Blocks Online offers a comprehensive and fully integrated suite of award-winning cloud-based software with built-in best practice to support Residential Managing Agents and Property Management Companies helping to make block and estate management easier.

The origins of the software came about through some experienced property managers that were looking for a block and estate management software solution but couldn’t find anything that met their particular requirements, so they ended up creating their own solution that met their best practice workflow.

That was in 2008 and in 2013 Blocks Online was launched. Now it is being used as a cloud-based solution by many agents, that can be accessed anywhere, anytime on all devices.

Designed for: Managing Agents / Self-Managed

Used for: Block & Estate Management / Block Accounting / Site Inspections / Repairs

Areas covered: England / Wales / Northern Ireland

Blocks: 5000+ / Units: 85000+

Overview

Blocks Online offers a comprehensive and fully integrated suite of award-winning cloud-based software with built-in best practice to support Residential Managing Agents and Property Management Companies.

The user-friendly online system is ideal for clients that have busy schedules, as they can sign up quickly and maintain blocks without spending too much time. No software needs to be installed, due to the system being in the cloud, meaning users can access the information anywhere, any time and on any device.

Clients are able to issue service charge and ground rent demands, record leaseholder funds and track expenditure on supplier invoices. All financial information is available for review by staff through a single, secure website. A comprehensive suite of reports provides financial and property management information.

Tools to support work management and the raising of maintenance tickets, the tracking of insurance and health& safety and credit control functions are all available through the integrated package.

Leaseholders are able to access information about their account through the dedicated leaseholder portal and also receive real-time updates on the status of maintenance work, either via the portal or email.

So whether you’re an established Managing Agent with multiple branches, a start-up Property Management Company or if you are simply looking for a software solution to help you manage a single block of flats, since our software is in the cloud you can access it wherever you have an internet connection… which is almost everywhere!

Key Features & Benefits

Core financial processing

The system provides support to all of the essential financial management activities required to administer service charges and ground rents. This includes the production of demands, management of leaseholder receipts, processing of supplier invoices and recording of all financial, bank account transactions.

Property management

A diary management function and document repository supports the management and tracking of insurance renewals, health and safety assessments, and Companies House reporting. An asset register records details about the assets at a property.

Ticket management

This allows for the recording and tracking of maintenance activities, legal tasks and similar packages of work. An audited history and commentary is maintained for each ticket and tickets can be assigned to different departments and members of staff.

Credit control

A separate module enables the tracking of credit control cases, issuing of reminder letters and recording of interactions / correspondence with leaseholders. The module also provides for individual cases to be assigned to different members of staff and departments in the organisation.

Leaseholder portal

Gives leaseholders visibility of all information used by the Agent in the running of their building i.e. full transparency. Users are also given a noticeboard and a voting system for their property.

Automated banking interfaces

Electronic interfaces allow for the rapid loading of bank receipts and payments, removing the need for extensive manual data entry.

Visibility

What type of client reports are available?

We have a very extensive suite of reports in both CSV and PDF formats that cover everything from managing Service Charge and Ground Rent demand production, Actual v Budget expenditure, Creditor and Debtor management, Bank Statements and Reconciliation through to Block Asset Details, Insurance, Fire and Health & Safety plus managing Repairs and Maintenance and interaction with suppliers.

What information can residents see?

Individual Financial Statements showing demands/invoices, receipts and balances plus real time communication and updates from their Managing Agent or Property Management Company and the ability to report issues and get updates to do with their individual property or the block or estate where they live and this is accessible by the online Portal.

What information can directors see?

Directors can agree with the Managing Agent or Property Management Company what reports from the extensive suite that clients are able to utilise can be sent to them and/or accessible through the online Portal that is available.

Functionality

Accounting & Finance Functions

The system provides support to all of the essential financial management activities required to administer service charges and ground rents. This includes the production of budgets, demands, management of leaseholder receipts, processing of supplier invoices and recording of all financial, bank account transactions.

All demands are prepared according to legislative requirements using template layouts ensuring user compliance. A diary management function and document repository supports the management and tracking of insurance renewals, health and safety assessments, and Companies House reporting. An asset register records details about the assets at a property.

Does the software manage service charge demands?

Yes

Insurance & Valuations Functions

Insurance and valuations reminders are reported when policies need to be renewed and follow-up actions need to be taken and full history of policies (e.g. buildings, D&O, lift insurance etc.) can be uploaded and saved.

Maintenance Functions

The Ticketing module allows for the recording and tracking of maintenance and repair activities, legal tasks and similar packages of work. An audited history and commentary is maintained for each ticket and tickets can be assigned to different departments and members of staff. The ticketing module is integrated with the Leaseholder Portal. When a user reports a problem a ticket is automatically created, ready for action by the Property Manager (PM) and PM will receive an email notification and a notification when logged into the system when the problem is reported. Any ticket that is raised can be published to portal which is an effective way of keeping leaseholders updated on work being performed.

What time-saving automations are available for Property Managers or RMC Directors?

The system has many time saving automation functions including the ability to bulk produce demands and invoices, bulk production of credit control reminder letters, bulk upload of receipts and supplier invoices. Reminders and notifications when demands need to be produced, health and safety assessments need to be carried out and also what Tickets are outstanding and need to be actioned, whether that be to arrange supplier quotations and/or place work orders or set-up an Annual Leaseholder Meeting. Foe the above there are some handy widgets that the user can set to meet their own preferences that display on their individual system screen to remind them of actions that need their attention.

