Software package

Block management package

A block and unit register with apportioned service-charge demands, arrears tracking, repair requests assigned to contractors, a compliance register with certificate expiry and portals for directors and leaseholders, ready to configure around your blocks.

Custom build Concept demo

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Who it is for

Built for

A good fit

Managing agents looking after a portfolio of residential blocks, residents' management companies that manage their own building, and landlords with several blocks of flats, from a single block of a dozen units up to a few hundred units across a handful of blocks. Daily users are the property manager who handles repairs, contractors and leaseholder queries, the accounts administrator who runs demands and chases arrears, the director of a residents' management company who approves budgets and reads the documents, the contractor who receives jobs and uploads certificates, and the leaseholder who checks a demand or reports a problem from their phone.

Also worth knowing

It is less suited to letting agents managing tenancies on behalf of individual landlords, to commercial property with lease events and rent reviews, and to agents who need client money accounting inside the same system; the package exports to your accounting system rather than replacing it.

The operational problem it solves

How it runs, step by step

The property manager opens the portfolio view on Monday.

Across her eighteen blocks there are nine open repairs, two older than a fortnight and highlighted, and three certificates expiring within ninety days: a lift inspection, an emergency lighting test and a water risk assessment.
She opens the lift one, picks the lift contractor from the register (whose insurance is in date, otherwise the assignment would be blocked) and sends the job, which the contractor sees in their own login.
A leaseholder on the top floor of another block reports a leaking roof light from his phone with two photographs; the request lands against his unit and the communal roof, and she assigns the roofer with a note that access is through the top-floor landing.

In the accounts team, the administrator is running the half-year demands for a block with two schedules: everyone pays the main schedule, and only the flats served by the lift pay the lift schedule.

The run checks that both schedules total a hundred and produces a demand for each leaseholder showing every budget line and the percentage applied, which answers the question before it is asked.
Demands go out by email or post according to each leaseholder's preference and are exported to the accounting system in one file.
Two weeks after the due date the arrears list shows four unpaid; the first reminder goes out automatically and the second is held for the manager to approve.
On Thursday a director of the residents' management company logs into her portal, reads the quarter's accounts and the minutes uploaded last week, sees the roof light repair in progress and approves the quotation for the lift work with a click that is recorded against the job.

Features

What the package does

The package ships as modules that follow the block year: the register and leases, the money layer of budgets, demands and arrears, the works layer of repairs, contractors and certificates, and the portals that let directors and leaseholders see what concerns them. Each module below lists what it does; the comparison table shows which package variant includes it.

Clients and records

Block and unit registerKeep leaseholders, resident tenants and their correspondence preferences against each unit in each block.

Documents and cases

Lease data and apportionmentRecord lease data per unit, with apportionment percentages for one or more schedules.
Document library per blockStore the documents for each block in one library.
Directors portal with approvalsDirectors approve budgets and quotations through their own portal.
Leaseholder portalLeaseholders see demands and payments and report repairs themselves.
Accounting exportExport demands, receipts and invoices to an accounting system in a standard file format.

Billing and payments

Service-charge budgets with reserve fundPrepare budgets per block and schedule, including reserve fund lines.
Demand runs with explanationIssue demands with a line-by-line explanation, checked against the schedule total.
Payments, arrears and remindersRecord payments, track arrears and send reminder letters with an escalation history.

Workflow and tasks

Repair requests with contractorsTake repair requests from leaseholders, residents and staff, assign a contractor and record the cost.
Compliance certificate registerTrack certificates with their expiry dates and reminders ahead of renewal.

Directory and reviews

Contractor registerKeep contractors with insurance and accreditation expiry dates.

Roles and permissions

Who does what

Director
- Approve budgets and quotations for their own block or company
- Read accounts, minutes, insurance and the compliance register for the block
- See open repairs and arrears totals without individual leaseholder accounts
- Message the property manager
Property manager
- Maintain blocks, units, leases and apportionments
- Triage repair requests and assign contractors with access notes
- Keep the compliance register and planned maintenance schedule
- Publish documents and notices per block
Accounts administrator
- Set budgets per block and schedule and run demands
- Record payments, manage arrears and send reminder letters within the escalation rules
- Export demands, receipts and contractor invoices to the accounting system
Contractor
- See assigned jobs with access notes and photographs
- Record attendance, completion and cost
- Upload certificates and their own insurance documents
Leaseholder
- See their own demands, payments and balance
- Report a repair with photographs and follow its status
- Read block documents and notices published to them
- Update contact details and correspondence preference

Example screen

Concept demo

Concept demo of a block management portfolio view showing open repairs by age, certificates nearing expiry, arrears totals and demand run dates per block.

