Digital Transformation in Building Management: What to Move to Digital, and How to Measure It

Short answer: the main benefit of digital tools is that each record is kept in one place and does not disappear when the manager changes. You do not have to change everything at once: start with the job that takes the most time and causes the most errors, drop the old method only once the records reconcile, and measure the gain with your own figures.

Last checked: 27 September 2026. The "In Yonevo" notes describe the product's current features; the general advice applies to other tools too.

1. Maintenance fee charges and tracking

Risk with the current method: rows shifting when formulas are copied in a spreadsheet, the split rule (equal / land share) applied wrongly, late payments overlooked.

What a digital tool gives you: monthly charges written in one go according to the rule, each unit's balance up to date, and the late payment penalty calculated with the same rule.

In Yonevo: monthly charges can be posted automatically; an amount is split as fixed, by land share or by floor area, and additional items are added with their own method. When fees, payments or late payment penalties are posted, residents can be emailed or sent an SMS, depending on your settings. For the split rules, see the maintenance fee guide.

2. Bank transactions

Risk with the current method: asking residents for payment slips, transfers with unclear descriptions recorded to the wrong flat, reconciliation left to month end.

What a digital tool gives you: transactions arriving in the system without typing them in, and a way to compare the bank balance with the ledger.

In Yonevo: with supported banks, account transactions are pulled over a read-only connection at regular intervals (every 15 minutes by default) and recorded in the bank ledger; you decide which unit a payment is recorded to, and there is no automatic matching to units. For other banks, a statement file can be imported from the data migration screen.

3. Resident communication

Risk with the current method: announcements get lost in messaging groups; members see each other's phone numbers; removing residents who have moved out and keeping the messages is left to the manager. These channels are handy for reminders, but keep in mind who personal data is shared with, and that matters needing formal procedure, such as owners' assembly meetings, still need formal notice (see the meeting guide).

What a digital tool gives you: announcements sent to the right audience (owners, tenants, a block), faults and requests tracked with their status, and a record of what was sent.

In Yonevo: announcements, polls and requests (new, to be assigned, in progress, resolved) run in the resident portal; notifications go by email, SMS or app notification. When a resident who has moved out has their membership deactivated, their portal access closes; the manager does this. A poll result does not replace an owners' assembly resolution.

4. Documents

Risk with the current method: contracts, invoices and copies of resolutions staying on the manager's computer and being handed over incompletely when the manager changes.

What a digital tool gives you: documents kept in an archive that belongs to the building, sorted by type and available to authorised people.

In Yonevo: documents are uploaded to the document centre with their type; contracts and debt records can be linked to the relevant document. No version history is kept for documents; upload the current version as a new file.

5. Meetings and resolutions

Risk with the current method: not tracking which resolutions have been carried out.

What a digital tool gives you: meetings, resolutions and votes recorded together, and the follow-up work tracked as tasks.

In Yonevo: meetings, resolutions, votes and invitation documents are recorded; tasks are tracked with an owner and a date in a separate module (there is no automatic link from a resolution to a task). The legal duty to write resolutions in the notarised book remains outside the software.

6. Financial reporting

Risk with the current method: year-end accounts pulled together from scattered records, and owners unable to trace figures back to their source. A carefully kept spreadsheet can be audited too; what matters is that records are tied to documents and dates.

What a digital tool gives you: income and expenses, cash and bank reports, budget versus actual and per-person statements all produced from the same records.

In Yonevo: income and expense, cash and bank reports, budget versus actual comparisons and ledger statements are available; double-entry mode adds the journal, general ledger and trial balance. Reports can be exported to PDF and Excel. This makes accounting to owners (KMK Art. 39) easier; presenting it to the assembly and the assembly's decision still happen at the meeting.

7. Change history

Risk with the current method: not knowing who changed a record, and when.

What a digital tool gives you: record changes tracked with the user and time.

In Yonevo: record changes are logged with the user, time and IP address; a deleted record's content before deletion is kept. Authorised users can still correct records; the history makes those corrections visible. You still need to prepare a handover record when the manager changes.

Sample switch plan

The stages below are an example; they take more or less time depending on the size of your building and the state of your data.

Measure the gain yourself

Instead of a general "x per cent saving" figure, measure it in your own building. Compare the three months before switching with the three months after:

Other factors besides the software (fee increases, residents changing, economic conditions) also move these figures; note them when you interpret the comparison.

Sources (in Turkish)

• Condominium Law No. 634, Art. 29, 32, 39
• Personal Data Protection Law No. 6698