Can site inspections be completed using the software?

Yes using the Ticketing module.

Integration

What other software can be integrated with yours?

Our value proposition is built around having a comprehensive and fully integrated suite of cloud-based software and therefore we don’t as a policy offer further software integrations with it.

Modular

Are there core and additional modules with add-ons?

Yes, the Managing Agent Property Management Company can choose to just have the core Block Management module which will enable them to carry out all of the essential financial management activities required to administer service charges and ground rents. This includes the production of budgets, demands, management of leaseholder receipts, processing of supplier invoices and recording of all financial, bank account transactions plus a diary management function and document repository supporting the management and tracking of insurance renewals, health and safety assessments, and Companies House reporting. Add-on modules include:

Leaseholder Portal – this gives leaseholders and other property owners’ online access to key information and tools relating to the running of their property including financial details about their account, access to relevant documentation about their Block or Estate and the ability to report a problem or issue they have to their Managing Agent or Property Management Company. Ticketing – this module helps property managers manage building works, the finance team track accounts and the maintenance team track repairs. Tickets can be raised by any member of staff to track work in the office and keep a detailed audit of actions undertaken. Integration with the Leaseholder Portal enables the Property Manager (PM) to receive problems or issues directly into the ticketing module and a ticket is automatically created, ready for action by the PM and they can update and publish responses to users in real time providing an effective way of keeping leaseholders and other property owners updated on actions being taken.

Credit Control – this module enables the tracking of credit control cases, issuing of reminder letters and recording of interactions / correspondence with leaseholders. The module also provides for individual cases to be assigned to different members of staff and departments in the organisation. Desktop Mailing – when activated this enables clients to send letters and documents either individually or in bulk directly from the system utilising a third party mailing house that will automatically print off, put in an envelope and post out to the recipient.

Is the software RICS / ARMA Compliant?

Yes.

Pricing

How does the pricing work?

You pay a monthly fee depending upon how many units and what modules you want to use. With our system, you can have as many users as you would like, without any extra charges. Our standard pricing has no minimum contract, you pay monthly and if you’re unhappy with the service you can leave without having anything further to pay.

Accessibility

Is there a mobile app or leaseholder portal?

Yes.

Can residents report repairs and faults?

Yes.

New Clients

How is data migrated from an existing provider?

We have a number of bulk upload tools that help assist clients migrate data from an existing provider to the Blocks Online system.

What support and training is available?

The system has been designed to be intuitive and in conjunction with an extensive online knowledge base users have found it to be easy to use. However if there is an issue that a user needs some help or assistance with then there is a UK based support team who are available to contact by email or phone from 9.00am to 5.30pm Monday To Friday (excluding Bank Holidays).

In addition, we provide on-boarding training as standard and additional training can be booked depending on the client’s needs.

Testimonial

For over 20 years Urang has been providing Block Management services and built a team of exceptional property management experts. They have a portfolio of over 350 blocks with over 5,500 units under their management. Paul Cleaver, the Founder and Managing Director of Urang gives some insights into why they use Blocks Online.

The Challenge

“By 2013 we had already grown the Urang business quite significantly but it was becoming apparent that the systems and processes that we had in place were coming under strain because of the disparate nature of the various different pc-based software packages which we were using and it was becoming a challenge to keep on top of the varied day to day financial and administrative activities. I felt we needed to find a web-based software solution that would provide us with more flexibility and functionality to enable us to not only enhance the service to our existing clients but future proof us for growth.”

The Solution

After extensive research of the software available, Urang chose Blocks Online as their solution provider.

“A significant reason behind deciding to select Blocks Online was that they provide a comprehensive and fully integrated suite of web-based software which has built-in best practice to help support our block management activities.

There is robust accounting functionality whether we are raising service charges, issuing budget certificates, managing receipts, dealing with supplier expenditure, reconciling bank statements or managing our debtors which is complimented by an extensive suite of reports providing relevant financial and property management information.

The management of maintenance and repair work is made easy by the ticketing functionality and enables our property managers to quickly respond to block issues and deal with urgent situations as well as planned works in a timely and efficient manner, raising quotations and work orders seamlessly, liaising with suppliers and tracking everything in one place.

Because of the integrated nature of the software it helps make communication faster and easier as we can update leaseholders in real time via email or the dedicated portal about the status of issues relating to their block and they are also able to get information about their account online using the portal.”

The Outcome

“Because it was designed by experienced property managers it means that the system is intuitive and easy to use and helps keep us compliant and up to date with relevant legal requirements.

Our finance team have been able to improve cashflow using the comprehensive service charge, budgeting and financial reporting capabilities. They have reduced the processing time in the raising and processing of invoices by around 60%.

The productivity of our property managers has improved significantly and they are able to be more proactive rather than reactive in the service provided to the blocks under our management.

By bringing all of our block management processes under one system, we have a full view of our business and can utilise all of the block management data and information to make timely, informed decisions and, most importantly, provide an exceptional level of service to our clients.

We are delighted with the software and the support that the team at Blocks Online provide.”

Get in touch with the team at Blocks Online: