Property management software that does the paperwork
Protiva keeps your properties, tenants, leases, invoices and documents together and takes over the work that comes back every month. Built on years of experience in Dutch real estate, hosted in the EU.
What is property management software?
Property management software is a single system holding everything that comes with letting: your properties and units, your tenants, the leases, the invoices and the documents. What is now spread across spreadsheets, folders and your inbox sits in one place, and the system itself does the work that returns every month.
In practice it comes down to three things. Administration that keeps itself up to date: rent invoices, the annual indexation, a reminder when someone has not paid. An overview that is correct without you assembling it: who has paid, which lease is expiring, what a property actually returns. And a place where your tenants and contractors can help themselves, so that not everything runs through your inbox.
The terms overlap. Real estate software, rental software, letting administration and property management software all describe the same thing: less manual work per property. The difference is what it is built on. Protiva is made for Dutch practice: land-registry data and the energy label arrive with the address, indexation uses the CBS consumer price index, and the maximum rent follows the statutory WWS point count.
The six parts you use every month
The core of the system. There is more in it; the feature pages show the rest.
Portfolio
Add a property by address alone; floor area, construction year and energy label come with it. Units, tenants and leases sit underneath.
Leases
Draft a lease from a template, have it signed digitally with legal effect, and keep it with the property. Unlimited, in every plan.
Invoicing & collection
Rent invoices are created and sent monthly, with SEPA direct debit and reminders. The bank connection reconciles the payments.
Automatic invoicing
Monthly rent invoices are drawn up, sent and reconciled against your bank account automatically. Your whole portfolio at once.
Documents
Upload or email your documents; Protiva reads them, recognises the type and links them to the right property. No more digging through folders.
Portals & app
Your tenant handles their own details, payments and reports; your contractor sees their work order. Both portals and the app are included free.
Also in the system: service-charge settlement, long-term maintenance planning, short-stay letting, bookkeeping and returns. See all features for owners or what each plan includes.
Five questions before you choose
Property management software is a system you work in for years: your administration, your leases and your document history end up inside it. The questions that turn out to matter most are rarely about the number of features on the website.
They are about whether the package really knows the Dutch rules, what happens as your portfolio grows, whether your tenants can join without extra cost, where your data sits, and whether you can get back out again.
- ✓ Does it know the Dutch rules? Indexation on the CBS index, the WWS point count, the statutory terms for a formal demand.
- ✓ What happens at property number eleven? A price per property, or a jump to a far heavier plan.
- ✓ Is the tenant portal included, or does every tenant cost extra?
- ✓ Where does your data sit? A tenant administration is personal data, with a retention period and a processing agreement.
- ✓ Can you also get out? Import of your existing administration, and export of everything in it.
Our answer to the first four: the Dutch rules sit in the calculation engine, you pay per property rather than per jump, the tenant and contractor portals are free, and everything sits in the EU. Read how we handle your data.
Property management software need not be expensive. Starter begins at €25/month for 2 properties, Essential at €75/month for up to 10. See all prices and plans. Each starts with 30 days free and no setup fees.
Who actually works in it
Private landlords
One home or a few. You want the rent and the paperwork handled without losing an evening to it every month.
Investors
A growing portfolio, sometimes several entities. Returns per property, with box 3 and corporate tax side by side.
Managing agents
Management on behalf of others. A portfolio per client, with its own users and access per property.
Each group has its own page: private landlords, investors, property managers and VvE managers.
Frequently asked questions
What exactly is property management software?
A single system for everything that comes with letting: properties, tenants, leases, invoicing and documents. Instead of a spreadsheet per subject and a folder per property, it all sits together. The work that returns every month (rent invoices, indexation, reminders) keeps itself up to date.
What does property management software cost?
At Protiva you pay per property. Starter is €25 per month for 2 properties (+€10 per extra property), Essential €75 for up to 10 (+€5), Professional €150 for up to 25 (+€4) and Enterprise from €250 for up to 75 (+€3). No setup fees, and you can try it free for 30 days.
Is it suitable for one or two rental homes?
Yes. The Starter plan is made for exactly that: €25 per month for 2 properties. You get the same core as the larger plans: leases, invoicing, indexation and the free tenant portal. You just have fewer properties and fewer AI document recognitions per month.
Can I move my existing administration over?
Yes. Properties, tenants and leases can be imported, and you upload your existing documents in bulk. Enterprise includes a guided migration; in the other plans you run the import yourself, using the import function in the portal.
Can my tenants log in themselves?
Yes, and it costs nothing extra. Your tenant gets their own portal and the app: their lease, their invoices, their payments and a place to report a repair. The same goes for your contractors, who see their work order and its photos.
Where is my data stored?
In the EU, on servers in Frankfurt. The AI processing also happens inside the EU, and nothing of yours is used to train models. Your tenant administration is personal data: a processing agreement comes with it, and documents have a retention period.
Ready to manage your property the smarter way?
Start today for free. Add your first property and let Protiva do the paperwork.