Property management and CAFM software for managing agents Several clients, several portfolios, one team — and a reporting obligation to each of them that has to be met from the same records.
A managing agent is accountable to landlords and leaseholders for buildings they do not own and did not specify. The estate changes as instructions are won and lost, the records inherited with a building are usually incomplete, and every client wants assurance in their own format on their own cycle.
What actually goes wrong
Inherited buildings arrive with gaps
A new instruction comes with a box of certificates of unknown completeness, and the liability starts on day one regardless.
Client reporting is a monthly manual project
Cutting one set of operational records into six client-shaped reports by hand is hours of work that produces numbers nobody can trace.
Statutory exposure sits across the whole portfolio
A lapse in one building is a problem for the agent's reputation across all of them, and a portfolio-wide view is the only way to see it early.
Scope visibility to the building, not the organisation
Role-based visibility scoped to buildings is what makes multi-client work possible without separate systems per client. A client sees their own buildings. A contractor sees the jobs they are on. Your own team sees the portfolio. It is one set of records with different windows onto it, not copies that drift apart.
- Building-scoped access for clients and contractors
- Whole-portfolio roll-up for your own team
- Filter any report by building, asset type or contractor
Take on a building without taking on the unknown
Onboarding a new instruction is mostly an exercise in finding out what you have just become responsible for. Entering the asset register and the known certificate position first turns the unknowns into a list — which is a manageable problem, unlike a box of paper and an assumption.
Reporting a client can be shown directly
Because reporting is a filter over the operational records rather than a document assembled afterwards, the client-facing report and the internal one are the same data. That removes the version most likely to contain an error: the one typed twice.
Questions from managing agents
- Can each client see only their own buildings?
- Yes. Visibility is role-based and scoped to buildings, which is the mechanism that makes a multi-client portfolio workable on one licence.
- How is it priced across a mixed portfolio?
- On properties — the buildings you hold an asset register and a maintenance regime against — not on users or clients. Properties beyond the included allowance are charged per property per year, pro-rated to your renewal date.
- What happens when we lose an instruction?
- The records remain yours and exportable, which matters because your own retention obligations do not end when the management agreement does.
Statutory compliance
The checks a duty holder is legally expected to run, scheduled against the assets they apply to, with the certificate that evidences each one filed where an auditor can find it.
Reporting & dashboards
What is due, what has lapsed and what has been done, across the whole estate — built from the records engineers already entered, with nothing re-keyed for the report.
Contractors & permits
Who you use, what they are approved to do, and whether their insurance and accreditations are still valid — checked before the job, not after the incident.
The statutory compliance calendar for commercial buildings
A working checklist of the recurring statutory duties a commercial building typically carries, what drives each frequency, and the evidence that proves each one ran.
Permits to work and contractor control
Contractor control fails in one specific way: a certificate that was valid at approval and was not valid on the day they attended. How to build a regime that notices.
See it running on your own buildings.
A live demo on your data, not a slide deck — most teams are live within a week.
Try for free