One file per tenant

Everything you know about a tenant sits in one company file in Doory: contacts, who is authorised to sign, notes from conversations and the credit policy that applies to this company. The contracts, invoices, members and correspondence all hang off it.

Right now the tenant file is scattered

The contact details are in your email program, the contract in a folder on the server, the outstanding invoice in the accounting software and the arrangement about extra credits in a chat message from three months ago. Everyone who talks to the tenant is missing a piece. If the director calls about an invoice, you first have to find out who is actually responsible.

What is in the file

Contacts with a role. Who is the day-to-day contact, who receives the invoices, who may add members on behalf of the company. You also record who is authorised to sign, because that is the person you need for a renewal or a service agreement.

Notes. Arrangements that aren't in the contract but that you do need to know: that they want to grow in the spring, that last year they complained about the temperature on the third floor.

Credit policy. How much meeting room credit this company gets per month and what happens when it is exceeded. Whether to recharge or not, and at what rate. This is set per company, so a different arrangement with one tenant doesn't have to be an exception you keep in your head.

Communication preferences. Which address transactional emails go to and who you write to with a payment reminder.

Why that saves time further down the line

Because the file is the starting point for everything else. When a contract is renewed, you know who needs to sign. When an invoice is overdue, you see the outstanding item, the invoicing contact and the earlier reminders on the same screen. When you send a bulk email to one floor, the addressing comes from here.

Email correspondence also comes together here if you use mailbox sync: email with a tenant is automatically filed under the right company and the right person, so a colleague can take over the conversation without needing your inbox.

Where the product stops

Doory is not a CRM for leasing. You record what you need to run the building, not a sales pipeline with deal stages and forecasts. If you use a CRM for new lettings, it stays alongside Doory. As soon as there is a contract, Doory is where the company lives.