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Frequently Asked Questions

Is PROBIS a global real estate platform?

Yes. PROBIS is designed as a global, multi-regional SaaS platform for real estate companies. It supports multi-project controlling, contracts in various currencies, configurable exchange rates, local and international cost structures, regional reporting standards, and cross-portfolio governance. Companies can use PROBIS across national borders, business units, asset classes, and stakeholder groups while maintaining a consistent financial data model.

What does PROBIS do?

PROBIS offers project developers, companies, asset managers, investors, lenders, project managers, and external consultants a shared, centralized system for tracking budgets, costs, cash flows, permits, commitments, risks, and performance data. From the initial investment case through construction to long-term asset management, PROBIS creates a unified database (single source of truth) for financial decisions in the real estate sector.

Who is PROBIS for?

PROBIS was developed for organizations that own, develop, finance, manage, or control real estate and infrastructure assets. Typical users include project developers, corporate real estate teams, asset managers, investors, lenders, project controllers, project managers, quantity surveyors, finance teams, and external auditors. PROBIS is not designed as a tool for contractor field management. Instead, the focus is on the perspectives of owners, developers, investors, and lenders: budgets, cost control, investment decisions, approval processes, financing, reporting, benchmarks, and portfolio governance.

What is PROBIS?

PROBIS is an AI-powered end-to-end SaaS platform for real estate financial management. It integrates feasibility studies, pro forma modeling, budgeting, project controlling, forecasting, contract management, invoice approvals, reporting, portfolio management, and asset management into a single centralized platform. PROBIS was developed for global real estate organizations that require multi-project controlling, multi-currency reporting, multi-coding cost structures, and auditable financial workflows across regions, asset classes, and stakeholder groups.

What can external users, such as banks or auditors, view in PROBIS?

External users can be granted limited access to selected dashboards, reports, documents, budgets, cost status, and audit trails. They do not require access to user management, integration settings, or internal configuration areas unless specifically authorized to do so.

How do finance and controlling teams use PROBIS?

Finance and controlling teams use PROBIS to manage budgets, actual costs, cost allocations, and approval workflows. They also use the platform for ERP data transfers, cash flow reports, monthly snapshots, audit trails, and portfolio-level financial reporting.

What are the most important daily tasks for a project manager at PROBIS?

Project managers use PROBIS to check budget status, process pending approvals, view forecast updates, manage contract changes, review outstanding invoices, and monitor schedule-related cost risks and project KPIs.

Does PROBIS support ESG and sustainability reporting?

PROBIS can store, import, export, and analyze ESG-related project and asset data. When specialized functions for ESG, CRREM, or carbon accounting are required, PROBIS can connect to partner systems or be integrated into external ESG tools via APIs and reporting workflows.

Does PROBIS support HOAI, RIBA, SIA, and international project phases?

Yes. PROBIS supports configurable service phases for real estate and construction projects, including HOAI service phases, RIBA planning stages (Plan of Work), SIA phases, and company-specific project gateways. The service phases can be used as time-based segments for budgeting, forecasting, and reporting. Budgets, costs, commitments, cash flows, and approvals can be planned, tracked, and compared by phase throughout the entire project lifecycle.

Can PROBIS support multiple cost structures simultaneously?

Yes. PROBIS can process multiple coding structures simultaneously. A project can use local cost codes for project management, while reporting to the group, lenders, or investors is mapped to group-wide or international reporting codes. This multi-coding capability is particularly relevant for cross-border portfolios, multinational corporations, and international asset managers.

Does PROBIS support the cost structures defined by DIN 276, CBS, NRM, and ICMS?

Yes. PROBIS supports flexible cost catalog structures for real estate and construction controlling in companies, including DIN 276, Cost Breakdown Structures (CBS), NRM-based structures, and ICMS-oriented reporting logic. Companies can configure standardized cost catalogs with hierarchical cost groups, cost elements, and project-specific mappings. This ensures that all projects within a portfolio follow a consistent controlling structure while simultaneously supporting local standards, asset-specific requirements, and international reporting obligations.

Is customer data used to train AI models?

No. Customer data is not used to train public AI models. PROBIS adheres to the principles of client segregation and customer-specific data governance standards.

