The verdict in three sentences
Per-unit-priced software is cheap up to a few hundred units, then becomes a cost that climbs with your growth. A custom tool (40,000-85,000 GBP) internalises online AGM voting, service-charge calls, bank reconciliation and a resident portal with no per-unit fee. The 2026 switch point sits around 1,200-1,500 managed units.
Per-unit vs custom: the 2026 costing
The per-unit model is painless at first then linear; custom is a fixed investment that amortises as the portfolio grows.
| Criterion | Per-unit software | Custom |
|---|---|---|
| Upfront cost | 0-3,500 GBP | 40,000-85,000 GBP |
| Recurring cost | ~2-4 GBP/unit/month | Maintenance 1,000-2,500 GBP/month |
| Online AGM voting | Often an add-on | Native and bespoke |
| Bank reconciliation | Standard | Specific rules |
| Resident portal | Basic | Dedicated portal |
| Compliance / privacy | Vendor | Built in |
| Cost at 1,500 units | ~3,500-7,000 GBP/month | Fixed maintenance |
| Switch point | < 1,000 units | >= 1,300 units |
The functional scope to cost
Four blocks structure a custom block-management budget. Online AGM and service-charge calls are the most sensitive.
| Block | Effort (days) | Estimate |
|---|---|---|
| Online AGM voting + notices | 14-20 | 12,000-18,000 GBP |
| Service-charge calls + accounting | 14-22 | 12,000-20,000 GBP |
| Bank reconciliation | 8-14 | 7,000-12,000 GBP |
| Resident portal | 12-18 | 10,000-16,000 GBP |
| Works tracking | 8-12 | 7,000-11,000 GBP |
| Compliance + privacy | 6-10 | 6,000-10,000 GBP |
Mini case study
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Sarah, director of a block-management firm in London handling 1,600 units on software billed at 3.50 GBP/unit/month, pays 5,600 GBP/month. She invests 62,000 GBP in a custom tool with 1,700 GBP/month maintenance. The recurring saving is 5,600 - 1,700 = 3,900 GBP/month, i.e. payback in ~16 months, before counting the time saved on automated AGMs and charge calls.
FAQ
At what unit count does custom pay off? As a 2026 order of magnitude, beyond 1,200-1,500 units the per-unit subscription often exceeds the maintenance of an amortised build.
Is online AGM voting compliant? Yes, provided you respect notice formalities and traceability. Custom lets you embed these rules directly in the workflows.
Can we connect the bank? Yes: automated bank reconciliation is built in 8-14 days depending on the bank's protocol (files or API).
What is the delivery time? 14-22 weeks for the full scope; the resident portal alone ships in 8-10 weeks.
What about data privacy? Resident data requires a processing register, retention periods and access rights. The build embeds these from design.
Let's scope your project. Give us your managed unit count and current software bill, and we will compute your break-even and frame the tool. 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.
