Block management that works as hard as you do
From service charge demands to reserve fund gap analysis, agentOS Block Manager gives every residential block agent — solo or scaling — the financial rigour and compliance depth that used to require a full back-office team.
Every tool the job actually demands
Reserve Fund Gap Analysis
Year-by-year reserve fund projections with inflation uplift, automatic shortfall alerts, and scenario modelling — so funding gaps surface years before they become crises.
Block P&L — Ledger or Accounting Connector
Pull P&L directly from Xero, QuickBooks, or Sage, or build it from the unified ledger fed by open banking, Calmony, or CSV import. Same clean report either way.
Service Charge Demand Generation
Generate apportioned demands from an approved budget, dispatch branded PDF letters to leaseholders in bulk, and track every payment and partial payment to a live arrears balance.
Compliance Certificate Tracker
Central register for fire risk assessments, EWS1, asbestos, EICR, lift inspections, and more. Automated reminders fire 90, 30, and 7 days before expiry so nothing lapses quietly.
Asset Lifecycle & Capex Planner
Log every building fabric element and plant item with install date, condition rating, and replacement cost. Watch the capex timeline update the reserve fund projection in real time.
Calmony Pay — Ring-Fenced Client Accounts
Open and manage RICS-compliant, FCA-aligned ring-fenced client accounts per block without leaving the platform. Pay contractors directly from approved work orders.
AGM & Meeting Management
Build agendas, dispatch 20-day notices, record attendance and proxy votes, check quorum, and produce signed PDF minutes — all within a single workflow per meeting.
Section 20 Major Works Tracker
Statutory three-stage consultation workflow with compliant PDF notices, observation period countdowns, and automated reminders five days before each deadline closes.
Recurring Inspection Scheduler
Define repeating maintenance tasks per block — window cleaning, fire alarm tests, door entry servicing — and let the platform auto-generate works orders on schedule.
Bank Reconciliation & Transaction Import
Import bank CSV exports or connect via open banking. Auto-match transactions to demands and invoices using fuzzy matching, then work through any unmatched items in a focused reconciliation queue.
Leaseholder Directory & Lease Management
Searchable portfolio-wide directory with lease summaries, communication history, arrears status, and a per-unit document library — built to handle 500+ leaseholders without slowing down.
Contractor Management & Insurance Tracking
Shared contractor directory with trade categories and insurance expiry dates. Automated alerts before insurance lapses prevent work orders being assigned to uncovered contractors.
From onboarding to audit-ready in four steps
Set up your portfolio structure
Create your managing agent account, add owners, and build your block and unit hierarchy. Import existing leaseholder data and service charge history via the CSV migration wizard — column mapping, validation, and duplicate detection included.
Connect your financial data
Link each block's management account via TrueLayer open banking, open a ring-fenced Calmony account in-platform, upload a bank CSV, or connect Xero, QuickBooks, or Sage. The platform gates all financial reporting until a valid source is configured.
Run your block — day to day and year ahead
Generate and dispatch service charge demands, reconcile payments to leaseholder ledgers, raise and track maintenance works, manage compliance certificates, and plan AGMs. Every action is timestamped to an immutable audit trail.
Know exactly where every reserve fund stands
The asset register feeds directly into the reserve fund projection. Shortfall alerts appear the moment a gap year is detected. Scenario modelling lets you adjust contributions or defer works to close the gap — before the board meeting, not after.
Security and compliance are load-bearing walls here
Built for a regulated industry — every architectural decision reflects that.
AES-256 Encryption at Rest, TLS in Transit
Every financial record, ledger transaction, and document is encrypted at rest and in transit. No exceptions across any data source or integration.
UK Data Residency
All personal and financial data is stored exclusively in UK-based data centres — including backups and logs — in full compliance with UK GDPR.
Strict Multi-Tenant Isolation
Every managing agent operates in a fully isolated data environment. Cross-tenant data access is architecturally impossible, not just policy-restricted.
FCA-Aligned Client Money Handling
Block client funds held via Calmony are individually ring-fenced, segregated from agent income, and RICS-compliant by design. The platform never permits commingling.
Meets the standards your clients expect
Compliance isn't a feature category — it's the foundation the whole platform is built on.