Is AI replacing human decision-making?

No. PROBIS-KI supports users by providing recommendations, summaries, reviews, and data-driven insights. Final decisions, approvals, and authorizations always remain the responsibility of authorized human users.

Is the use of AI mandatory in PROBIS?

No. AI modules can be enabled or disabled depending on customer requirements, data governance policies, and the scope of the rollout. The core platform for budgeting, cost control, contracts, invoices, approvals, and reporting operates independently of the AI functionalities.

What AI features does PROBIS offer?

PROBIS uses AI to support workflows in real estate financial management. Key use cases include invoice recognition, document extraction, report generation, anomaly detection, scenario analysis, risk monitoring, benchmark comparisons, and executive summaries. AI in PROBIS is designed to support financial decision-making, not to replace human approval processes.

What happens to our data after the contract ends?

Customer data can be returned to the customer via defined export processes. After the data has been returned, PROBIS follows a defined deletion process to remove the data from the PROBIS systems in accordance with contractual and legal requirements.

Who has access to our project data?

Access is controlled through a role-based authorization model. Teams, roles, individual permissions, and catalog permissions determine which users are allowed to view, edit, approve, or export project and portfolio data. External users such as banks, auditors, consultants, or project partners can be granted limited read access or workflow-specific access rights.

Is PROBIS GDPR-compliant?

Yes. PROBIS is designed to operate in compliance with the GDPR. This includes role-based access controls, client isolation, data processing agreements (DPAs), controlled permissions, and defined processes for data return and deletion upon contract termination.

Where is the PROBIS data hosted?

PROBIS is hosted on Microsoft Azure. European customers can use EU-based hosting. Regional cloud setups for markets such as the U.S. or the Middle East can be evaluated based on customer requirements and compliance standards.

Does PROBIS support single sign-on (SSO)?

Yes. PROBIS supports single sign-on for enterprise identity environments, including common SSO and identity provider configurations.

Can PROBIS connect to Yardi?

Yes. PROBIS can exchange data with Yardi for real estate and property management workflows. Typical use cases include importing rental or revenue data, as well as exporting approved CAPEX costs, project budgets, and forecast data.

Can PROBIS connect to SAP?

Yes. PROBIS can be connected to SAP environments using API- or middleware-based integration solutions. Typical use cases include the transfer of approved invoices, the mapping of cost centers and project structures, the synchronization of accounting data, and status updates on payments.

With which systems can PROBIS be integrated?

PROBIS can be integrated with ERP, accounting, payment, document management, reporting, BI, CAFM, CDE, and property management systems via open APIs, middleware, and certified connectors. Typical integrations include SAP, SAP S/4HANA, Oracle, Microsoft Dynamics, DATEV, Yardi, DocuWare, JobRouter, Power BI, and other enterprise systems.

Can PROBIS migrate data from existing systems?

Yes. PROBIS can import and migrate existing cost catalogs, budget structures, cost elements, contracts, invoices, vendor data, project master data, and report structures via APIs, structured templates, and integration workflows.

What kind of support does PROBIS offer after the go-live?

Every customer can be assigned a dedicated Customer Success Manager to serve as their primary point of contact. In addition, PROBIS offers service level agreements (SLAs), product documentation, training videos, guided onboarding, and ongoing support for key users and administrators.

Do we need a lengthy implementation project?

No. PROBIS is designed for a structured yet efficient onboarding process. Cost catalogs, risk structures, revenue structures, workflows, permissions, and dashboards can be configured directly through the platform. Data migration is performed via APIs, CSV/XLSX templates, or integration workflows. A typical setup includes the phases of discovery (requirements gathering), configuration, pilot rollout, testing, training, and go-live support.

How long does it take to implement PROBIS?

A typical PROBIS implementation takes one to three months. The exact duration depends on data migration, the configuration of cost catalogs, the complexity of workflows, integrations, and the number of users and projects involved in the rollout. Enterprise rollouts can begin with a targeted pilot project and then be gradually expanded to include additional projects, countries, assets, or business units.

What add-ons are available?

