The verdict in three sentences
A managing agent handling 110 residential blocks and 1,400 let units in London with three separate systems pays twice for data entry and three times for licences, about 1,500 GBP a month. A unified custom platform costs, as a 2026 order of magnitude, 80,000 to 140,000 GBP, covering service charge apportionment, online AGMs and voting, rent demands, rent reviews and a landlord and leaseholder portal. The case rests on the long run: licences over 7 years, entry time saved and the ability to take on new instructions without hiring.
Why three licences end up costing more than one tool
The typical agent runs block management software, lettings software and a separate meeting tool. A leaseholder who also lets their flat, very common in London, lives in two databases, and every service charge demand or year-end reconciliation has to be reflected by hand on the lettings side.
| Item | Today | With a unified platform | Annual difference (2026 order of magnitude) |
|---|---|---|---|
| Software licences | 3 subscriptions, about 1,500 GBP a month | Hosting and maintenance quoted | 18,000 GBP of licences removed |
| Double entry for investor leaseholders | 6 h a week | 0.5 h a week | 280 h freed |
| Service charge year-end | Export then re-key | Automatic per unit | 3 weeks saved per year-end |
| AGM notices and minutes | Post and paper | Email notice and online vote | 3 to 5 GBP saved per notice |
| Rent reviews | Manual quarterly reminder | Automatic calculation and notice | No missed review |
| Client queries | Calls and emails | Portal with documents and statements | 30 to 40 % fewer calls |
Functional scope, module by module
UK rules are specific: apportionment by lease percentage and separate schedules (lift, heating, estate), Section 20 consultation for major works, Section 21B summary of rights with every demand, trust accounting for service charge funds, deposit protection and Client Money Protection on the lettings side. The software must handle them natively.
| Module | Key functions | Share of budget | Timeline |
|---|---|---|---|
| Core blocks, units, parties | Blocks, units, schedules, leaseholders, tenants | 15 % | 5 weeks |
| Block accounting | Budgets, demands, schedules, reserve funds | 25 % | 8 weeks |
| Lettings | Tenancies, rent demands, reviews, deposits, statements | 20 % | 6 weeks |
| AGMs and Section 20 | Notices, online voting, minutes, consultations | 15 % | 5 weeks |
| Client portal | Documents, statements, repairs | 15 % | 5 weeks |
| Migration from 3 systems | Data transfer, reconciliation, checks | 10 % | 4 weeks |
The 8-month timeline includes a test year-end on 10 pilot blocks before full switchover. Migration is the delicate part: balances, service charge history and live tenancies must reconcile to the penny.
Choosing between build and buy
Off-the-shelf block software in the UK usually charges per unit or per block, so the bill rises with each new instruction. A custom build makes sense when three conditions hold: more than about 80 blocks, a mixed block and lettings book, and a team frustrated by double entry. Below that size, a single integrated licence may be enough. The scoping session compares both routes with your real unit count, your current contracts and their notice periods, so the decision rests on your figures rather than a sales pitch.
Mini case study
Emma Clarke, director of a managing agent in London, models 7 years against a 110,000 GBP project.
- Current licences over 7 years: 1,500 x 12 x 7 = 126,000 GBP.
- Double entry: 280 h a year x 40 GBP loaded hourly cost = 11,200 GBP a year, or 78,400 GBP over 7 years.
- AGM notices: 110 meetings x 30 leaseholders on average x 4 GBP saved = 13,200 GBP a year if most accept email service.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Counting only licences and double entry, 7-year savings exceed 204,000 GBP for a 110,000 GBP investment, against annual maintenance to be set in the quote. Above all, the firm can take on 20 more blocks without hiring a property manager.
FAQ
Are online AGMs valid for residential blocks?
For RMCs and RTM companies, online or hybrid meetings are generally fine if the articles allow them, and many updated their articles after 2020. The platform records attendance and votes so the minutes stand up.
Can we migrate data from our three current systems?
Yes, migration is about 10 % of the budget and 4 weeks. Exports are reconciled and checked on 10 pilot blocks before switchover.
Are rent reviews automated?
The platform applies the review clause, whether fixed, CPI-linked or open market, generates the notice and updates the demand. On 1,400 units that is about 115 reviews a month.
Who owns the data and code?
You do. You can extend the tool with another supplier, which a licence never allows.
How long does staff training take?
Plan 2 days per property manager and half a day for accounts staff, during the pilot year-end.
See also our piece on fitness chain membership software in New York and our custom web applications service.
Let's scope your project. We scope your block and lettings platform from your portfolio, your three current tools and your AGM calendar, with switchover in 8 months. 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.
