From registration to invoicing and follow-up – app.coaccept.com guide

 

Introduction

Every month, rent receipts must be sent out, payments must be followed up, and sometimes reminders or notifications must be handled. Many real estate companies are stuck in manual routines that cost time and money.

 

Swedish proptech platform CoAccept – was created to solve the management by automating invoicing and securing communication with tenants. The result is a more transparent and efficient management of rental invoices and information messages.

Pia , finance manager at “Trygga Hem AB”, talks about how her company is moving from traditional handling to GDPR-certified digital invoicing with CoAccept.

Value: CoAccept makes it easy to get started – the platform’s invoicing service can be used completely free of charge for the first six months. By removing the cost initially, it is easy to test and measure the value of the new service in practice. After the free period, you can choose to continue using the service at a 50% discount against a 6-month commitment period. This gives Trygga Hem AB the security that they can try the system and see results before full pricing comes into effect.

Step by Step – Follow Pia from registering and importing tenant data to sending invoices and following up. The guide is designed to be easy to understand even for non-technical readers.

Step by step overview

Below is a table summarizing each step,
and what result the step leads to:

Step 1: Registration and booking of onboarding meeting

Pia starts by visiting app.coaccept.com to create an account for Trygga Hem AB . The registration process is simple and intuitive. Once the account is created, she books a digital onboarding meeting with the CoAccept team. During this meeting, CoAccept guides her through the platform’s interface and features, and answers questions.

Result: Within 24 hours, Pia's company account on CoAccept is activated and she is ready to start using the platform. The digital onboarding meeting ensures that Trygga Hem AB gets up and running quickly and that Pia feels comfortable with how the system works. She already notices the advantage of a cloud-based solution – no local installation is needed. All she needs is a browser.

Step 2: Import tenant data

With the account up and running, the next step is to get the company's tenants into the system. CoAccept supports easy upload of tenant data. Pia exports a list of all tenants and their contract details from the company's existing property management system. The export is in CSV format, which is a common file format from property management systems.

She then goes into the CoAccept interface and uploads the CSV file. Alternatively, she could have used an integration (more on integration in step 6). The upload registers all tenants, addresses, email addresses and rent amounts in CoAccept. The system creates documents for future invoice mailings.

Result: All tenants are now entered into CoAccept with correct information.
Pia can see an overview of all rental contracts on the platform. This step lays the foundation for automated invoicing – now CoAccept knows who should be invoiced, how much and via which channel (e.g. email and digital mailbox).

Step 3: Automatic invoicing and digital mailings

Once the tenant data is in place, Pia no longer needs to create invoices manually. Each month, CoAccept automatically generates the rental receipts based on the entered information. During the campaign period, there is no fee charged for this invoicing service, which means that Trygga Hem AB can send out invoices free of charge during its first months as a user.

CoAccept attaches each invoice to a digital communication addressed to the tenant. Pia can choose the delivery channel based on the tenant's preference:

- Email: The tenant receives an email with a secure link to the invoice.
- SMS: The tenant can receive an SMS notification with a link to the invoice.

Common to all digital mailings is that they are protected with BankID. This means that when the tenant wants to open their invoice, they must authenticate themselves via BankID in order to read it. Only the authorized recipient (the tenant himself) can therefore see the content. All communication sent via CoAccept is security-certified and meets GDPR requirements that personal data and payment information are handled according to regulations from the Swedish Financial Supervisory Authority.

Result: Tenants at Trygga Hem AB now receive their rent receipts digitally instead of on paper. This saves postage costs and time. The mailings are traceable and secure thanks to BankID verification. Pia can see the status of each mailing in CoAccept's web portal – which invoices have been sent and to which channel. The system handles hundreds of mailings in a few seconds, which frees up Pia's time from printing, enclosing and mailing letters. In addition, tenants appreciate the convenience of digital delivery.

Step 4: BankID and reading certificate (follow-up)

One of the powerful features of CoAccept is the ability to receive a read receipt for each invoice sent. When a tenant opens their digital invoice, digital identification is required. The moment the tenant identifies themselves and reads the invoice, CoAccept records this. The system generates a digital read receipt – proof that the tenant has received and opened the invoice.

The read receipt is automatically sent to Pia's CoAccept account (and notification can also be done via email). In practice, Pia can see a green check mark next to each invoice that has been opened in her overview. This is invaluable for follow-up. The function fulfills the same purpose as a registered letter or service, but digitally and without the hassle.

Result: CoAccept gives Trygga Hem AB full visibility into the delivery of invoices. Thanks to BankID verification, Pia knows exactly which tenants have opened their invoices and when. If someone has not opened their notice within a reasonable time, she can proactively follow up, for example by sending a reminder or contacting the tenant. The payment rate can therefore increase – rent payments are received on time because tenants actually take advantage of the information. This traceability also increases data quality and efficiency in the ecosystem, as digital flows provide more reliable information than paper.

Step 5: Tenants' experience via Billo.life

In parallel with CoAccept sending out the invoices, the invoice information is copied over to Billo.life, a digital mailbox and payment platform integrated with CoAccept. Billo is free for the tenant and acts as a central hub for all important mail and payments on the mobile. As soon as Pia sends the invoices through CoAccept, the tenants see them in their Billo app (all tenants register Billo free of charge).