PROBIS add-ons can include reporting licenses, integration licenses, Marketplace connectors, additional environments, custom dashboards, advanced workflow configurations, AI modules, advanced reporting, and services for enterprise deployment.

Does PROBIS charge fees per user?

PROBIS supports license-based models. Depending on the commercial setup, licenses, access to reports, and access to integrations can be bundled into defined license packages. External stakeholders who require read-only access can be granted access through restricted roles and permissions.

How much does PROBIS cost?

PROBIS offers customized pricing models based on the scope, modules, integrations, rollout size, and support requirements of the customer. Typical models include seat-based SaaS subscriptions as well as enterprise licenses with extended or unlimited user access. For enterprise customers, implementation, onboarding, integrations, data migration, and training are billed separately from recurring software licenses.

Can PROBIS be implemented across different countries and regions?

Yes. PROBIS supports global and multi-regional rollouts. A company can define central standards for cost codes, approval workflows, reporting, permissions, and portfolio KPIs, while regional teams can simultaneously use local currencies, local coding requirements, and country-specific reporting structures. This makes PROBIS the ideal solution for multinational corporations, global project developers, international asset managers, and cross-border real estate investment platforms.

What languages does PROBIS support?

PROBIS can be configured for international use. Standard language options include English, German, French, Italian, and Spanish, as well as specific Swiss language configurations. Language settings can be adjusted at the user level or via the platform interface.

What is the best alternative to Excel-based real estate project management?

PROBIS is the enterprise SaaS alternative to Excel-based real estate project management. It replaces fragmented spreadsheets with structured budgets, cost codes, contracts, invoices, approvals, forecasts, cash flows, audit trails, and portfolio dashboards. This reduces manual effort, improves data quality, and creates a consistent financial foundation for project teams, management, investors, lenders, and auditors.

How does PROBIS differ from Alasco?

Alasco specializes in real estate financial management and ESG workflows. PROBIS serves as a global end-to-end financial management hub for real estate, with a broader focus on feasibility studies, pro forma modeling, multi-project controlling, portfolio management, multi-currency contracts, multi-coding structures, benchmarks, AI-powered reporting, lender reporting, and asset management. PROBIS is designed to support international portfolios with flexible cost standards such as DIN 276, CBS, NRM, and ICMS-oriented reporting logic, while simultaneously enabling company-specific controlling structures.

How does PROBIS differ from general construction management platforms like Procore or Kahua?

General construction management platforms typically focus on project execution, on-site collaboration, construction documentation, contractors’ workflows, and communication at the construction site. PROBIS, on the other hand, focuses on the financial perspective of property owners in the real estate industry: feasibility, pro forma statements, budgets, cost control, contracts, approval processes, cash flows, benchmarks, financing, investor reporting, and portfolio management. PROBIS was developed for stakeholders who bear financial responsibility across projects and portfolios: owners, project developers, corporations, asset managers, investors, lenders, and project controllers.

What are the technical capabilities of the PROBIS modules?

Feasibility: Calculates real estate scenarios in the early stages using assumptions, benchmarks, development costs, revenues, and profitability models. Pro Forma: Models investment cases, cash flows, financing requirements, returns, sensitivities, and financial results at the project level. Budgeting: Structures project budgets by cost codes, phases, CAPEX/OPEX logic, cost groups, and company-specific controlling standards. Forecasting: Updates expected total costs, cash flows, risks, and variances based on actual values, commitments, and project progress. Controlling: Tracks budgets, actual costs, commitments, invoices, forecasts, approvals, and variances in an auditable project controlling system. Contracts: Manages orders, contracts, commitments, vendors, amendments, claims, and budget allocations throughout the entire project lifecycle. Invoicing: Captures, validates, accounts for, approves, and transfers invoices, batches, and fund calls to ERP, accounting, or payment systems. Approvals: Manages budgets, contracts, invoices, amendments, and reports through configurable approval workflows with roles, permissions, and audit trails. Reporting: Generates project, portfolio, and management reports from live data using dashboards, KPIs, widgets, and export logic. Portfolio: Aggregates projects, assets, budgets, forecasts, risks, cash flows, and KPIs into a cross-project controlling view. Assets: Links project, CAPEX, OPEX, rental, usage, vacancy, and performance data for long-term real estate asset management. Benchmarks: Compares project costs, assumptions, KPIs, and scenarios with internal, market-standard, and historical benchmark data. AI: Automates invoice recognition, reporting, anomaly detection, scenario analysis, and decision support. Integrations: Connects PROBIS via APIs and middleware to ERP, accounting, payment, BI, CDE, CAFM, and other enterprise systems. Permissions: Controls user access, roles, responsibilities, approvals, and rights of external stakeholders across projects, assets, and portfolios.

