For managing agents and groups
Property software.
Every building, check, contractor and board across your portfolio, in your own brand. Your team does the judgement. Servanda does the rest.
A demo on your own sites, not a slide deck. Requests go to the founder, a working managing agent.
What your team opens
The next thing, not a dashboard.
A made-up portfolio, to show the shape. The words are the product's own.
i
The morning.
- A register for every site: what must be done, when it was last done, and the document that proves it.
- Each manager's morning, their own sites worst first, in the app and by email at 06:30 each weekday.
- Four states, not three: in date, due soon, overdue, and no record. A gap has its own list, and is never mistaken for a lapse.
- Plain questions settle what applies at each site, and the answers are kept.
- Certificates read for you: dates, assessor, outcome and every action. A person confirms them.
- Findings with due dates from their priority, on the list until closed.
- The insurance schedule across the portfolio.
- Roles for the team: property managers see their own sites, managers see anyone's day, admins run the settings.
ii
The works.
- Works orders and quote requests raised from the check or the finding, with the site and scope filled in.
- A portal for every contractor with no password. You see when they open it.
- Open jobs: approved contractors quote in their portal, sealed from each other, and the award checks the price, the number of quotes, the authority limit and Section 20.
- Reminders that stop after three unanswered emails, and hand the job to a person.
- Gone quiet: every stalled job and draft never sent, the reason in words, one decision each.
- Check-in at the door with a QR poster, before and after photos, sign-off on completion.
- Vetting that keeps itself current: firms upload their own insurance, get reminded before it runs out, and a scorecard shows who delivers.
- Firms register themselves on your page or your website, and wait for your approval.
- Invoices from the job land as a draft with the job and file attached.
iii
The board.
- A portal on your letterhead: what needs each director first, the whole works record, documents, and a line to ask you.
- Invoices authorised by any one director or all of them, by block. Servanda records it. A person pays.
- Stuck with the board: what they are holding up, and whether they opened it, so you know to resend the link or pick up the phone.
- Resolutions with votes and a printed minute. A tie is called a deadlock, with the routes out.
- Directors who run their own block, block by block: they instruct their own contractors while you keep the calendar and pay what they authorise.
- Site reports: a real PDF for the board or a lighter one for leaseholders, on a schedule if you want it.
- Residents report a problem on your page and follow it. Updates go when a person presses Send.
- Care built in: a report that reads as distress is held for a person, never answered by a template.
iv
The law.
- Section 20: all four routes, every deadline worst first, notices on your letterhead, one addressed copy per flat.
- The service register, observations and responses, nominated contractors, estimates with your project fee shown.
- The consultation file in one document, ready for a tribunal.
- Sales packs: LPE1 and FME1 on a working-day clock from cleared funds, the fee captured.
- An answer bank: scan a site's last pack and its answers pre-fill the next. Compliance dates come from the live register.
- A solicitor's enquiry link and a disclosures register that feeds every pack.
- Fire door returns from leaseholders, with photos.
- E-signatures, locked once signed, with a certificate of completion.
- The audit pack on a print button, for an insurer, a board, a buyer's solicitor or a tribunal.
Taking on a block
Every document, in at once.
Read and sorted.
Drop everything the last agent sent. Each file is read and proposed for filing, with the reason in words. Filing stays a human act.
The board answers.
Plain questions about the building on a link. Their answers set up the register, and what they were unsure of becomes the list for your first visit.
The building researched.
Companies House and the web, to fill in what the handover left blank. Then the block goes live with its gaps showing.
Under everything
Your name on it.
Your brand.
Portals, sign-in, emails and PDFs wear your logo and colour. "Powered by Servanda" is the only trace.
Fenced in.
Every organisation walled off in the database itself, tested. Database and files in London, backed up nightly. Every action audited: who, what, when.
Never the money.
It records the authority to pay. A person pays. Your accounts package keeps its client money, and an API connects what you already run.
- Does it replace our accounts package?
- No. Your accounts package keeps its client money and its ledgers. Servanda does the register, the works, the board, the statutory work and the handover around it. It records who authorised an invoice, and a person pays it.
- Do contractors need an account?
- No. Each one has a permanent personal link with no password: their jobs, quotes, dates, photos, certificates and invoices in one place. New firms can register themselves on your own page, or from a form on your website, and nobody can be picked for a job until your team approves them.
- Do directors and leaseholders need training?
- Directors sign in with an emailed link and the page tells them what needs them first. Leaseholders never need an account: they report a problem on your page and follow it on a link.
- Whose name do our clients see?
- Yours. The portals, sign-in pages, emails and PDFs carry your logo and colour. "Powered by Servanda" is the only trace.
- How do we bring our sites across?
- One site at a time, by dropping every document in at once. Each is read, sorted and proposed for filing, and a person files it. The board answers plain questions about the building on a link, and the building is looked up at Companies House and on the web.
- Does it write to residents or contractors on its own?
- Residents, never: an update goes when one of your team presses Send. Contractors get a booking confirmation, a reminder the day before and a request for the certificate, and the nudges stop after three unanswered emails and hand the job to a person. You can pause them on any job.
- Is our data kept apart from other agents?
- Yes. Every organisation is walled off in the database itself, and that wall is tested. The database and files are held in London and backed up nightly. A few of the providers we use, for sending email and reading documents, are in the United States under the safeguards the law requires, and all are named in the data processing agreement.
- Can it connect to our other systems?
- Yes. Each organisation has its own API, with keys you control.