Service charges by spreadsheet
Annual budgets, actuals and reconciliations built by hand each year, with disputes following close behind.
✦ Property
Property management software built around your portfolio
Tenancies, service charges, maintenance and compliance, in one system - for landlords, managing agents and block managers whose portfolio doesn't fit a generic package.
✦ Where it hurts
The usual state of play
Maintenance requests everywhere
Repairs come in by phone, email and a portal nobody logs in to, and nothing joins them up.
Compliance tracked loosely
Fire risk assessments, gas safety and lift certificates chased on a spreadsheet, and something is always overdue.
Leaseholders ring for answers
Every question about a service charge or a repair is a phone call because there's nowhere for them to check.
Multiple systems, no single view
Accounts in one package, maintenance in another, and a portfolio view that exists only in someone's head.
Off-the-shelf that half fits
The property management product handles residential blocks well and commercial leases badly, or the other way round.
✦ Modules
What we build for landlords, agents and block managers
Delivered one module at a time, each live and in use before the next begins.
- Tenancy and lease records with rent reviews, break clauses and renewal dates tracked automatically
- Service charge budgeting, apportionment and year-end reconciliation built on your actual schedules
- Maintenance and repairs logging, triage and contractor management, with photos and job history
- Compliance tracking for fire risk, gas, electrical and lift certification, with alerts before anything lapses
- Leaseholder and tenant portal for statements, documents, repair requests and service charge queries
- Contractor and supplier management, including approved lists and works order tracking
- Arrears and credit control reporting, integrated with your accounts package
- Portfolio reporting across residential, commercial and mixed-use holdings in one view
✦ Buy or build
When an off-the-shelf property management system is the right answer
If your portfolio is straightforward residential or commercial and the leading property management products cover your service charge and compliance requirements well, buy one - it will be cheaper and quicker to get running.
Bespoke earns its keep where you manage a mixed portfolio the products handle badly, where service charge rules are more complex than the standard apportionment models, or where you're running two or three systems today because none of them cover the whole portfolio.
✦ Facilities alongside property
Where property management meets facilities management
Larger commercial portfolios and managing agents often need to run planned and reactive maintenance across many sites as a discipline in its own right, not just as a module inside the property system. Where that's the case, we build it as a [facilities management system](/services/facilities-management-software) that connects back to the property and lease records rather than duplicating them.
✦ Questions we get asked
Property management software questions
Should we just buy a property management product?
For a straightforward residential or commercial portfolio, often yes. Bespoke pays off once your portfolio mix, service charge rules or compliance needs have outgrown the product's settings.
Can it handle service charge budgeting and reconciliation?
Yes. Budgets, actuals and year-end reconciliation are built on your actual apportionment schedules, so the numbers are consistent and defensible.
Will leaseholders and tenants get a portal?
Yes, if you want one. They can view statements, raise repair requests and see documents without ringing the office.
Can it track compliance certificates and deadlines?
Yes. Fire risk, gas, electrical and lift certification are held against each property with alerts before anything lapses.
Does it work across residential and commercial portfolios together?
Yes, that's usually the point. One system covering a mixed portfolio, rather than two or three that don't talk to each other.
Talk to us about your portfolio We'll tell you what we'd build.
Bring your service charge schedule and your worst compliance near-miss. We'll tell you honestly whether bespoke is the right answer.
No pitch deck · We map your process · You own the software