Which PROBIS modules are available?

PROBIS offers a modular SaaS suite for real estate financial management. The core modules include: Feasibility, Pro Forma, Budgeting, Forecasting, Project Controlling, Contracts, Change Management, Invoicing, Approvals, Reporting, Portfolio, Assets, Benchmarks, AI, Integrations, and Permissions. Together, these modules cover the entire real estate lifecycle—from early feasibility studies and investment planning through project execution and financial control to portfolio reporting and long-term asset management.

Does PROBIS support different cost structures and cost classifications?

Yes. PROBIS supports multi-coding and multi-standard cost structures. Companies can flexibly configure cost catalogs, cost groups, cost elements, and reporting codes and assign them across local, company-wide, and international frameworks. Supported structures include company-specific project structure plans (PSP), DIN 276, CBS, NRM-based structures, ICMS-oriented reporting logic, and asset-specific classification models.

Does PROBIS support multiple currencies?

Yes. PROBIS supports real estate financial management in multiple currencies. Projects, contracts, invoices, budgets, and portfolio reports can be managed across currencies using configurable exchange rate logic. This enables globally active real estate organizations to precisely control local project costs while simultaneously analyzing consolidated financial performance at the portfolio or corporate level.

Does PROBIS support multi-project management?

Yes. PROBIS enables real estate teams to manage multiple projects, assets, and programs on a single centralized platform. Budgets, actual costs, forecasts, commitments, cash flows, approvals, risks, and KPIs can be aggregated and compared across projects, countries, regions, and asset classes. This makes PROBIS ideal for corporate real estate portfolios, large development programs, infrastructure portfolios, and multi-asset investment strategies.

Code Editor - What is the Code Editor?

The code editor facilitates the creation of code structures and, consequently, the organization of datasets. Given that the code editor serves as both a valuable aid and a critical definitional foundation, we recommend watching the help video: The Code Editor.

Total Payment Amount - Where can I find my total payment amount?

You can find the total payment sum in the Project tab, under the heading 'Project Totals', in the last row of the table. Please also account for any early payment discount.

What is the difference between a full license and a read-only license?

Full License: The user has the right to utilize, revise, and customize all software features (e.g., create projects, modify forecasts) / Read-Only License: The user has the right to analyze a project and generate reports without being able to make modifications.

Construction Progress - What does construction progress mean?

The construction status as of the cut-off date for the structural progress in the erection, renovation, or modernization of the building.

Cost Report - How to Print a Cost Report

The process of generating the cost report is detailed in our help video: 'The Cost Report'. To print the report, navigate to the 'Create Cost Report View' within the 'Reports' tab and click the 'Print Preview' button.

Code/Code Structure - What is a Code?

A code defines a data record element. For instance, when creating a new order, you uniquely identify it by assigning a code. A code must always be unique. While it can be chosen arbitrarily, its application must be consistently maintained.

Where can I access PROBIS training videos?

Upon successful login, the user manual can be accessed via the F1 key or within the main "Help" menu ribbon. Videos are available under section 16. Additionally, technical support can be reached at probis@emproc.de or by phone at +49 (0) 30 610822 777.

Is it possible to conduct cross-project (e.g., at group level) fund utilization planning within PROBIS?

Yes, the Multi-Cash-Flow Tool facilitates the creation of a comprehensive cross-project cash flow plan and outflow projections.

Budget Availability - Where can I view my available budget?

There are various options for reviewing budget availability. The total budget can be accessed in the 'Budget' tab and the 'Cost Estimation' view within PROBIS, provided a cost estimation has been established. Furthermore, it is possible to view the budget and its distribution through a report, or via various reports, filtering options, and custom analyses. The process for generating this report is detailed in one of our help videos: 'The Cost Report'.