In Billo, the tenant can:

- Pay the invoice directly: Billo offers popular payment methods such as Klarna (for paying by invoice/partial payment) or Swish (direct payment via mobile phone). The tenant can choose the payment method that suits them best, and Billo ensures that the money reaches the landlord quickly.

- Communicate and collect all mail: Billo functions as a digital mailbox, which means that the tenant not only receives rent notices there, but also other digital mail from companies and authorities. Everything is collected in one place, making it easier to keep track of important messages.

- Translate information: For tenants who are not comfortable with the Swedish language, Billo automatically translates the content of messages and invoices into the tenant's preferred language. This way, for example, an English-speaking tenant can read their rent notice in English, reducing the risk of misunderstandings.

Result: Tenants get an improved experience. They can easily pay their rent on time with a few keystrokes and avoid having to manually enter long OCR numbers. All communication is centralized, which means fewer lost letters. The translation function allows Trygga Hem AB to communicate effectively even with tenants who have a different native language. For Pia, the Billo integration means that she doesn't have to handle different proofs of payment - payment status can be followed directly as Billo and CoAccept share information. It's a win-win for landlord and tenant: the tenant is protected from unnecessary debt collection demands through flexible payment options, and the landlord is protected from late or missed payments.

Step 6: Integration with existing systems (API)

After using CoAccept for a while, Pia realizes that the process is already much more efficient than before. But to further automate the work, she is investigating the possibility of connecting CoAccept directly to the company's property management system (Pigello, in Trygga Hem AB 's case). CoAccept is built with an open API structure and can be integrated with existing financial systems or property management systems.

Pia contacts CoAccept support who helps her configure the API integration. Soon, data will be automatically transferred from Pigello and CoAccept:

- New tenants or changes in Pigello are automatically updated in CoAccept.
- When CoAccept sends a rental invoice or records a payment, this information can be sent back to Pigello.

For companies using other modern real estate systems, the integration works similarly via API. Everything is cloud-based, without the need for any local installation or file import every month.

Result: Full automation is achieved in the invoicing flow. Pia no longer needs to do any traditional work to invoice or follow up on rents – Pigello “talks” to CoAccept in the background. This eliminates duplication of work and reduces the risk of errors that can occur if files are exported and imported. In addition, Trygga Hem AB saves even more time, as everything from invoice generation to accounting for payments is done seamlessly.

Integration via API means that CoAccept fits seamlessly into existing processes, instead of being a standalone system.

Step 7: Pricing model and offer

Finally, Pia evaluates the costs of the new solution. To her surprise, CoAccept's introductory offer has resulted in 0 SEK in costs for the first 6 months. During this period, Trygga Hem AB has been able to send invoices digitally, receive reading certificates and get paid faster – without paying anything for the service.

Once the first six months have passed, the company needs to decide whether they want to continue. CoAccept then offers continued use at half price (50% discount) in exchange for the company committing to an additional 6 months. The offer gives Trygga Hem AB the opportunity to continue to benefit from the platform at a reduced cost while fully adapting their routines. After the discount offer, the price reverts to the regular level, which Pia had calculated into the budget – but by then the efficiency gains and higher payment rate that the platform has brought have more than justified the cost.

Result: Cost-effectiveness and security. In the first few months, Trygga Hem AB has saved both money (no postage or invoice fees, and a free platform) and time (automation). The increased payment rate – thanks to digital tracking and easy payment options – improves the company’s cash flow. When regular costs come in, the service continues to be financially beneficial. CoAccept’s pricing model is designed to allow companies to try without risk and see the value in real time, before making a long-term commitment. For Trygga Hem AB, the investment has paid off in the form of happier tenants, fewer late payments and more time to spend on core business. 

Termination

Through this journey, Pia and Trygga Hem AB have gone from traditional invoicing to a modern, digital process. CoAccept's platform, in collaboration with Billo, has not only streamlined administrative work but also improved the relationship with tenants through clear and user-friendly communication.

For decision-makers in similar companies, the benefits are clear: increased payment rates, saved time for staff and happier customers.

The onboarding process shows that the step to digital invoicing does not have to be complicated or risky – with the right partner like CoAccept, the transition can happen smoothly, step by step, with tangible results for both the business and the customers.

Ready to modernize your rental management?

With CoAccept you take control of your invoicing
from day one, and thanks to the introductory offer, there's nothing stopping you from trying it out today. Create an account at app.coaccept.com
and experience how digital invoicing changes
the company for the better!

https://docs.google.com/document/d/1WOcEnFjkLD2NkSxZsTXXbcaQQALRzugvDGGLTuZIOd0/edit

From registration to invoicing
and follow-up – app.coaccept.com guide 1

Introduction 1

Step by step overview 2

Step 1: Registration and booking of onboarding meeting 3

Step 2: Import tenant data 4

Step 3: Automatic invoicing and digital mailings 5

Step 4: BankID and reading certificate (follow-up) 6

Step 5: Tenants' experience via Billo.life 7

Step 6: Integration with existing systems (API) 8

Step 7: Pricing model and offer 9

Termination 10