name, the legal form, the Chamber of Commerce number and the VAT number. Address, email address, a separate email address for invoices, telephone, website and bank details belong to that same party. Those five business fields exist only on the business side: the register for private tenants has no Chamber of Commerce number, no VAT number and no legal form.
You record people as parties of their own and then link them to the organisation. There is no separate director table: a director is a link with the matching type. That type is a free field with fixed examples — contact person, director, managing director, owner — and not an enforced drop-down list; if none of them fits, you put the role in the field beside it. One link per organisation can be marked as the primary one.
The authority sits not with the person but on the link between person and organisation: not authorised, solely authorised or jointly authorised. The same director can sign alone at one company and only together with someone else at another. If it says jointly authorised, the link points to a signing group, and that group holds the number of required signatories — two by default. That group hangs on the legal entity and not on an agreement, so you record the arrangement once and not again with every contract.
Above the parties sits a tenant file with a status of its own: draft, submitted, verified, active, inactive or archived. Submission and verification have their own date fields. The rental contract and the invoices point to that file, and the file points to the main party. So the chain is: contract, tenant file, legal entity. The contract itself states whether the tenant is a business or a private one; for a private tenant it points to the private register instead of to the business file.
A rental contract starts with the status draft. In the calculations that lean on contracts it only counts once the status is signed. The VAT split proposal looks only at signed contracts, the service charge settlement at signed and terminated ones, and the reconciliation of bank transactions also at contracts recorded as moved or switched. A contract in draft therefore does not count in those three calculations.
The monthly charges sit as separate components: rent, service charges, internet, secretarial services, parking and other, each with its own amount per month and its own VAT percentage. The deposit is not a single amount but a balance with movements underneath it — additional payment or refund, by bank or in cash, with the resulting balance alongside. An indexation sits as a separate line with an effective date, in percentages or in euros, with the old and the new value per component; every change records whether it has been reversed. The file also keeps a history of deposit movements, status changes, amendments, documents and portal invitations, with the user involved.
In residential letting the tenant is a person. With business premises that is rarely the case: you let to a company, and the people who sign are its directors. RealGrip records that difference in the system itself: two separate registers, where relationships, authority and signing groups exist only on the business side.
Both sit as a field of their own on the legal entity, next to the name of the organisation, the trading name and the legal form. They are free fields: RealGrip stores what you enter, in the form in which you enter it. The legal form is such a free field too, not a drop-down list. The data sits on the organisation, not tucked away with a contact person.
To the organisation you link the people who belong to it: director, managing director, contact person or owner, each with their own role description and their own place in the order. One link per organisation is marked as the primary one. The person themselves carries a salutation, initials, surname, job title and date of birth.
Both ends of a link are a party, and a party can be an organisation. So you can link one organisation to another, for example with the relationship type owner. What you record with that is the link itself: which organisation to which, in which role and with which authority. The tenant register goes no further than that link.
A document in the tenant file can hang on four things: on the file, on one specific party, on a contract, or on a private tenant. That way a Chamber of Commerce extract hangs on the legal entity and an identity document on the director it belongs to. Category and document type are recorded alongside, as is who uploaded the file. The files themselves sit on the non-public disk.
The invitation to the tenant portal is recorded per person, not only per tenant file. Each person has their own invitation address, their own invitation moment and their own portal status: none, invited, active or expired. So with a business tenant the contact person can have access and the director not, or both of them can.
In a spreadsheet the tenant is one row with one name. The company then sits in the same field as the director you call, the Chamber of Commerce number ends up in a comment, and after two years nobody knows for sure any more whether that one director was allowed to sign alone. In RealGrip those are separate pieces of data that hang together: the organisation, the people around it, their role, their authority, the signing arrangement and the documents that go with it. When the contract ends or the collaboration stops, you set the party to archived — that tick box sits on the party, on the link, on the file and on the document, so the data stays.
Yes. In RealGrip a tenant is a party, and that party is either an organisation or a person. For an organisation you record the name of the organisation, the trading name, the legal form, the Chamber of Commerce number and the VAT number. Address, telephone, website, bank details and a separate email address for invoices sit with that same party.
On the legal entity itself, as a field of its own next to the legal form and the VAT number. It is a free field: RealGrip stores what you enter. The extract itself you store as a document, linked to that same legal entity, with a category and a document type alongside.
Yes. Every director is a party of their own that you link to the organisation, with a relationship type and a free-text role description. There is no separate director table: director and managing director are two of the types you can attach to such a link. You can mark one link as the primary one, and you set the order yourself.
Through the authority on the link between person and organisation: not authorised, solely authorised or jointly authorised. With jointly authorised, the link points to a signing group, and that group holds the number of required signatories as a field of its own — two by default. The group belongs to the legal entity, not to a single contract.
They are two different registers. A private tenant has no Chamber of Commerce number, no VAT number and no legal form, but does have a nationality, a second telephone number and whether the tenancy is permanent or temporary. Directors, signing authority and signing groups exist only on the business side. The rental contract states which of the two it concerns.
Yes. The authority sits on the link between person and organisation, not on the person, and the same person can be linked to more than one organisation. At one company they are then solely authorised and at the other jointly — two separate links, each with its own authority and its own role.
These topics connect to the rent administration and are set out elsewhere on the site.
Commercial letting: office, shop and business premises → The ROZ model rental contract → Digital signing → Settling service charges → Accounting: from rent invoice to annual figures → Recording check-in and check-out inspections →Rent administration is the heart of the RealGrip platform — inspections, accounting and the portal connect seamlessly.