agentOS Block ManagerGet started
From real-time banking feeds to RICS-compliant reserve fund projections — every capability documented below is live in the product today.
Create the block, assign an owner, configure the two-account structure (main + reserve fund), and select your banking source — TrueLayer, Calmony, or manual CSV.
Add assets to the register with install dates, lifespans, and replacement costs. The 20-year projection calculates instantly. Gap years surface as dashboard alerts.
Finalise the service charge budget and demands generate per unit automatically — apportioned by lease percentage. Dispatched as branded PDFs via the communications centre.
The certificate register auto-expires certificates and alerts you at 90, 30, and 7 days. AGM workflows produce compliant notice documents and signed minutes from a single screen.
Join the waitlist and be among the first agents to run their portfolio on agentOS Block Manager. Questions? Email us at sf-core-org-support-agentos-block-manager@saas-factory.ai
[ FINANCIAL CORE ]
Service charge budgets, per-unit demands, automated arrears, bank reconciliation, and P&L — all connected. Three bank data routes; one unified ledger.
[ BANKING & CLIENT MONEY ]
Apply for, open, and manage Calmony client accounts without leaving the platform. Each block's funds are individually ring-fenced and RICS-compliant by default. Main and reserve accounts open automatically on approval.
Connect any FCA-regulated UK bank account via read-only OAuth. Transactions feed into the unified ledger in near real time. Re-authentication follows Open Banking SCA rules — no data gaps between sessions.
[ ACCOUNTING CONNECTORS ]
Accounting connectors pull the P&L from your existing system via OAuth 2.0 — the ledger-building step is bypassed entirely. The P&L view inside Block Manager looks identical regardless of source.
Xero UK — OAuth 2.0 Connect at owner or block level. P&L pulled on demand or on schedule.
Sage Online — with nominal code mapping An additional mapping step aligns Sage's chart of accounts to Block Manager reporting categories — essential for customised Sage configurations.
QuickBooks UK — OAuth 2.0 Equivalent to Xero connector; handles QuickBooks UK P&L report structure and nominal conventions.
[ ASSET LIFECYCLE & CAPEX ]
The Asset Register links directly to your reserve fund balance. Every replacement event, inflation uplift, and condition flag feeds the gap analysis in real time — no spreadsheet required.
[ COMPLIANCE & CERTIFICATES ]
Every statutory certificate tracked in one register. Automated reminders at 90, 30, and 7 days before expiry. Portfolio-wide RAG status grid — so nothing expires because someone forgot to check.
Certificate register per block Fire risk assessments, EWS1, asbestos, gas safety, EICR, lift inspections, legionella, PAT — all tracked with issue date, expiry, issuer, and linked document.
Portfolio compliance grid RAG status across all blocks and all certificate types in one view. Red = expired. Amber = expiring within 90 days. Green = valid.
Compliance audit trail Every compliance action — upload, inspection completion, Building Safety Act document submission — logged with acting user, timestamp, and document reference. Immutable.
[ DOCUMENT & COMMUNICATIONS ]
The communication audit trail is immutable — timestamped, recipient-listed, delivery-confirmed. In arrears or compliance disputes, you have the evidence before the conversation starts.
[ MAINTENANCE & WORKS ]
Drag-and-drop status transitions: Raised → Quoted → Approved → In Progress → Complete. Kanban and table views. Photos, rich text description, cost estimate vs actual — all on one record.
Shared directory across all blocks: trade, insurance expiry (auto-reminder before lapse), Gas Safe number. Contractors receive a secure QR-linked portal link to view scope, upload quotes, and receive acceptance — no account required.
[ PORTFOLIO & LEASEHOLDERS ]
Five-level entity hierarchy Managing Agent → Owner → Block → Unit → Management Accounts. Data is always scoped correctly; cross-owner financial reports are prevented at the data model level.
Portfolio financial summary KPI cards: total service charges invoiced YTD, collection rate, total arrears, reserve fund balance across all blocks. Top 10 blocks by arrears. Top 10 by works spend. Export as Excel with one sheet per block.
Leaseholder directory — 500+ scale Searchable across the portfolio with virtual scrolling. Profile shows lease summary, communication history, outstanding charges, and multiple leaseholders per unit (joint tenants).
[ SECURITY & ARCHITECTURE ]
Every financial record — ledger transactions, bank feeds, service charge demands, reserve fund data — encrypted end-to-end. No exceptions.
Each Managing Agent operates in a completely isolated data environment. Cross-tenant data access is impossible at every layer of the stack — enforced on every query and API response.
[ BENCHMARKING ]
The platform maintains a benchmarking reference table of typical replacement costs per asset type — expressed per unit, per square metre, or per linear metre as appropriate. Updated annually to reflect market conditions.
[ QUESTIONS ]
Service charge budget builder Draft, approve, and finalise annual budgets with per-unit apportionment preview and prior-year comparison. Finalising a budget triggers demand generation automatically.
Demand generation and dispatch Per-unit demands calculated from approved budgets, dispatched as branded PDFs with QR payment references. Supports half-yearly and quarterly instalment schedules.
Arrears tracking with RAG status Continuous automatic arrears calculation per leaseholder ledger. Arrears update in real time the moment a payment lands. Partial payments, payment plans, and write-offs all supported.
