WinCasa automation · Software development from Munich
Automating WinCasa: directly at the data or via robot
Where WinCasa offers an interface, our automation works directly at the data level. Where it doesn’t, a software robot like UiPath replicates the human workflow click by click – and then nobody clicks at all. Both approaches save time and money; we pick the right one for each process step.
With an interface: direct data access
- direct access to database and APIs
- runs without a screen, even overnight
- no waiting for screens and load times
- stable across interface updates
Without an interface: software robot (e.g. UiPath)
- replicates the human workflow click by click
- works with any screen and any dialog
- even legacy systems with no interface at all
- measurably saves time and money
Direct data access where possible. A software robot where needed.
WinCasa has no official UiPath or RPA integration – nor does it need one: a software robot operates any program through its interface, exactly as a person would. That makes even processes with no interface automatable.
You get an honest assessment, even if it says: this isn’t worth it.
Data protection first: with tenant and owner data especially – the AI runs in an EU data centre, and entirely on local hardware at your site when needed.
Progress Software partner since 2019 (NASDAQ: PRGS). WinCasa automation in production at a Munich property management company.
Use cases
What we automate in and around WinCasa
Five patterns from the day-to-day work of property managers who run WinCasa as their core system.
Inbox
Emails that become cases
Shared inboxes like info@ or damage@ are the entry point of almost every management process. An AI system reads every incoming message, identifies the property and the issue, creates the case in the ticketing system, and prepares the reply. More on that: the casavi ticketing case study.
Bookkeeping
Bookkeeping that checks itself
Open items, missed payment dates, missing postings and balance discrepancies are found and reported automatically – early, not when the annual statement is due.
Statements
Reviewing statements before they go out
Matching totals between overall and per-unit statements, reserve fund development, mandatory sections: anything unusual comes back to the caseworker with a reason, instead of reaching owners unchecked. More on that: the annual statement review case study.
Documents
Documents that find their own case
Invoices, contracts, minutes and official notices are recognised, matched to the right property and case, and filed – no retyping, no filing chaos.
Reports
Reports that arrive on their own
Recurring reports run automatically and land in the property manager’s inbox as an email, instead of being exported and sent by hand.
Approach
Four steps, in this order
Each step decides whether the next one is worth doing at all – which is why you can walk away after two of them.
01
1 day · free
Process screening
We look at two or three of your WinCasa processes and work out where automation pays off. You get an honest assessment, even if it says: this isn’t worth it.
02
1–2 weeks
Feasibility & data access
We check how your WinCasa is set up and what data access is possible. You get a solid statement on effect and cost before development starts, not after.
03
4–6 weeks
Prototype on the real process
The prototype runs on your real WinCasa data, alongside your existing process. You see the accuracy before anything goes live.
04
ongoing
Production
Integration with monitoring, an escalation path and tests. You or we run it afterwards. The source code is yours.
↑ Exit points after 01 and after 02.
Difference
Why both: data access and robots
No tool dogma: we pick whatever holds up for each process step. A single process can use both routes.
The direct route where it exists
Wherever the database or an interface is accessible, direct data access is the faster and more robust route: no screen, no load time, no detour through the interface.
The robot for everything without an interface
Software robots like UiPath replicate the human workflow: open the screen, fill the fields, confirm. That way almost any program can be automated, including legacy systems.
Time and money saved on both routes
Both approaches take the repetitive clicking off people’s desks. The difference is in the how, not in the outcome.
Combinable within the same process
One process can use both routes: the invoice arrives via direct data access from the DMS, the robot posts it in the legacy software.
Traceable in both cases
Data access or robot: every run is logged, with a clear escalation to a person whenever something is ambiguous.
Proven
What came out of it
casavi
Automatic ticket creation
AI reads the inbox and creates tickets, instead of someone opening every email.
Munich property management company
Audit
Annual statements
Rule-based checks plus AI review, before a statement reaches the owner.
German billing services provider
9×
Response time & throughput
Performance audit of an existing web application.
Medical Protection · Medicine & insurance
48 h
Data migration
Automated migration of XML content, built with PLINQ.
California Southern University · Education
Questions
What you probably want to ask
Does our data have to leave our own infrastructure?
Only as far as necessary. The models run in an EU data centre; if tenant and owner data must not leave your building at all, everything runs on hardware on your premises.
Do you also work with RPA tools like UiPath?
Yes, wherever that’s the right route: for systems without an interface we use software robots that replicate the human workflow, saving time and money. Where an interface exists, direct data access is usually the more stable option – and then no RPA licence is needed.
What happens when WinCasa gets an update?
With direct data access, the automation stays stable as long as the data structure doesn’t change fundamentally. We review robot-driven workflows after major interface updates – a predictable effort that we price in from the start.
Does this also work with property software other than WinCasa?
Yes, the principle is system-independent: wherever data access or an interface exists, we build directly on it. Where it does not, the software robot takes over, exactly as with WinCasa.
Let’s look at what is still being done by hand at your desk
One day, free, no obligation. At the end you’ll know whether automation is worth it for you – and if not, we’ll say so.