The portfolio view for a property manager: blocks with open repairs by age, certificates expiring in the next ninety days, arrears totals per block and the next demand run date.

Scope and options

What is included and what is extra

In the base package

Block and unit register with leaseholders, resident tenants and correspondence preferences
Lease data per unit with apportionment percentages for one or more schedules
Service-charge budgets per block and schedule with reserve fund lines
Demand runs with a line-by-line explanation and a schedule total check
Payment recording, arrears tracking and reminder letters with an escalation history
Repair requests from leaseholders, residents and staff with contractor assignment and cost recording
Compliance register of certificates with expiry dates and reminders
Contractor register with insurance and accreditation expiry
Document library per block

Common add-ons

Directors' portal with approvals for budgets and quotations
Leaseholder portal with demands, payments and repair reporting
Contractor login with job updates and certificate upload
Export of demands, receipts and invoices to an accounting system in a standard file format
Planned maintenance schedule with budget forecasting

Needs custom work

Live integration with a specific client money accounting system
Bespoke demand layouts or statutory summary wording supplied by your advisers
Building safety case records for higher-risk buildings
Reporting beyond the portfolio dashboards

See the custom development service

Ownership, maintenance and pricing

After the build

Deployment and ownership

The package runs on your own hosting or on hosting we manage for you; the choice is made in the proposal and can change later. In both cases you own the code and your data. The register, demands, payment history, repairs, certificates and every document in the library can be exported at any time in standard formats, and nothing in the package stops you moving it to another provider or handing a block's records to a new agent when a contract ends.

Maintenance

Maintenance is optional and scoped separately from the build. When taken, it covers security updates to the platform and its dependencies, monitoring of demand runs, reminder sends and the accounting export, backups, and a monthly window for small configuration changes such as a new block, an amended letter template or a new certificate category. Changes to the format your accounting system accepts are handled inside maintenance where minor and quoted as change requests where not.

Pricing model

Priced per proposal.

The package is sold as a one-off setup and customisation with optional monthly maintenance and hosting as separate recurring lines. The setup figure depends on the number of blocks and units, the add-ons selected, the number of apportionment schedules, the accounting export required, the volume of register and document data migrated and whether you host it yourself. Your proposal states each line separately so recurring costs are never hidden in the build.

Software package

Custom build Concept demo

Variants

Business Software : quote for this variant

Block and unit register with leaseholders, resident tenants and correspondence preferences
Lease data per unit with apportionment percentages for one or more schedules
Service-charge budgets per block and schedule with reserve fund lines
Demand runs with a line-by-line explanation and a schedule total check

Priced per proposal. A written proposal is the only binding figure.

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FAQ

Frequently asked questions

How are service-charge demands produced?

From the budget for each block and schedule and the percentage each unit carries. The run refuses to proceed if a schedule does not total a hundred, then produces a demand per leaseholder listing every budget line and the percentage applied, sent by email or post according to their preference and exported to your accounting system.

Does it replace our accounting system?

No. Client money stays in your accounting system, which remains the ledger of record. The package generates demands, records payments for arrears purposes and exports both in a standard file format so the accounts team reconciles rather than re-keys.

How are repairs and contractors handled?

A request is logged against the unit or communal area with photographs, triaged by the property manager and assigned to a contractor from the register. If the contractor's insurance has lapsed the assignment is blocked until a new document is uploaded. With the contractor login, attendance, completion and cost are recorded by the contractor themselves.

What does the compliance register do?

It lists the certificate categories you choose for each block, holds the current certificate with its date and issuer, and shows what expires within a window you set. It is a record and a reminder; it does not decide what a block needs or judge whether the work was adequate.

Can directors approve spending through the portal?

With the directors' portal add-on, yes. Budgets and quotations above a threshold you set are presented for approval, and each decision is recorded with the director's name and the date against the budget or job.

Can leaseholders see other people's accounts?

No. A leaseholder sees their own demands, payments and balance, the block documents you publish and the repairs they reported. Directors see block-level totals, not individual accounts, unless you decide otherwise during setup.

Is this a finished product I can see running?

Not yet. The readiness badge on this page shows the real state: the package is currently a custom build assembled from our orders, forms, documents and portal modules for each agent, and the example screen is a labelled concept demo rather than a live client system. Requirements outside the listed options go through custom block management development.

Get a quote for Block management package

Tell us about your locations, the people who will use it and the add-ons you need. We reply with a clear, competitive proposal.