For landlords and property managers
Document every handover.
Keep track of every key.
Record move-ins and move-outs room by room, with photos and meter readings. Both sides sign on site or via a link, and the PDF arrives by email. The key log always shows who has which key.
Free download · iPhone & Android
- Freefirst report and 10 keys
- On siteor sign via a link
- PDFwith number and checksum
- EUdata in European data centres
Why Protokey
No more paper forms
or key cabinet puzzles.
A clean report protects both sides – from disputes over the deposit, scratches in the floor and missing keys.
Until now
- Printed form, filled in illegibly
- Photos somewhere on the phone, not linked to a room
- Key list in a spreadsheet – who has the cellar key?
With Protokey
- Room by room with condition, photos and notes
- Signatures and a PDF for everyone involved
- Key log with holder, due date and receipt
Handover report
Room by room, done in minutes.
Pick the property and unit, tap the rooms and mark the condition of each item. Defects get a photo and a note – right where they belong.
- Move-in, move-out, interim inspection and more
- AI suggestions from photos or dictation – you check and confirm
- Good, signs of wear, defect or missing
Meters and keys
Meter readings and keys included.
Electricity, gas, water, heating – with meter number and reading. Plus the keys handed over or returned, linked to your key log.
- Let the app read the meter from a photo
- Take keys straight from the key log
- Compare with the move-in report
Signing
Signed, finalised, sent.
Everyone signs on your device or via a link on their own phone. Then the report gets a number and can no longer be changed.
- The other side doesn't need the app
- PDF with number and checksum by email
- Every signature with name and time
Key log
Every key.
Always accounted for.
Front door, flat, cellar, mailbox: see at a glance what's in stock, what's handed out and what's overdue.
Stock, handouts and history.
Every key has its history – who got it when, when it's due back and where it's stored.
- Filters: in stock, handed out, overdue
- Reminder when the return date passes
- Report as lost or mark as destroyed
Hand out with a signature.
Contractors, tenants or colleagues sign on the device. The PDF receipt is ready instantly.
- Several keys in one step
- Return date and note
- QR tags to print and scan
Properties
All properties and units in one place.
Add buildings with units, owner and contact person. Reports and keys belong directly to the property.
- Rental properties with any number of units
- Reports and keys per unit
- Archive for properties you no longer manage
Who it's for
Made for everyone who hands over doors.
Private landlords
One or two tenant changes a year – no templates, no paperwork.
Property managers
Many properties, one team, clear roles and a shared key log.
Estate agents
Handovers on sale or rental, properly documented.
Caretaker services
Hand keys to contractors and know when they come back.
How it works
Three steps to a finished report.
Add a property
Address, units and parties – entered once, reused every time.
Record the handover
Capture rooms, conditions, photos, meters and keys on site.
Sign together
On site or via a link. Finalise, and the PDF goes to everyone.
Secure and traceable
A report
you can rely on.
Tamper-proof
Finalised reports can no longer be edited. The PDF carries a number and a checksum.
Data in the EU
Stored in data centres in the European Union, transferred encrypted.
Works without signal
Drafts and photos stay on the device, even in the basement – they upload later.
Pricing
Start for free.
Try Protokey with your next handover. You only need more when there's more to do.
Free
To try it out
€0
free forever
For your first tenant change.
- 1 handover report (PDF with watermark)
- Key log up to 10 keys
- Sign on site and via a link
Landlord
Unlimited
€4.99
per month · or €39.99 per year
Subscription for landlords with several units.
- Unlimited reports without watermark
- Unlimited keys and QR tags
- Compare move-in and move-out
Management
For teams
€14.99
per month · or €149.99 per year
Subscription for property managers and teams.
- Everything in Landlord
- Team with roles and permissions
- Shared key log
Only the occasional handover? Single reports without a subscription: 1 for €2.99, 3 for €7.99. Prices incl. VAT; the app shows the price for your country.
Questions and answers
Does the other side need the app?
No. They sign on your device or via a link on a web page and receive the PDF by email.
Can a finalised report be changed?
No. Every signature is stored with name and time; the finalised report gets a number and a PDF with a checksum.
Where is my data stored?
In data centres in the European Union.
Does it work offline?
Yes. Drafts and photos are saved on the device and uploaded later. Signing via a link and finalising need a connection.
How do the QR tags work?
You print tags for your key rings. Anyone who finds a key scans the code and can notify you – without seeing your address.
Is the report legal advice?
No. Protokey documents the condition at handover. For legal questions, please consult an adviser you trust.
Found a key with a Protokey tag?
Scan the QR code on the tag with your phone camera. The page lets you notify the owner.
Get started
Your next handover
will be relaxed.
Download Protokey and record your first report for free.
Free download · iPhone & Android