Every charge. Every pound explained.
Make service charges accurate, transparent and easier to manage all year
Connect expenditure, scheme structures, apportionment, estimates, actuals and resident statements so teams can see the position continuously and explain every charge back to its source.
- Weekssaved at year end
- 100%of charges traceable
- 1apportionment basis, defensible
- Fewerdisputes and challenges
What it means
For the resident
Receive a statement that is easier to follow, with a clear route from the amount charged back to the service, work and apportionment behind it.
For your Service Charges team
Manage schedules, budgets, actuals, corrections and queries from one auditable process instead of rebuilding the position at year end.
Accurate charges, explainable to residents
Apportionment that holds up
Set estates, blocks, schedules and apportionment bases once so calculations remain consistent and repeatable.
Estimates and actuals in one place
Bring expenditure into the service-charge view as it happens so coding and allocation issues can be corrected before final statements.
Statements residents understand
Statements and query handling can trace from the resident charge to the cost and apportionment that created it.
Linked to the works that caused it
Service charges become part of the wider operating record rather than a standalone spreadsheet process.
What Propsys360 covers for service charges
- Charge setting for rented, leasehold and shared ownership
- Multi-level apportionment across estate, block and schedule
- Estimated and actual charge cycles
- Year-end reconciliation and balancing charges
- Section 20 consultation linkage
- Leaseholder statements and breakdowns
- Sinking and reserve fund management
- Dispute and query case tracking
- Integration with the general ledger
- Audit trail on every charge change
How it works
The path a case takes from the moment it arrives, and what happens automatically at each step.
Define the schedules
Estates, blocks and schedules are set up once with a defined apportionment basis, rather than rebuilt each year.
Estimate the year
Estimated charges are generated from budgets and prior actuals, and issued to residents with a breakdown.
Capture actuals as they happen
Expenditure attaches to schedules through the year from real works orders and contracts, not a year-end reconstruction.
Reconcile and issue
Year-end produces the balancing position and resident statements, with the workings retained for any challenge.
Built into every module
Workflows, a rules engine, notifications and tasks run underneath every part of Propsys360. Routine work moves on by itself, so your teams can focus on the edge cases and the residents who need extra support.
Notifications on every channel
Residents are kept informed at each step by SMS, email and the customer portal, without anyone sending updates by hand.
Multi-channel and omni-channel
Residents can get in touch by phone, portal or email, and switch between them. The record and the history follow them, so nobody has to repeat themselves.
Automation
Workflows and the rules engine move routine work on automatically: appointments, reminders, follow-ups and escalations before a deadline is missed.
Tasks for the right role
Each step raises a task for the role that owns it, with a due date in the diary, so work reaches the right person without being chased.
What you can achieve
Greater financial control
Greater financial control and less reconstruction of the position at year end.
Faster query resolution
Faster resident query resolution, with every charge traceable back to its source.
A stronger audit trail
A stronger audit trail from cost to charge, ready whenever it's needed.
What service charge management has to get right
Housing runs on specifics — statutory timescales, tenure types, the return that has to be filed next month. This is the detail that decides whether a system survives contact with your operation, and the reason a general-purpose platform usually cannot.
- Estimates, actuals and year-end reconciliation
- Multi-schedule apportionment across blocks and estates
- Section 21 service charge statements
- Section 20 major works consultation
- Ground rent under the Leasehold Reform Act 2022
- Leaseholder accounts and balances
- Recharges and refunds
- Charge queries and dispute handling
- Audit trail from charge back to underlying cost
- Reporting for boards, auditors and leaseholders
More of the platform
Each part of Propsys360 works from the same tenancy, property and person record, so nothing is re-keyed and nothing drifts out of step. Most providers start with one or two and add the rest as their existing contracts end.
Integration Platform & Tools
Fits what you already run
Propsys360 connects to the housing, finance, field and compliance systems you already use, orchestrates the processes between them, and replaces the legacy platforms you want to leave behind.
- Microsoft and data
- Finance and payments
- Repairs and contractors
- Residents and compliance
Trusted housing technology for housing associations, councils and public-sector landlords
- 557KTenants supported
- 1.5M+Repairs managed
- £57M+Repairs processed p.a.
- 4.75MCustomer cases
- 500KArrears cases managed
- G-Cloud 15 Supplier
- Microsoft Solutions Partner
- Cyber Essentials Plus Certified
- Cyber Essentials Certified
- ISO 9001
- ISO 27001
- ISO 20000-1
- ISO 14001
The difference it makes
Source: Results reported by housing providers using Propsys360; illustrative where stated. Individual results vary.
What housing providers say
Named people at named organisations, in their own published words.
“We realised that we had a gap around the golden thread of data, in terms of the availability and accessibility of the data we held in seventeen different systems… That meant colleagues could immediately see all non-compliant properties.”
Jake Le Page Head of Building Safety Regulations Notting Hill Genesis
“Neo brought strong Dynamics 365 expertise, worked collaboratively with our internal teams and applied Microsoft best practice within a live operational environment… We would be pleased to recommend them as a Microsoft Dynamics 365 partner within the housing sector.”
Wayne Human Head of IT Change Sage Homes
“The successful deployment of this solution has significantly increased transparency and improved the operational efficiency of our contact centre, allowing us to deliver greater value to our customers.”
Philip Wragg Infrastructure Programme Manager
“The Neo Technology model allows us to scale our development capacity, accelerating our transformation programmes while future-proofing our business, while achieving substantial industry cost savings.”
Group CIO Notting Hill Genesis
Proof from housing providers
Frequently asked questions
Does this handle leasehold as well as rented?
Yes — rented, leasehold and shared ownership, including the different statutory obligations and statement requirements that attach to each.
How does it connect to Section 20?
Qualifying works link to the consultation case, so the consultation record and the resulting charge are part of one evidenced chain rather than two systems.
Can we keep our existing apportionment methods?
Yes. Apportionment bases are configured to how your leases actually work, including different bases at estate, block and schedule level.
What about a challenged charge?
Every charge traces to its underlying expenditure and apportionment basis, with a full change history, so a First-tier Tribunal query is answerable from the record.
See a full service charge year end
Walk through a full service-charge year on a real scheme: estimate, actuals, correction, apportionment, reconciliation and resident statement.