Block Management

Block Management is PropLink's most mature module and the workhorse for any managing agent or RMC. It models the full leasehold accounting cycle: lease schedules, service charge budgets, demands, receipts, credit notes, arrears, freeholder payouts, supplier bills, bank reconciliation and the underlying general ledger.

This section is the deepest in the documentation because the workflows are richest. If you only read one section in full, read this one.

What Block Management is for

Role	What Block Management helps you do
Managing agent	Run service charge accounts across many sites, all client money in trust, automated arrears chasing, year-end reporting and tribunal-grade audit trail
RMC director	See the budget, the actual spend, the bank balance and the arrears position of your block at any time without waiting for a quarterly pack
Leaseholder	Receive demands, see the unit statement on ResidencePort, pay by Direct Debit, query a charge
Freeholder	Receive ground rent, view freeholder income statements, see payouts roll up
Accountant	Drive a double-entry ledger that supports any standard report, trial balance, P&L, balance sheet, with VAT and freeholder splits handled

The year at a glance

A block management year typically runs:

Set the budget for the next financial year before the year starts. Approve and lock it.
Generate the on-account demand. PropLink raises one invoice per unit per schedule per period.
Send the demand. Email or post. ResidencePort makes it available online too.
Collect receipts through Direct Debit (GoCardless) or manual recording. PropLink posts each receipt to the unit and the bank account.
Pay supplier bills for the maintenance, insurance, cleaning and other works happening through the year. Bills code to the ledger account they relate to.
Chase arrears through the arrears workflow, first reminder, second reminder, formal demand, solicitor referral.
Reconcile the bank monthly. Match every receipt and payment to a bank statement line.
Run the year-end reconciliation. Compare budgeted vs actual. Raise a balancing demand or credit. Produce the service charge year-end pack for leaseholders.
Pay the freeholder their share of ground rent and admin fees through a freeholder payout.

Most of this section walks one of these steps in detail.

What is in this section

The order is the order you would learn the platform in. Lease schedules first because they define how everything else is apportioned. Service charges next because it is the big workflow. Then the day-to-day collection and chase pieces. Then the supplier side (bills, payments). Then the infrastructure that sits underneath everything (bank accounts, reconciliation, the ledger).

Where shared features fit in

Block Management uses the shared sections heavily:

Properties and structure: every Block Management workflow attaches to sites and units.
Contacts: leaseholders, freeholders, directors all live in the shared contact directory.
Vendors: your suppliers and contractors live in the shared vendor directory.
Communications: demands, reminders and statements are sent via the shared communications layer.
Files and documents: every invoice, statement and certificate is stored in the shared file manager.
Reporting: financial reports live in the shared Reporting section, scoped per Block Management workflow.