Technology
Reporting built for procurement-grade transparency.
Every report, KPI, and compliance status accessible in real time through the client portal. No chasing for data. No surprises in the accounts.
Report Library
What gets reported and when
Monthly Management Report
Delivered automatically to the client portal on the first working day of each month. Covers operational activity, maintenance, compliance status, financial performance, and upcoming works.
- Site inspection summary and actions
- Work orders opened, in progress, and closed
- Financial position vs budget (month and YTD)
- Service charge collection rate and arrears
- Compliance certificate currency
- Forward maintenance schedule
Quarterly Business Review
A deep-dive review prepared for client meetings. Provides trend analysis, contractor performance, KPI benchmarks, and 12-month forward planning.
- Performance trend analysis (6-month view)
- Contractor spend and performance scorecard
- Resident satisfaction data (where captured)
- ESG performance indicators
- Risk register review
- 12-month works programme
Compliance Dashboard
Live view of all statutory compliance obligations across managed properties. Red/amber/green status indicators with automated alerts when certificates approach expiry.
- Fire risk assessment — expiry and action status
- Lift examination and LOLER certificates
- Electrical installation condition reports (EICR)
- Gas safety certificates
- Asbestos management plan status
- Building Safety Act obligations
Service Charge Accounts
Year-end service charge accounts prepared in accordance with RICS guidance and the terms of the lease. Interim statements available on demand through the portal.
- Income and expenditure account
- Balance sheet
- Reserve fund statement
- Notes to accounts
- Comparative prior-year data
- Summary for distribution to leaseholders
Response Time Reports
Tracks all maintenance requests and service calls against contracted response time targets. Emergency, urgent, and routine categories each tracked separately.
- Emergency response: target 4 hours
- Urgent (Cat 2): target 48 hours
- Routine: target 5 working days
- Percentage achieving target
- Average actual response time
- Open items over target
Audit Trail & Approvals Log
Complete record of all decisions, approvals, and expenditure authorisations. Immutable log accessible by clients at any time. Supports procurement transparency and due diligence.
- Purchase order approvals with authoriser
- Contractor tender decisions with rationale
- Section 20 consultation records
- Reserve fund drawdown approvals
- Emergency spend authorisations
- Variation orders and change control
KPI Definitions
Metrics and targets, defined
All KPIs are published with precise definitions and measurement methodology. Targets are management targets, not contractual guarantees, unless agreed otherwise in your management agreement.
| KPI | Definition | Target | Tracking |
|---|---|---|---|
| Response time — Emergency | Time from initial report to first-on-site attendance | < 4 hours | 100% of emergency calls |
| Response time — Urgent (Cat 2) | Time from report to initial action / contractor instruction | < 48 hours | All Cat 2 work orders |
| Response time — Routine | Time from report to work order raised and contractor allocated | < 5 working days | All routine work orders |
| Service charge collection rate | Percentage of annual demand collected within 30 days of due date | ≥ 97% | Monthly |
| Compliance certificate currency | Percentage of required statutory certificates current (not expired) | 100% | Real-time dashboard |
| Budget variance | Actual expenditure as a percentage of approved budget (year to date) | Within ±5% | Monthly |
See reporting in practice.
Request a demo of the client portal and reporting suite.