White-label block management administration for small and medium managing agents. Service charge administration, demand production, company secretarial and trust account reconciliation - all delivered by TPI and RICS qualified professionals, invisible to your clients.
Regulation has expanded, client expectations have risen, and staffing a specialist back office that only makes financial sense at scale is simply not viable for a 10-to-50-block agency. Something has to give - and for most owner-operators, it is the quality and consistency of the admin.
The Building Safety Act, Leasehold and Freehold Reform Act, updated RICS service charge code and increased Companies House scrutiny on RMC companies have all landed within a few years. For a small agent managing 20 to 50 blocks, keeping up with what is required - and when - is a full-time job in itself.
Most small agencies have one person who knows the accounting system, the quirks of each block and where every document lives. When that person retires or leaves, the institutional knowledge walks out with them. Replacing them with a hire of equivalent experience is expensive and rarely straightforward.
A dedicated in-house accounts and admin team requires salary, software, training and management overhead that is economically viable only at the larger end of the market. Below 50 or 60 blocks, the numbers rarely stack up. That leaves smaller agents dependent on generalist bookkeepers who do not understand the leasehold sector.
We work with managing agents across England and Wales. These are the situations we are most frequently approached about.
You are stepping back in the next two to five years. Your daughter, a junior colleague or a business partner is taking on the portfolio. The client relationships transfer naturally - but the accounting, demand production and company secretarial need a home. We become the back office they never had to build.
You are winning new blocks faster than your admin capacity can absorb. Rather than hiring ahead of revenue - with all the risk that carries - you want a specialist back-office partner that scales with you. You keep business development and client relationships; we absorb the increased admin load as you grow.
Your current Excel-based accounting system is held together by one person who understands it. They are leaving. Moving to a specialist service charge administration partner, rather than recruiting a replacement into an unscalable system, is a natural transition point and one we handle frequently.
We slot in behind your existing client relationships. Your name stays on every document. Leaseholders deal with you. We do the work.
Alongside the core financial administration, we handle:
We take the time to understand your portfolio before we touch anything. The transition is invisible to leaseholders.
We talk through your portfolio block by block - size, complexity, current processes, what your team handles today and what you need us to take on. We agree scope, fee and start date.
30 to 45 minutesWe collect your existing records - accounts, demand schedules, leaseholder registers, contractor lists, trust account statements. We work through them block by block and flag anything missing or incomplete.
One to three weeks depending on portfolio sizeFor the first demand cycle we run in parallel with your existing process so you can sense-check our output against what you would have produced. Once you are satisfied, we take over fully.
First full demand cycleWe run the back office to your schedule. Demands go out on time, accounts are prepared on time, and your clients notice nothing except the quality of the paperwork improving.
ContinuousNo. All correspondence goes out under your branding and your contact details. We operate in the background. Leaseholders contact you; you pass any queries to us. We draft the response; you send it. The relationship stays entirely with you.
You do. Service charge funds remain in your client trust account under your CMP cover. We prepare payment runs and reconciliations, but we never hold or have direct access to leaseholder funds. The money and the regulatory obligation stay with you.
No. We prepare the service charge working papers, reconciled income and expenditure summaries and supporting schedules for each block. These go to your external accountant or surveyor who issues the Section 21 certified accounts. We do the preparation work; they sign off the final document.
We agree a flat monthly or quarterly fee per portfolio after the scoping call, once we understand the number of blocks, their complexity and the volume of work involved. We do not publish standard rates because a portfolio of 5 simple blocks and a portfolio of 5 complex mixed-use blocks are very different propositions.
There is no strict minimum. In practice the arrangement works best from around 5 blocks upwards, where the overhead of setting up the relationship is proportionate to the ongoing volume. We have worked with agents running fewer blocks where the complexity of those blocks justified it.
We are not tied to a single platform. We work within your existing system where practical, or recommend a switch if your current setup is not fit for purpose. We have experience across the main block management platforms and can operate using cloud-shared documents where a specialist system is not in place.
No pricing before we understand your situation. Just a straightforward conversation about whether this is the right fit, and what a transition would actually look like for your agency and your clients.
TPI and RICS qualified professionals · UK wide · White-label model