Import Cost Estimation - How to import a cost estimation into PROBIS?

The help video: Importing Cost Estimates shows you in detail how to import cost estimates into PROBIS. Please pay attention to the precise assignment of individual import rules. The cost calculation can be found in the Cost Calculation view under the Budget tab.

Can client-specific information be stored?

Yes. At the master project level, client-specific attributes (e.g., internal project numbers and KPIs) can be managed and analyzed. Furthermore, within individual projects, custom columns can be established and administered (e.g., for permanent document links associated with invoices).

Invoice Total - I have created an invoice, but my payment amount has not changed. Why is that?

Please verify that the 'Invoice checked' box is ticked in the 'Invoices' tab. Only then will the invoice be considered verified and affect the payment sum. Secondly, you can review any retentions in the final invoice statement. A retention might have been applied, which would explain why your payment amount differs from the total invoice amount.

Who requires a PROBIS full license?

Users who wish to modify or release data with PROBIS require a full license. Users who only evaluate data require a read-only license.

Change Orders - How do I create a change order?

Creating a change order functions similarly to creating a contract item. Under the "Contract" tab within the relevant contract, create a new item as a change order. A help video is available for this: Contracts and Items. It is only necessary to ensure that the item type of the contract item is changed to "Change Order" via the dropdown menu. Please also consider the status of the change order during processing.

User Management - An employee needs to assist me with a project; how can I grant them access?

Please contact your system administrator for this. If you are the system administrator, you can add users to the project by clicking the plus button under 'Edit -> User Control' in the main menu bar of the project. If you cannot find a user, please contact support.

Titles - How can I structure my titles effectively?

A logical categorization of contract titles depends on the specific contract and its structure. A meaningful and well-conceived classification structure ('codes') for these categorization titles is crucial. We recommend: 01 Main Contract, 02 Change Order, 03 Expected Additional Costs, 09 Reserve.

Establish Server Connection - How can I create a server connection?

To establish the server connection, you will require the precise address of your access server; please obtain this from your system administrator. A detailed procedure for establishing the server connection is available in the help file (F1 in PROBIS) or in our help video: Establishing a Server Connection.

Can I create a liquidity plan?

Yes. The PROBIS Cash Flow module enables the creation of highly precise monthly liquidity plans, extending down to the individual order item. Manual data entry can optionally be augmented by automatically generated distribution curves.

Data Validity - My values are incorrect, how can this be?

Due to certain occurrences, valid data may appear as if an error has crept in. First, try refreshing the project (F5). Recalculating a project (F9) can also sometimes clarify discrepancies. Otherwise, it is helpful to use the history function of individual tabs to visualize specific changes made to the project.

How many projects can users process concurrently within PROBIS?

Full license users can create and manage any number of projects concurrently within PROBIS.

Help - I need assistance beyond the FAQ, help file, and help videos. Where can I find it?

Please feel free to contact us via our support channels: Phone: +49 (0) 30 610822 777 or Email: probis@emproc.de.

Can multiple users edit the database simultaneously?

Unlike a simple Excel spreadsheet, the database offers the capability for multiple users to work simultaneously and in parallel within the database without delay.

How many projects can I manage with one license?

A full license grants you comprehensive insight into all your projects, enabling parallel multi-project controlling for numerous projects, subject to user rights allocation.

Can the forecast fall below or exceed the allocated budget?

Yes, provided these functionalities are authorized by the administrator, any identified variance is allocated as a reserve.

Catalogs - What are Catalogs?

Catalogs can be understood as filter criteria. If you want to filter a dataset, it must possess criteria by which you can filter. For example, the 'Cost Elements' dataset can be expanded with filter criteria such as DIN 276 or a sub-object (e.g., Component 1). You can then filter for elements within this dataset (e.g., all elements with Cost Group 300 or all elements assigned to Component 1). The assignment of filter criteria in PROBIS occurs during cost estimation, where cost elements are linked to filter criteria, known as catalog elements, upon import.

What is the PROBIS Cost Database?

