Stratford Ellis
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Sector · Owners & property managers

Service charge, compliance and tenant workflows that actually work.

Landlords and managing agents are doing the same job, whether the buildings are owned or managed for someone else. Service charge, arrears, compliance, tenant experience and the trades and maintenance providers who fix things all sit on top of the same underlying data, and when that data is a mess, everything downstream slows down.

Recent results in this sector

4 days → 20 mins
To produce a client service charge pack
-31%
Arrears older than 90 days
6,400
Units reconciled against the lease record
Where it hurts

Sound familiar?

Service charge reconciliation is painful.

Year-end takes months, queries pile up, and nobody quite trusts the number.

Compliance evidence is scattered.

Certificates, inspections and remediation records live across contractor emails, drives and spreadsheets.

Trades and maintenance providers sit outside the system.

Jobs go out by phone and email, quotes and invoices come back in whatever format each firm uses, and nobody can see where a repair has got to.

Arrears reporting is always out of date.

By the time management sees it, the situation has moved on.

Tenant portals do not talk to the back office.

Requests are logged in one system and worked in another, and something always falls through the gap.

What we do

How we help.

Clean up the underlying data.

Units, tenancies, leases, budgets and actuals reconciled so every downstream report starts from truth.

Automate service charge.

From budget to demand to reconciliation, with an audit trail and a lot less spreadsheet.

One compliance register.

Certificates, inspections and remediation actions tracked in one place, with alerts before things lapse.

Bring the trades into the workflow.

Approved contractor lists, job dispatch, quotes, sign-off and invoicing handled in one flow, so maintenance providers work to your process rather than around it.

Join tenant experience to operations.

Portal, CAFM, finance and CRM connected so a tenant request becomes a tracked job, invoice and record automatically.

Outcomes

What good looks like.

  • Faster, cleaner year-end service charge.
  • Compliance you can evidence in minutes, not days.
  • Repairs tracked from tenant report to trade attendance to paid invoice.
  • Live arrears and cash visibility for the leadership team.
  • Tenant satisfaction improved because things actually get done and closed out.
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Example engagements

What we would connect, and what you would get.

Example engagement scenarios for this audience, drawn from the shape of work we do.

Service charge year-end

Reconciliation that used to run for months closed in weeks, with queries answered from the audit trail instead of a spreadsheet hunt.

Systems and data connected

  • Property management system
  • Finance ledger
  • Budgets and actuals
  • Demand and billing

Repairs end to end

A tenant report now becomes a dispatched job, a quote, an attendance record and a paid invoice without anyone rekeying it.

Systems and data connected

  • Tenant portal
  • Contractor and trade dispatch
  • CAFM
  • Purchase ledger

Compliance you can show

Certificates and inspections pulled into one register with alerts before they lapse, so evidence takes minutes to produce.

Systems and data connected

  • Contractor certificates
  • Inspection records
  • Remediation tracker
  • Alerting
Where to next

The work this usually turns into.

Advice comes first. These are the areas we most often end up covering for this audience.

Data and reporting

Tenancy, arrears, compliance and maintenance data in one reportable place.

Data and reporting for owners & property managers

Integration

Property management, finance, portal and contractor systems talking to each other.

Integration for owners & property managers

Process optimisation

Cleaning up the day-to-day so lettings, renewals and repairs stop leaking time.

Process optimisation for owners & property managers
Tell us about your owners & property managers setupWe will prefill the message, so you can edit it instead of starting from a blank box.
Selected client outcomes

Results from owners & property managers work.

Results from completed engagements with this audience. Client identities are withheld under confidentiality agreements.

Talk through your own numbers

Managing agent · 6,400 units

Service charge and arrears reporting cut from days to minutes

The problem. Service charge budgets, arrears and works orders sat in three systems and a stack of spreadsheets. Every client report was rebuilt by hand and the numbers rarely matched between finance and property.

The decision. We advised fixing the lease and unit record first and leaving the finance system alone. Replacing it would have cost six figures and solved none of the reporting problem.

What we did. We mapped property, lease and unit records into one model, moved reporting onto live finance and property data, then automated client packs by building and schedule.

The outcome

4 days → 20 mins
Time to produce a client reporting pack
-31%
Arrears older than 90 days
100%
Units reconciled against the lease record

Estate and facilities operator · 320 sites

Compliance evidence off email and out of shared drives

The problem. Certificates, inspections and remedial records were scattered across contractor emails, drives and paper. Missed statutory checks only surfaced during an audit.

The decision. Rather than roll a new CAFM across 320 sites, we recommended migrating and cleaning the compliance history into the existing platform and tightening scheduling around it.

What we did. We migrated 15 years of asset and compliance history into one searchable record, tied every certificate to a site and asset, and automated inspection scheduling with escalation.

The outcome

99.2%
Statutory inspections on schedule
5 days → 2 hrs
Time to assemble an audit pack
-46%
Reactive works from missed maintenance
Questions

The things people ask us first.

If yours is not here, ask it directly.

All questions

Related sectors

Nearby work that shares the same data.

Most property businesses sit across more than one of these. Follow whichever is closest to your problem.

Facilities and maintenance job and PPM data

The repairs and planned maintenance side of the same portfolio, including your contractors.

Asset manager lease and valuation data

How tenancy and arrears data feeds the numbers your asset team reports on.

Developer and construction handover data

What to insist on at handover so you are not rebuilding asset records later.

Not sure which fits? Start with our independent data and technology advisory or browse every implementation service we deliver, then see all property and infrastructure sectors.

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