The verdict in three sentences
A London managing agent running 180 blocks receives around 400 emails a week from leaseholders, half of them about questions whose answer already exists: balance, service charge demand, claim progress, AGM date. A custom module with a leaseholder portal, insurance claims tracking and online meetings, connected to the existing accounting software, costs EUR 30,000 to 65,000 (about GBP 26,000 to 56,000), delivered in 4 months. The realistic target is 25 % fewer enquiries in the first year, roughly a half-time property manager freed up.
What the module must deliver in 2026
Leaseholders already have statutory rights to service charge information and consultation (Section 20 for major works), and the RICS Service Charge Residential Management Code expects transparent, timely communication. Most block accounting packages offer a basic portal. A custom build makes sense when you need more: structured requests, claims tracked end to end, smooth hybrid meetings.
| Feature | Current problem | Expected effect (2026 estimate) |
|---|---|---|
| Leaseholder portal | Repetitive questions on balances and documents | 30 to 40 % fewer emails on these topics |
| Structured request form | Vague emails, missing attachments | Handled twice as fast |
| Claims tracking | Chasing insurers and leaseholders by phone | Real-time status, 1 automatic reminder every 7 days |
| Online meetings and voting | Paper notices, low attendance | Saves EUR 4 to 8 per unit per meeting on postage |
| Service charge demands and arrears | Arrears spotted late | Staged reminders at day 10, 30 and 45 |
| Residents' association space | Scattered exchanges | Online review of quotes and invoices |
| Accounting connector | Double entry | Daily balance sync |
Detailed budget and alternatives
The module does not replace block accounting, which is heavily standardised. It plugs into it through an API or scheduled exports.
| Option | Entry cost | Annual cost | Limits |
|---|---|---|---|
| Portal included in accounting software | EUR 0 to 3,000 | Included or EUR 1 to 2 per unit per year | Basic features, little customisation |
| SaaS portal and meeting tool | EUR 2,000 to 6,000 | EUR 3 to 6 per unit per year, so EUR 22,000 to 43,000 for 7,200 units | Subscription forever, data with the vendor |
| Core custom module | EUR 30,000 to 40,000 | EUR 4,000 to 6,000 | Portal, requests, claims |
| Full custom module | EUR 45,000 to 65,000 | EUR 6,000 to 9,000 | Adds online meetings, voting, residents' space |
| In-house development | EUR 70,000+ per year | A developer's salary | Key-person dependency |
4-month schedule: 3 weeks of workshops with property managers, 9 weeks of development, a 3-week pilot on 10 blocks, then progressive rollout across all 180.
Mini case study
Emma, director of a managing agent with 180 blocks in London, employs 8 property managers. The 400 weekly emails add up to about 20,800 messages a year at 6 minutes each, or 2,080 hours. A 25 % drop frees 520 hours, about EUR 19,000 of time at EUR 36 loaded cost. Digital meetings across 7,200 units save about EUR 5 per unit, or EUR 36,000 in postage partly recharged to service charges, and attendance improves sharply. For a full module at EUR 52,000, internal payback is around 2.5 years, and the portal becomes a sales argument to win new instructions.
FAQ
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How much does a custom leaseholder portal cost in London?
From EUR 30,000 for a core portal, requests and claims, up to EUR 65,000 with online meetings and a residents' association space. Maintenance runs 10 to 15 % a year.
Do we need to change accounting software?
No, the module connects to your existing package through an API or daily export files. Syncing balances for 7,200 units takes a few minutes.
Are online meetings valid?
Hybrid and virtual meetings are widely accepted when the lease or articles of the RMC company allow them and participants are properly identified. The module records each vote with a timestamp.
How many leaseholders actually use the portal?
On a portfolio like this, 45 to 60 % of leaseholders log in at least once in the first six months. An SMS activation campaign adds 10 to 15 points.
Where is the data hosted?
In the UK or EU with encryption and daily backups, for EUR 150 to 350 a month. UK GDPR documentation is supplied at delivery.
Let's scope your project. Share your number of blocks, units and the name of your accounting software: we will price a module between EUR 30,000 and 65,000 with a 4-month plan. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
