Property charges, unit ledgers and credits

Open Financial > Property Accounts to see what each unit has been asked to pay, what has been received and any credit available. Owners/leaseholders with own-ledger permission see only the units connected to their account.

Requesting a property payment

You need permission to issue demands. If you only want to check a charge for your own unit, go to Unit ledger below; you do not need to create a payment request.

Choose Financial > Property Accounts > Request Property Payment. Select:

service charge or administration charge;
a single unit or the block;
the amount and description;
payment in full, monthly instalments or quarterly instalments;
the due date or first instalment date; and
an optional linked work or major works record.

For a block demand, the approved apportionment schedule controls how the total is split across participating units. Review the split preview before issuing. For a single-unit demand, enter the amount for that unit directly.

Why payment schedules matter

A demand can be due in full or split into instalments. Each instalment has its own amount, due date and remaining balance, which allows a bank receipt to be matched to the exact payment it satisfies.

Do not create several duplicate demands to represent instalments. Use the payment frequency and schedule.

Jurisdiction and legal notice fields

For a qualifying leasehold unit managed through a formal RMC, RTM, freeholder or managing-agent role in England or Wales, the demand flow asks for the legal landlord details and the address for service required for the statutory pack. Scotland and Northern Ireland use neutral property charge notices instead. Informal representative groups also receive a neutral contribution notice: the platform does not turn a voluntary contribution into a compulsory charge.

Check the details for the association and obtain legal advice if the correct party or notice address is uncertain. The app cannot determine those facts. The current statutory text is available in section 47 and section 48 of the Landlord and Tenant Act 1987.

Unit ledger

A unit ledger brings together:

issued and void demands;
instalments and due dates;
matched receipts;
credit notes;
applied credit; and
the current outstanding or credit balance.

Open a demand to see its schedule and the allocations that paid it. A bank receipt appears only after the Treasurer matches the relevant bank row.

If an owner/leaseholder says they paid but the ledger still shows an amount due, first check for an unmatched bank row and confirm the payment reference, date and amount. Do not manually mark the demand paid without the bank evidence.

Credit notes

Use a credit note to reduce what a unit owes or record credit that belongs to the unit. A credit can be issued to one unit or distributed using the available split method.

Available credit can be:

applied to an unpaid charge; or
paid back to the property account holder by matching an outgoing bank row as a refund.

Credit is not recognised as association income merely because it is held in the bank.

Voiding a mistake

Void an incorrect demand or credit note rather than hiding its history. A void keeps the original record and adds the financial reversal needed to explain the change.

If a payment is already matched, unmatch the relevant bank allocation before making a correction that would conflict with it.

What owners and leaseholders should do

Owners/leaseholders can review the demand, instalments, receipts and available credits for their permitted unit. If something looks wrong, provide the Treasurer with the date, amount and bank reference. Do not send full bank statements or unrelated personal transactions unless an approved secure method is requested.