Lease schedules

A lease schedule is the rulebook that tells PropLink how to share service charges across units. It maps which units pay for which costs, and in what proportions.

Every Block Management calculation, every demand, every year-end reconciliation, every unit statement, ultimately depends on the lease schedule. Get it right early.

What a lease schedule contains

A schedule has:

• A name: for example Acacia Avenue Main Block Schedule.
• An expense scope: which ledger accounts feed into this schedule. Typically this is a list of expense accounts (cleaning, gardening, insurance, management fee).
• A list of units that pay into the schedule.
• A proportion for each unit: either an explicit percentage or a basis (square metres, equal share, lease specified percentage).

When PropLink raises an on-account demand for a budget, it:

1. Sums the budget for every ledger account in the schedule's expense scope.
2. Multiplies by the unit's proportion.
3. Issues that amount as an invoice line to the unit.

When to use multiple schedules

A typical block has one schedule. A more complex site has several:

• Estate-wide schedule for costs that apply to the whole estate (estate manager, communal gardens).
• Block-wide schedule for costs that apply to a single block (block insurance, block cleaning).
• Lift schedule for costs that apply to lift maintenance, charged only to flats on the floors served.
• Commercial schedule for costs that apply to commercial units only.

PropLink handles any number of schedules per site. A single unit can sit in multiple schedules.

Create a lease schedule

1. Open Site → Financials → Lease schedules → Create lease schedule.
2. Enter the name as it appears on documents.
3. Pick the expense scope, the list of ledger accounts whose budgets feed in.
4. Pick the apportionment basis:
   • Equal share, each unit pays the same.
   • Square metres, each unit pays in proportion to its square metres.
   • Lease-specified, each unit's percentage comes from the lease document and is entered manually.
5. Add the units to the schedule. PropLink calculates each unit's percentage based on the basis you picked.
6. Optionally override any unit's percentage manually.
7. Save.

Until the schedule has units and they sum to 100%, PropLink shows a warning. You can save a draft and complete it later.

Override a unit's proportion

Sometimes a lease specifies an unusual share. To override:

1. Open the schedule and find the unit.
2. Click the unit's percentage.
3. Enter the percentage from the lease.
4. Save.

PropLink shows you whether the schedule still totals 100%. It will not let you save a demand that runs against a schedule whose proportions do not sum correctly.

Multiple schedules on one site

To add a second schedule:

1. Open Site → Financials → Lease schedules → Create lease schedule.
2. Set up the schedule as above with its own expense scope and unit list.

A unit can belong to several schedules. When the unit is invoiced, PropLink sums its contribution from each schedule and posts one demand line per schedule.

Edit or reissue a schedule

You can change a schedule. PropLink prompts you before changing if:

• The schedule has been used for a current-year demand.
• The change would alter past demands.

In most cases, you should reissue a schedule rather than edit an old one mid-year. Lease changes typically take effect from the next financial year. PropLink lets you set an effective from date so the change does not retroactively rewrite history.

Reading a lease schedule report

The lease schedule report shows:

• Each unit and its percentage in this schedule.
• The total of all percentages (which should be 100%).
• The ledger accounts in the expense scope.
• A worked example: if you spent £10,000 on the in-scope accounts, what each unit would pay.

This is the document leaseholders and tribunals ask for when they want to verify the apportionment. PropLink generates it as a PDF.