Budget approved
Lines allocated across schedules, locked on approval, certificates generated for every unit.
PROPLINK BLOCK
The complete platform for block management
Service charges, arrears, supplier bills, bank reconciliation and statutory compliance in one system. Built for managing agents and RMCs who run UK residential blocks.
SERVICE CHARGES
From budget to balancing charge without a spreadsheet
Build the budget, allocate it across lease schedules and lock it on approval. Demands go out in annual, twice yearly, quarterly or monthly runs, each unit billed by the apportionment its lease actually says. At year end the balancing run compares demanded against actual spend and raises penny exact credits or charges per unit.
- Schedule level fund accounting
- Shares and percentage apportionment
- Budget approval and lock with revisions
- Unit budget certificates for every leaseholder
- Budget versus actual per schedule
- Guided eight step year end close
THE SERVICE CHARGE CYCLE
One cycle, fully joined up
Every stage posts to a full double entry ledger, so the numbers always agree with themselves.
Demands served
Statutory summaries attached, landlord details validated, posted copies for anyone without email consent.
Money collected
Direct Debit and card payments receipt themselves. The bank feed keeps reconciliation current.
Year balanced
The balancing run settles surplus or deficit per unit and the accounts lock in two stages.
COMPLIANCE
Compliance you can evidence
Statutory process lives in the product with its own clocks, prescribed forms and an audit trail a tribunal can follow.
Section 20 consultations, stage by stage
Draft
Scope the qualifying works and the schedules that fund them.
30 day window
Notice of Intention
The observation window runs on a live clock with observations logged.
Obtaining estimates
At least two estimates, with nominated contractors flagged.
30 day window
Notice of Proposals
A second observation window with the estimates attached.
Award
Written reasons recorded when the lowest estimate does not win.
Completed
Served notices stay immutable and link through to the work order.
Section 21B summaries
The prescribed Summary of Rights and Obligations rides with every demand, England and Wales forms included.
Sections 47 and 48
Landlord name and address for service are validated before a demand batch can be approved.
Section 166 notices
Ground rent demands generate with the prescribed notice and statutory timing windows enforced.
Section 20B time bar
An ageing report tracks costs against the 18 month bar and protective notices serve from the system.
The client money guard watches every commitment
Before you award works or approve a bill, PropLink measures the commitment against the client funds actually held for that site. Run it in warn mode or let it block overcommitment outright.
Built around RICS client money rules, with a per site live position.
- Client funds held
- Unpaid bills
- Awaiting approval
- Instructed not billed
- Headroom
ARREARS
Credit control that runs itself
Every overdue unit gets an arrears case. Configurable workflows send reminders, formal demands and fees on the schedule you set, with amounts always taken from the lease. Payment plans track themselves against the ledger and a legal track records everything from Letter Before Action to tribunal.
- Staged chase workflows you configure
- Lease driven fees and contractual interest
- Ledger tracked payment plans
- Legal track including FTT referral
- Pause, skip and block level holds
- Full execution log on every case
THE FINANCE ENGINE
Money in, money out, fully accounted
Everything posts to a full double entry ledger underneath.
SUPPLIER BILLS
Bills that code themselves
Suppliers email invoices straight into your inbox address. AI extraction reads the bill, matches the vendor and codes the lines, with confidence scores and contract guards flagging anything above tolerance or already billed. You approve within your authorisation limit and pay through payment runs.
- Email in supplier inbox with AI extraction
- Contract guards and duplicate checks
- Lease schedule assignment per line
- Prepayments and accruals for year end
- Payment runs with Bankline export
- Personal authorisation limits
RESIDENCEPORT
Leaseholders help themselves
Your leaseholders check balances, download demands and pay by card or Direct Debit in their own portal. Directors get a curated view with board packs and budget approvals. Your accountant works the year end inside the system and auditors get time boxed read only access.
- Statements, invoices and documents
- Card and Direct Debit payments
- Repair reporting with photo and pin
- Director mode with board packs
- Accountant mode for year end
- Auditor access with a full view trail
GO DEEPER
Every feature, explained
Each one has its own page with what it does and how it works.
FINANCE
Service charge accounting
Budgets, demands and year end balancing on schedule level fund accounting.
FINANCE
Arrears and credit control
Staged chase workflows, lease driven fees and a legal track to tribunal.
FINANCE
Bank reconciliation
Open Banking feeds and CSV uploads matched against the ledger.
FINANCE
Supplier bills and payment runs
An email in inbox with AI extraction, contract guards and bank file export.
PROPERTY
Leases and AI lease scanning
Lease terms as structured data, extracted by AI and confirmed by you.
PROPERTY
Interactive floor plans
Real drawn geometry per floor with unit, arrears, ticket and asset overlays.
COMPLIANCE
Section 20 consultations
Both notice stages with live clocks, estimates and immutable service records.
FINANCE
Ground rent and freeholder income
Lease driven demands with Section 166 notices and freeholder payouts.
PORTALS
ResidencePort resident portal
Self service statements, payments and repairs for every leaseholder.
FINANCE
Financial reporting and the year end pack
From trial balance to a one click pack your accountant can work from.
PROPERTY
Sales enquiries and LPE1 packs
Prefilled LPE1 answers, tracked deadlines and issued packs.
GOVERNANCE
Meetings and AGMs
Notice clocks, agendas, resolutions, proxies and minutes per site.
COMPLIANCE
Client money safeguards
A live position per site with warn or block modes before you overcommit.
COMPLIANCE
Audit trail and references
Sequential references on every document and a log of every action.
GOVERNANCE
Files and documents
One document store with folders per site, versioning and shared access.
COMPLIANCE
Fire safety registers
Fire doors, compartmentation and FRAs as living registers.
COMPLIANCE
The compliance matrix
Sixty plus statutory requirements with RAG status per building.
MAINTENANCE
Inspections
Checklist walk rounds where failed items raise their own actions.
OPERATIONS
Tickets and issues
Requests as conversation threads with categories, priorities and SLAs.
OPERATIONS
Planner and tasks
Tasks, tickets, work orders and maintenance due dates in one My day view.
PORTALS
ContractorPort
A portal where contractors quote, attend and complete with evidence.
ALSO IN THE BOX
Everything a block needs
PropLink Block is one product. These come with it.
Ground rent and freeholder payouts
Lease driven ground rent demands and net payout statements for every freeholder.
Sales enquiry packs
LPE1 and FME1 cases with prefilled answers, pack fees and tracked delivery.
Meetings and AGMs
Notice clocks, agendas, resolutions, proxies and minutes for every site meeting.
Reserve funds
Separate fund accounting with transfers and a clear position per schedule.
Reporting suite
Trial balance to aged debtors, plus a one click year end pack for your accountant.
Ownership transfers
Change of ownership workflow that moves billing to the buyer on completion.
Direct Debit and cards
GoCardless mandates and Stripe card payments with receipts posted automatically.
Audit trail
Every financial document carries a sequential reference and a full activity log.
See PropLink Block on your own portfolio
Bring a real block to the demo. We will set it up in front of you and run a demand cycle end to end.