// SECTOR · REAL ESTATE & PROPERTY DEVELOPMENT
Document management for real estate :
The right document.
To the right person.
In the right phase.
A real estate project goes through six phases — from prospecting to management. At each phase, documents emerge that are crucial for some stakeholders and completely irrelevant or even confidential for others. Ishtar365 ensures everyone sees exactly what they need. Nothing more, nothing less.
One certificate in. Metadata out. Automatically tagged.
EPC, asbestos inventory, electrical inspection, fire insurance, BREEAM — every certificate has an expiry date, an expert and a validity period. Until today that means manually opening, reading, retyping, scheduling.
In Ishtar365 the AI does that for you. Try one of our examples on the right — you see the document and the extracted metadata, real-time.
What the AI extracts
- Address & building · linked to the right project
- Expiry date · automatic reminder 6 / 3 / 1 month in advance
- Certificate type · EPC, asbestos, inspection, fire insurance, BREEAM …
- Recognized expert · name, certification number, body
- Result & score · label, conformity, risk level
- Access rule · automatically applied based on phase & type
No manual work. No forgotten expiry dates. No more certificates ending up in the wrong folder.
Classify my documents →AI Certificate Analyzer
to see a document.
Documents that no one should have seen — and yet ended up on someone's desk.
One project. Dozens of documents. Dozens of stakeholders.
Access by phase cannot be allowed to go wrong.
// THE SIX PHASES
Each phase. Its own documents. Its own access rules.
A real estate project goes through six recognisable phases. Each phase produces different documents and involves different stakeholders. Ishtar365 makes this natively enforceable.
sales: no
no site docs
// THE COSTLY DETAIL
Sales never need to see the variations.
Access by phase isn’t a luxury — it’s a commercial and legal necessity. What belongs to Development doesn’t belong with Sales. What the bank knows isn’t for the contractor.
// METADATA RIGHTS AT DOCUMENT LEVEL
Access follows the document. Not the folder it happens to be in.
Because documents in Ishtar365 are tagged with phase, type and stakeholder, access is predictable. A new document in phase 4? Sales don’t see it, even if they have access to the project.
- Access linked to metadata, not folders
- One more document = no extra permissions work
- Stakeholder leaves the project? Access closes automatically
- New phase? Documents are released to those who need them
- Full audit trail per document, per user, per phase
- Sales · sees the margins on the variations the contractor charges
- Contractor · accidentally receives the credit dossier as an attachment
- Architect · sees what the investor paid for the plot
- Buyer · finds a site report mentioning asbestos in the shared folder
- External consultant · retains access to all dossiers after their assignment
// DOCUMENT TYPES WE KNOW
A real estate dossier contains hundreds of document types. We've already classified them.
Based on our Real Estate Documentation webinar and our work with clients, we have a complete metadata taxonomy ready. Plug-and-play, or fully configurable for your organisation.
Exploration & due diligence
Initial valuations, soil certificates, planning information, water assessment, easements.
Acquisition dossier & credit
Pre-contract, deed, credit agreement, mortgage, valuation reports — legally tight.
Architect & consultancy
Architect plans, EPB studies, cadastral plans, surveyor, approved plans vs application.
Environmental permit
Applications, regularisation, environmental permit, programme of measures, completeness declaration.
Site & contractor
Contractor agreement, asbestos, demolition, earthworks, fire services, utilities, site photos, variations.
Handover, EPC & management
Provisional and final handover, EPC, as-built, inspections, warranties, fire policy, BREEAM/ESG.
// HOW IT WORKS
Tag once. Access follows automatically.
"The PDF uploaded by a contractor belongs to Development of project De Linde, phase 4. Not to sales, not to the bank, not to external consultants."
- On upload: tag phase, type, project, stakeholders
- Access rule = combination of metadata, not a folder
- A document tagged correctly once → findable and properly secured
- Expiry dates for inspections, certificates, warranties with alerts
- Full audit trail: who saw what, when, in which phase
For the first time, we have one working environment per project where every party — from notary to contractor to building manager — sees exactly the right information at the right moment. No more WeTransfer jungle.
Bring your projects to life the structure that they deserve.
A sector-specific consultation is free of charge. We’ll show you how Ishtar365 brings together your documents, project phases and stakeholders, tailored to your projects.
// CUSTOMERS ON THEIR AUTOMATION
They are already automating.
Frequently asked questions about real estate document management
How does Ishtar365 handle access by stakeholder in a real estate project?
Documents are tagged with metadata: phase, type, project and stakeholder. The access rule is a combination of that metadata — not the folder a document happens to sit in. A new document in phase 4 is automatically invisible to sales, even if they have project access.
Which real estate documents can the AI tag automatically?
EPC, asbestos inventory, electrical inspection, fire insurance, BREEAM and similar certificates. The AI extracts address, expiry date, expert, certification number and compliance score, then links the document to the right project and phase.
What happens when an external stakeholder leaves the project?
Because access is tied to metadata and not to folders, access closes automatically as soon as the stakeholder is removed from the project or phase. No manual cleanup of rights, no forgotten consultants with lifetime access.
Does Ishtar365 work for both development and management?
Yes. The six phases — prospecting, study, acquisition, development, sales, management & handover — cover the entire lifecycle. Documents remain available to the syndic and owners after handover, while construction files are closed off for new stakeholders.
Do I get an audit trail of who saw what?
Yes. Every document has a full audit trail by user, by phase and by action: viewed, downloaded, modified. Essential for due diligence, legal disputes and compliance audits.
