The verdict in three sentences
For an independent block management firm in London running 95 developments and 3,800 units, the core software drives profitability: service charge demands, ring-fenced client accounts, AGMs and a leaseholder portal that residents now expect. Packaged software charges roughly GBP 2 to 3.50 per unit per year, so GBP 7,600 to 13,300 a year, with regular price rises, while a custom platform requires GBP 34,000 to 64,000 upfront. Custom makes sense when the firm plans to grow, wants to control costs over ten years and wants its portal to be a sales argument against large national managing agents.
Essential features for an independent managing agent
The managing director of a London firm no longer wants to spend evenings preparing AGM packs or absorb an 8 to 12% subscription increase every year. Here is the typical scope and expected gains:
| Module | Use | Estimated gain (2026 estimate) |
|---|---|---|
| Service charge accounting | Ring-fenced accounts per block, budgets, year-end certification | Year-end 40% faster |
| Service charge demands | Quarterly demands, Direct Debit, staged reminders | Arrears down 25% |
| AGMs | Notices, agenda, online voting, minutes | 30% less preparation time |
| Leaseholder portal | Statements, documents, issue reporting | 50% fewer phone calls |
| Repairs and major works | Tickets, contractor quotes, Section 20 consultation tracking | Average handling time halved |
| Compliance register | Fire risk assessments, building safety, insurance renewals | Automatic expiry alerts |
| Manager dashboard | Portfolio, deadlines, contract alerts | Real-time consolidated view |
Online AGM voting, with secure identification and confidential ballots, allows hybrid meetings. It represents about GBP 5,000 to 8,500 of development, but saves 1 to 2 hours per meeting across 95 annual AGMs.
Packaged or custom: 10-year comparison
| Criterion | Packaged software | Custom platform |
|---|---|---|
| Entry cost | GBP 0 to 4,300 setup | GBP 34,000 to 64,000 |
| Annual cost | GBP 2 to 3.50 per unit, GBP 7,600 to 13,300 | Hosting and maintenance GBP 3,400 to 6,800 |
| Price increases | 5 to 12% a year observed | Fixed by contract |
| Branded portal | Limited customisation | Own brand, mobile app possible |
| Online voting | Paid add-on | Built in |
| Data export | Proprietary format | Exportable at any time |
| Deployment time | 1 to 2 months | 4 to 6 months |
| Specific features | Low vendor priority | Your priorities |
Over 10 years, a package at GBP 2.60 per unit with 7% annual increases costs about GBP 136,000 for 3,800 units. A custom build at GBP 51,000 plus GBP 5,100 a year of maintenance comes to GBP 102,000, and it is an asset that adds value if the firm is sold. If the portfolio grows to 6,000 units, the gap widens because custom costs do not scale per unit.
Compliance and project timeline
Block management software in England must support several obligations: RICS Service Charge Residential Management Code, Section 20 consultation for major works, ring-fenced client money, Building Safety Act records for higher-risk buildings and UK GDPR for leaseholder data. The typical schedule runs 4 to 6 months:
| Phase | Duration | Output |
|---|---|---|
| Scoping | 3 weeks | Target processes, data migration, compliance rules |
| Mock-ups and validation | 3 weeks | Manager and portal screens tested by 5 leaseholders |
| Accounting and demands build | 6 to 8 weeks | Accounting and Direct Debit live |
| AGM and voting | 4 weeks | Notices and voting tested on 3 pilot AGMs |
| Migration and cutover | 3 to 4 weeks | 95 blocks migrated, balances reconciled |
Accounting data migration is the critical point: each block must show identical balances before and after migration. Plan a double check on one quarter-end.
Mini case study
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Emma, managing director of an independent block manager in London, runs 95 developments with 6 property managers. Each AGM takes on average 10 hours of preparation, 950 hours a year. With a custom platform automating notices and online voting, preparation drops to 7 hours per AGM, saving 285 hours. At GBP 40 an hour fully loaded, that is GBP 11,400 a year.
Add the subscription saving (GBP 9,900 a year at GBP 2.60 per unit, against GBP 5,100 of maintenance), GBP 4,800. Total gain reaches GBP 16,200 a year on a GBP 51,000 investment, a payback of just over 3 years, with a firm able to take on 20 more developments without hiring.
FAQ
How much does custom block management software cost in 2026?
Budget GBP 34,000 to 64,000 depending on scope, online voting and data migration. Annual maintenance then runs GBP 3,400 to 6,800.
Do leaseholders expect an online portal?
Yes, most leaseholders now expect 24/7 access to statements, budgets and documents. A custom portal publishes them automatically for all 95 developments.
Is online AGM voting allowed?
Yes, for most residents' management companies if the articles of association allow electronic participation and identity is verified. The module costs GBP 5,000 to 8,500 to build.
Can we migrate data from our current package?
Yes, through accounting exports and leaseholder files. Plan 3 to 4 weeks of migration and balance reconciliation on 100% of blocks.
From how many units does custom pay off?
As a 2026 estimate, beyond 2,500 to 3,000 units or with a clear growth plan. Below that, a package is often cheaper.
Let's scope your project. Tell us your unit count, current pain points and growth plans and we will price your platform between GBP 34,000 and 64,000 with a 4 to 6 month rollout. Detailed quote within 48 h via our form. 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.
