Service
Service Charge & Budgeting
Transparent, legally compliant service charge management. We prepare accurate budgets, collect charges efficiently, manage year-end accounts, and publish all financials to leaseholders and clients in real time.
- 01
Service charge budgets prepared on time, with full supporting schedules and benchmarked against prior years.
- 02
Collection rates consistently above 97% through proactive arrears management and Direct Debit optimisation.
- 03
Year-end accounts delivered within 6 months of the financial year end, with external accountant certification.
Scope of Work
What is included
Budget Preparation
- Annual budget preparation and consultation
- Reserve fund contribution calculation
- Long-term maintenance plan (LTMP) alignment
- Budget pack issued to all leaseholders
- Prior year comparison and variance narrative
Demand & Collection
- Service charge demands — compliant with LTA 1985 s47/48
- Direct Debit collection setup and management
- Bank transfer receipting
- Automated payment reminders
- Ground rent demand administration
Arrears Management
- 14-day arrears notice
- 30-day formal letter (pre-legal)
- Solicitor instruction at 60 days (client instruction)
- County Court proceedings where authorised
- Payment plan negotiation
Year-End Accounting
- Year-end reconciliation
- External accountant instruction and liaison
- Certification of accounts
- Section 21 summary of costs
- Balancing charge or credit issue
Client Reporting
- Monthly income and expenditure statement
- Cash position and bank reconciliation
- Reserve fund balance report
- Arrears report with ageing
- Annual certified accounts
Operating Model
How we operate
Annual budget prepared 90 days before the start of the service charge year. Includes all known and estimated expenditure, reserve fund contributions, and a prior-year comparison.
Service charge demands issued in compliance with Section 47 and 48 LTA 1985, including the name and address of the landlord and the statement of rights and obligations.
Direct Debit mandates collected on the due dates set out in the lease. Bank transfers receipted and allocated within 2 working days. Payment status visible to leaseholders via the portal.
Automated reminder emails issued 7 days before and on the due date. Escalation to formal letter at 14 days. Solicitor instruction at 60 days subject to client instruction.
Year-end accounts prepared and submitted to external accountants within 3 months of year-end. Certified accounts issued to leaseholders within 6 months, with any balancing charge or credit applied.
Reporting
Reporting cadence and KPIs
| KPI / Report | Cadence |
|---|---|
| Service charge collection rate | Monthly |
| Arrears balance and ageing (30/60/90+ days) | Monthly |
| Income vs budget variance | Monthly |
| Cash position and bank reconciliation | Monthly |
| Reserve fund balance | Quarterly |
| Demand compliance check | Per demand issue |
| Certified year-end accounts | Annual |
Compliance & Audit
Compliance controls
Every action within our operating model generates an audit trail. Documents, correspondence, contractor instructions and financial transactions are all logged, timestamped, and accessible by authorised parties via the portal.
- Demands compliant with Landlord and Tenant Act 1985 (s47/s48)
- Section 21 summary of costs issued on request within 1 month
- Section 22 document inspection rights observed
- Separate designated client account for service charge funds
- Interest on client accounts held on trust for leaseholders
- Section 20B long-stop compliance for expenditure notification
- Leasehold Reform (Ground Rent) Act 2022 compliance
Frequently asked questions
Can leaseholders pay by card?
No. Residential service charges are collected by Direct Debit or bank transfer only. This is consistent with standard leasehold practice and avoids card processing fees being passed to leaseholders.
What happens if a leaseholder disputes a charge?
We will investigate any written dispute within 10 working days. Leaseholders have the right to apply to the First-tier Tribunal (Property Chamber) for a determination. We always recommend continuing to pay undisputed elements during any dispute.
How are reserve fund contributions calculated?
Reserve fund contributions are informed by a long-term maintenance plan (LTMP) that sets out the expected lifecycle of major building components and the estimated cost of future replacement. We review the LTMP annually.
Are service charge accounts audited?
Yes. Year-end accounts are certified by a qualified external accountant and issued to all leaseholders within 6 months of the financial year end, as required by the lease and RICS guidelines.
Request a proposal for service charge & budgeting.
Tell us about your building or portfolio. We'll respond within 48 hours with a tailored proposal.