Bank reconciliation CSV import from any UK bank, auto-matched to outstanding demands using fuzzy reference and amount matching. Unmatched items surface in a reconciliation queue — never lost.
Unified ledger — three sources, one view TrueLayer open banking, Calmony native feed, and manual CSV import all feed the same ledger interface. Transactions are excluded from P&L reporting until categorised.
Block P&L — reserve fund reported separately Reserve fund movements reported in their own section, never mixed with operating P&L. Matches RICS service charge accounting practice.
Authorise contractor payments directly from the block's Calmony account without switching tabs. Every payment is tied to an approved works order and appears in the ledger the moment it processes.
Management fee isolation Agent income is never commingled with block client funds at any ledger, report, or account level — an FCA client money hard requirement.
Audit-ready Calmony export Full formatted transaction history per block, per account — designed for external accountants and year-end auditors, available any time.
Payment request workflow Raise formal payment requests for third-party payments; Calmony processes and tracks approval status back within Block Manager.
Manual CSV import Banks outside TrueLayer's network? Import transactions via CSV with a column-mapping step — any UK bank format accepted.
Three asset classes Plant & Equipment (boilers, lifts, fire alarms), Building Fabric (roofing, cladding, glazing with section-by-section sub-entries), and Compliance Works (EPC upgrades, fire safety remediation linked to certificate deadlines).
Auto-calculated replacement years Install date + estimated lifespan = projected replacement year. Updates automatically when either field changes. Manual overrides are supported and audit-recorded alongside the original calculated date.
Condition-triggered early flags A condition rating of 1 or 2 overrides the lifespan schedule and flags the asset for immediate review — deteriorating assets never coast on a stale timeline.
Real-time gap alerts When projected reserve fund balance falls below forecast expenditure in any future year, an alert surfaces on the block dashboard showing the shortfall amount, year, and the specific replacement events driving it.
Benchmarking reference table Platform-maintained typical replacement costs per asset type — updated annually. Using a benchmarked figure flags the asset as estimated and queues it in the outstanding data requests tracker.
Scenario modelling Vary inflation uplift, monthly contribution, and replacement timing per block without permanently changing base settings. Run multiple scenarios before presenting to RMC directors.
Section 20 consultation tracker Three-stage statutory workflow for major works over £250/unit. Generates compliant notice documents as PDFs. Inngest cron fires reminder 5 days before each observation period closes.
Section 42 lease extension tracker Log formal notices, auto-calculate counter-notice deadlines, track negotiation and tribunal stages. Reminders at 14 and 7 days before deadline.
AGM & EGM management Agenda builder, attendance recording, vote tallies with quorum check, signed minutes as PDF — for RMC and RTM companies.
PPM schedule — 10-year Gantt Plan long-term maintenance, map spend against projected reserve fund balance, export to Excel for reserve fund consultants.
Document vault — block and unit level Drag-and-drop upload, virus scan, S3 storage with pre-signed URLs. Organised by category. Version history retained on every replacement. Bulk download as ZIP.
Leaseholder communications centre Rich text composer. Target by block, unit, individual, or custom segment (e.g. 'all units in arrears'). Track delivery and open rates per recipient. Reusable templates.
Immutable communication audit trail Every message — broadcast, individual thread, automated reminder, notice board — logged with timestamp, sender, recipient list, channel, and delivery status.
Branded PDF output Every generated document — demands, AGM notices, minutes, reserve fund statements — carries your logo, brand colours, and registered details.
Define repeating tasks — window cleaning, fire alarm tests, door entry service — with frequency, assigned contractor, and budget line item. Works orders generate automatically on schedule. Calendar view of all upcoming tasks.
Budget variance tracking Actual works costs matched to service charge budget categories. Variance report shows budgeted vs actual per line. Alerts when any category exceeds 80% of allocation.
Reserve fund draw-down links Link major works expenditure directly to reserve fund draw-downs — the ledger reflects the draw and the reserve balance updates accordingly.
Mobile inspection app Responsive offline-capable checklist for field inspections. Swipe-to-pass/fail, voice-to-text notes, GPS-stamped photos — all sync when connectivity resumes.
PPM to works order conversion PPM schedule items convert to actual works orders when the planned date approaches — no copy-paste, no dropped tasks.
Leaseholder CSV bulk import Multi-step migration wizard: upload → column mapping → row-level validation → preview → import with deduplication. The primary path for agents leaving spreadsheets or legacy software.
Role-based access control Five roles: Principal, Property Manager, Read-Only, Leaseholder, and Freeholder/Owner. Permissions cascade through the hierarchy. No role can access data outside its permitted scope.
Agency branding and white-label Upload logo, set brand colours, enter ARMA/RICS membership number. Applied to all generated PDFs, email templates, and the leaseholder portal.
All personal data stored exclusively in UK-based data centres. Subject access requests, right to erasure, and data processing transparency are built in — not bolted on.
Estimated cost flag on asset records Assets using benchmarked figures are clearly flagged as estimated. They're automatically queued in the outstanding data requests tracker until a confirmed cost replaces them.
Complete models from day one Agents can build a full reserve fund model before formal survey data arrives — benchmarked figures rather than blank cells.
Override at any time Swap a benchmarked figure for a confirmed surveyor or contractor estimate. The flag clears and the projection updates immediately.