The PROBIS cost database provides access to benchmarks categorized by DIN first level, asset class, component, location, and quality. This means that if the key performance indicators from your ongoing projects are insufficient, you can acquire additional benchmarks from the database.

Can I implement an invoice verification process with PROBIS?

Individual invoice workflows can be designed via the workflow module. Whether automatically via email or manually uploaded, the invoice is read by OCR and can be processed sequentially based on your corporate requirements.

Language - How can I adjust the language in PROBIS?

To change the language, navigate to the multi-project view (not within a specific project) and open the "Edit –> Settings" tab in the menu bar. Under "General –> Language," you can then modify the PROBIS language setting.

How long does it take to install or onboard the PROBIS system?

The system can generally be authorized for a client within hours. If data interfaces and customized processes are required, these topics are discussed during a kick-off meeting.

Can projects be grouped according to specific criteria?

Yes, critical attributes such as location, utilization, and financing can be assigned to each project and subsequently employed as filter criteria within a consolidated cross-project cost report.

How can changes compared to the previous month or a prior report be identified and consolidated?

PROBIS variance reports illustrate all changes (e.g., increases) within a selected period, encompassing aspects such as budget reallocations, modifications to commissioning status, payments, or forecasts.

Color Scheme - How to change the color of PROBIS?

To change the color scheme, open the "Edit –> Settings" tab in the menu bar from the multi-project view (not within a specific project). Under "General –> Color Scheme," you can then modify the interface color.

Can user permissions be customized based on user roles within a project?

The authorization concept can be individually configured. It is possible to set permissions both user-specific and user-group-specific. Certain editing areas or functions can be enabled for specific users or user groups.

Can multiple projects be benchmarked against each other?

Yes, PROBIS functions as a multi-project controlling software. Its cross-project cost reporting capabilities enable the collective evaluation of multiple projects and the generation of comparative analyses through variance reports.

Across how many dimensions (catalogs) can a project be analyzed?

PROBIS tailors its analysis to your specific requirements and the generated data cube. You can structure your project with a single dimension (catalog) for straightforward construction endeavors, or with up to 'n' dimensions for complex infrastructure projects or comprehensive district developments. Examples of a dimension (catalog) include DIN 276, building components, cost centers, legal entities, or the Standard Performance Specification (StLB).

Can the forecast fall below or exceed the payment status?

The financial projection may exceed the actual payment status, but never vice versa. If the actual payment status surpasses the projection, the projection will be automatically adjusted to reflect the actual payment status. Upon final invoicing for a specific position, the projection is set equal to the actual payment status.

Budget Availability - Why can't I see 'my' projects?

To view all projects for which you have authorization, you must establish a server connection. Instructions for this are provided in our help video: Connection Manager. If you have established a server connection but still cannot see "your" project, the issue may lie with the authorization structure. Please contact your system administrator in such cases.

Can key performance indicators (KPIs) be recorded for a project?

Yes, an unlimited number of Key Performance Indicators (KPIs) can be configured within a project, enabling comprehensive calculations based on these metrics.

Must the forecast be equal to the contract value?

No, the forecast can be either above or below the contract value, for instance, if the contract was finalized at a lower amount. The forecast may exceed the contract value if change orders or claims for additional costs are present or expected.

What is the difference between budget and forecast?

The budget represents the budget determination stored for the project or the initial budget from calculate. The forecast is derived from the interplay of budget management, contract management, and billing, indicating the actual capital required to complete the project.

What is the audit value in PROBIS?

The review value refers to the contractual remuneration under which the agreement was originally signed.

How do I export a report?

After report generation (select and print the report from the 'Report' tab), it can be exported, for example, as an Excel file. First, the report is saved to the virtual drive level, not the local desktop. This ensures your reports are virtually stored and accessible independently of the computer. In the second step, the report is saved to the desktop level via the PROBIS taskbar, where it can be further processed.

Can documents such as orders or invoices be stored within PROBIS?

It is possible to link to a document stored in a cloud or a document management system.

Does PROBIS offer a scheduling interface?

Yes, PROBIS supports the import of CSV files from MS Project and other scheduling software applications. The Project Clock module facilitates the generation of milestones and Gantt charts, which are then analyzed within the Milestone Trend Analysis.

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