LeaseLoop: Because Managing Rental Properties Shouldn’t Require a Filing Cabinet and a Prayer

Wednesday Afternoon, Landlord Edition

Your phone rings. It’s your tenant from apartment 3B. Again.

“Hi, when is the rent indexation? Also, I gave my cousin a key last month but now I can’t find it. Can you change the locks? Oh, and where’s that copy of my lease agreement?”

You hang up. Then you remember: the building insurance renews next week and you haven’t gotten the new certificate yet. And wasn’t the electrical inspection due this month? Or was that last month? You dig through your filing cabinet (47 folders deep). You pull out your calculator to figure out the rent indexation (was it 2.47% or 2.74%?). You email your locksmith friend (again). You scan through 200 PDFs to find the right lease.

By the time you’re done, another tenant is calling. It’s 6 PM. You have 4 other properties to manage.

This is property management in Belgium. Until it isn’t.

The Belgian Property Management Problem

Managing rental properties in Belgium is a special kind of chaos:

Paper Everywhere:

Filing cabinets full of contracts, EPCs, inspection reports
Lost documents when you need them most
Can’t find anything without digging for 20 minutes

Compliance Nightmare:

Three regions, three sets of rules (Flanders, Wallonia, Brussels)
Insurance certificates expire (and you find out when there’s a claim)
Electrical inspections due every 5 years - when was the last one?
Heating system technical inspections - overdue?
Rent indexation calculations that require a math degree

Tenant Chaos:

Constant calls about documents, keys, access codes
“Can you email me my lease?” (for the 5th time)
Lost keys cost €200+ to replace locks
Every question interrupts your day

Manual Everything:

Excel spreadsheets for tracking rent payments
Calculator for indexation (Belgian health index what?)
Word documents for contracts (hope you copied the right template)
Emails scattered across 47 folders

Time Drain:

10+ hours per month per property on administrative tasks
That’s not property management - that’s glorified filing
Tenants unhappy with slow responses
You’re drowning in paperwork instead of growing your portfolio

And the worst part? You know there’s a better way. You just haven’t found it yet.

How We Glued It Shut

LeaseLoop is a comprehensive property management platform built specifically for the Belgian market. It transforms rental management from paper chaos into digital simplicity.

All Your Properties in One Place: Store property details, photos, documents, leases, inspections - everything centralized. No more filing cabinets. No more lost PDFs. One dashboard shows your entire portfolio.

Belgian Compliance Automated: Track insurance certificates, electrical inspections, heating system checks, and regional requirements automatically. The system alerts you before critical documents expire.

Never Miss Rent Indexation: LeaseLoop automatically tracks the Belgian health index and calculates rent increases at lease anniversary dates. Generate updated invoices automatically. No more manual calculations, no more indexation errors, no more tenant disputes about the math.

Automatic Invoicing: Generate invoices for rent plus extra costs (utilities, parking, storage, maintenance). Tenants receive invoices via portal. Track who paid, who’s late.

Smart Home Integration: Control access without physical keys. Generate PIN codes for tenants and guests. Integrate badge readers for secure entry. Connect with Home Assistant for full smart home automation. Lost keys? Delete the PIN and create a new one in 10 seconds.

Tenant Portal That Actually Works: Tenants log in (passwordless magic links) and access their documents, manage their smart locks, invite coworkers, generate temporary access codes. They stop calling you for simple requests.

Digital Plaatsbeschrijving: Take photos room-by-room during inspections. Record meter readings. Compare move-in vs move-out photos side-by-side. Generate secure links to share with tenants.

AI-Powered Contracts: Generate compliant Belgian lease contracts in minutes. AI chat helps you choose the right template. Automatic data population from your property records. Export professional PDFs in Dutch, French, or German.

What used to take 10+ hours per month per property now takes minutes.

The Good Stuff

Complete Property Portfolio Management

Multi-unit properties (apartments, commercial, mixed-use, student housing)
Property photos, floor plans, comprehensive information
Document storage with expiration alerts
Visual property organization

Belgian Compliance Tracking

Insurance certificate tracking with automatic expiration alerts
Electrical inspection deadlines (5-year cycles)
Heating system technical inspections
EPC certificate tracking (when required)
Compliance dashboard shows status at a glance
Regional requirement tracking (Flanders, Wallonia, Brussels)

Smart Lease Management

9-year residential leases, 3-6-9 commercial leases, student housing
Never miss rent indexation - automatically calculated using Belgian health index
Automatic invoicing for rent + extra costs (utilities, parking, storage)
Digital contracts with AI-powered generation
Deposit management (track deposits, bank guarantees, deductions)

Financial Management

Payment tracking and overdue monitoring
Automatic rent indexation with complete audit trail
Invoice generation for rent and extra costs
Billit integration (planned)
Portfolio analytics and performance metrics

Smart Home & IoT Integration

Badge reader integration (Wiegand protocol)
PIN code management (permanent and temporary codes)
Home Assistant integration (bidirectional control of smart locks, gates, devices)
Access event logging
Automated triggers via webhooks

Powerful Tenant Portal

Magic link login (secure, passwordless)
Document access (contracts, invoices, property docs)
Smart home control (manage locks and devices)
Coworker access (invite roommates, partners)
Temporary PIN generation
60% reduction in tenant support calls

Digital Plaatsbeschrijving

Photo documentation room-by-room
Meter readings (gas, electricity, water)
Side-by-side move-in vs move-out comparison
Public sharing via secure links
Fair deposit deduction calculations with photo evidence

AI-Powered Contract Generation

Pre-built Belgian lease templates by region
Automatic data population from property records
Interactive AI chat for template selection
Multi-language (Dutch, French, German)
Professional PDF generation