Block Management Software: What Modern Managing Agents Should Offer
A comprehensive guide to block management software and property management software. Learn what features to expect from a modern managing agent, including resident portal access, financial reporting, maintenance tracking, and how the right technology platform improves transparency and efficiency across every aspect of block management.
What Is Block Management Software?
Block management software is a cloud-based platform designed to help managing agents run residential blocks efficiently. These systems bring together the core functions of property management into a single digital environment, replacing paper-based processes and disconnected spreadsheets with integrated tools that streamline day-to-day operations.
A modern property management software platform will typically include modules for accounting and service charge management, maintenance tracking, leaseholder communications, and document storage. These modules work together so that information flows seamlessly between departments. For example, when a maintenance job is completed and invoiced, the cost is automatically recorded against the correct budget heading and reflected in the building's financial reports.
The shift to cloud-based block management software means that directors, leaseholders, and managing agents can access information from anywhere at any time. This is a fundamental improvement over traditional systems, where obtaining a simple account balance or maintenance update might require a phone call or email exchange. Technology is now central to how the best block management services operate.
Key Features to Look For
When evaluating a managing agent's technology, there are several essential features that any credible block management software platform should offer. The checklist below covers the capabilities that make a real difference to the quality of service leaseholders and directors receive.
- Online resident portal with 24/7 access for leaseholders and directors
- Real-time financial reporting with budget tracking and account balances
- Maintenance request tracking from submission to completion
- Section 20 consultation management with automated deadline tracking
- Document library for insurance certificates, leases, AGM minutes, and policies
- Automated service charge demands and arrears notifications
- Integration with accounting software for transparent, RICS-compliant accounts
- 24/7 access for directors and leaseholders to building information
If your current managing agent cannot offer these features, it may be time to consider switching to a managing agent with a modern technology platform. The right software does not just make administration easier; it fundamentally improves the transparency and accountability of the management service.
The Resident Portal: Transparency for Leaseholders
The resident portal is arguably the most important feature of any block management software platform. An online portal gives leaseholders direct access to the information that matters most: their service charge account, payment history, current balance, and any outstanding arrears. This level of transparency reduces misunderstandings and builds trust between leaseholders and the managing agent.
Beyond financial information, a well-designed resident portal provides access to maintenance updates, allowing leaseholders to see which works have been reported, which are in progress, and which have been completed. Leaseholders can also download important documents such as insurance certificates, health and safety reports, and AGM minutes directly from the portal, without needing to request them from the managing agent.
The availability of an online portal is a strong indicator of a managing agent's commitment to transparency. It reduces the volume of routine enquiries, frees up the management team to focus on substantive issues, and gives leaseholders confidence that their building is being managed professionally. If your residential block management provider does not offer portal access, this is a significant gap in their service.
How Software Improves Service Charge Management
Service charge management is one of the areas where block management software delivers the greatest value. Modern platforms automate the generation of service charge demands, ensuring that every leaseholder receives accurate, timely demands in the correct format. This eliminates the manual errors and delays that can occur with paper-based or spreadsheet-driven systems.
Real-time budget tracking is another critical benefit. Directors and leaseholders can see exactly how much has been spent against each budget heading, identify any areas of overspend or underspend, and make informed decisions about future service charge budgets. This level of financial reporting was previously only available through periodic management accounts; now it is accessible at any time through the software dashboard.
Arrears management is also significantly improved. The software can automatically flag overdue accounts, issue reminder notices, and provide the managing agent with a clear picture of collection rates across the building. Transparent reporting on arrears helps directors understand the financial health of the block and supports timely intervention when payment issues arise.
Finally, a robust audit trail is built into every transaction. Every demand issued, payment received, and adjustment made is recorded with a timestamp and user reference. This audit trail is essential for compliance with RICS standards and provides a complete record if the accounts are ever challenged or audited. For a detailed overview of how service charges work, see our service charge management page.
Choosing a Managing Agent with the Right Technology
When selecting a managing agent, the technology they use should be a key part of your evaluation. A managing agent that relies on outdated, paper-based systems or basic spreadsheets is unlikely to deliver the level of transparency and efficiency that modern leaseholders and directors expect. Ask prospective agents specific questions about their technology stack: Do they offer an online portal? Can directors access financial reporting in real time? How is maintenance tracking handled?
Red flags include agents who have no resident portal, agents who cannot provide digital access to accounts and documents, and agents who rely on manual processes for issuing service charge demands or tracking maintenance jobs. These are signs that the agent may struggle to manage your building to a modern standard, and complaints about communication and transparency are more likely to arise.
At Block, our technology platform is central to the service we provide. We use integrated block management software that gives directors and leaseholders full visibility over their building's finances, maintenance, and compliance. Our resident portal provides 24/7 access to accounts, documents, and maintenance updates, and our financial reporting tools give directors the data they need to hold us accountable.
If you are considering a change and want to understand more about what we offer, visit our block management page or read our guide on how to switch managing agent. We also provide specialist Section 20 consultation support, ensuring that all major works are managed with full legal compliance and complete transparency.
Frequently Asked Questions About Block Management Software
Do leaseholders get access to an online portal?
Yes. A good managing agent will provide leaseholders with access to an online portal where they can view their service charge account, download statements, check maintenance updates, and access important documents such as insurance certificates and AGM minutes. The portal should be available 24/7, giving leaseholders transparency and control over their property information without needing to contact the managing agent directly.
Can directors see real-time financial reports?
Yes. Modern block management software provides directors with dashboard access to real-time financial reporting. This typically includes current account balances, service charge collection rates, arrears summaries, expenditure against budget, and reserve fund positions. Directors can review financial health at any time, making it easier to oversee the managing agent and prepare for board meetings or AGMs.
How does software help with Section 20 consultations?
Block management software can track the entire Section 20 consultation process, including the issuing of notices, recording response deadlines, logging leaseholder observations, and maintaining an audit trail of all correspondence. Automated reminders ensure that statutory deadlines are not missed, and a centralised record of the consultation protects both the managing agent and the leaseholders if the process is later challenged.
Is block management software secure?
Reputable block management software platforms comply with GDPR and use industry-standard security measures including data encryption, secure hosting, role-based access controls, and regular backups. Leaseholders and directors should only be able to see information relevant to their building, and personal data should be protected in accordance with data protection regulations. Always ask your managing agent about their data security practices.
Can residents report maintenance issues online?
Yes. Most modern block management platforms include a maintenance request feature that allows residents to report issues online, upload photographs, and track the progress of their request from submission through to completion. The managing agent receives the request instantly, can assign contractors, and update the resident at each stage. This creates a clear audit trail and reduces the risk of issues being overlooked or forgotten.
What accounting software do managing agents use?
Managing agents commonly use specialist property management accounting platforms such as Propman, Dwellant, and Bloc. These systems are designed specifically for block management and handle service charge accounting, ground rent collection, reserve fund management, and statutory reporting. Some agents also integrate with general accounting software like Xero or Sage for additional financial management. The key requirement is that the software produces transparent, RICS-compliant service charge accounts.
Looking for a Managing Agent with Modern Technology?
Whether you need a managing agent with a comprehensive resident portal, real-time financial reporting, or robust maintenance tracking, Block delivers. Our integrated block management software ensures full transparency for directors and leaseholders across every aspect of residential block management.