Running a block of flats is not like managing a single rental property. You have service charges to collect, maintenance contractors to coordinate, compliance deadlines to track, and leaseholders expecting answers. Most directors who inherited the role are still doing all of this on spreadsheets.

Block management software is purpose-built for this situation. It replaces the patchwork of spreadsheets, email threads and filing cabinet folders with a single system designed around the realities of UK residential blocks. This guide explains what it does, who genuinely needs it, and what to look for when choosing one.

What block management software actually is

Block management software is a cloud-based platform that centralises the administration of a residential block, including service charge accounting, maintenance tracking, compliance records and leaseholder communications, in one place. It is built for the people who actually run buildings: RTM companies, residents management companies (RMCs), and share of freehold groups.

This is different from general property management software, which is designed for landlords managing individual tenancies. Block management tools are built around leasehold structures, where the occupants are long-term leaseholders with legal rights, and the income is a service charge budget rather than rent. If you have ever tried to make a lettings platform work for your block, you will understand why purpose-built matters.

What it handles day to day

The core functions cover the tasks that consume most of a director's time.

Service charge accounting is usually the biggest one. The software tracks contributions from each unit, sends demand notices, records payments and flags arrears automatically. Year-end accounts and leaseholder statements are produced by the system rather than assembled by hand the week before the AGM.

Maintenance and contractor management lets you raise, assign and track jobs in one place. For major works above the Section 20 threshold (currently £250 per unit), software with built-in consultation workflows helps you run the statutory process without missing a step. Missing a Section 20 deadline is an expensive mistake that good software removes as a risk.

Document storage means leases, AGM minutes, insurance certificates and safety inspection records are all accessible without hunting through email attachments from three years ago. The right people can find what they need; anyone else cannot.

A leaseholder portal gives unit owners read-only access to their service charge accounts and relevant building documents. It reduces the volume of routine queries directors receive and creates a clear record of what information was shared and when.

Compliance tracking logs renewal dates for fire risk assessments, electrical inspection certificates (EICRs), asbestos surveys and gas safety records, with reminders before they expire. For a self-managed block, staying ahead of these is the difference between a well-run building and an insurance dispute you struggle to defend.

Who actually needs it

Any block that is self-managed, rather than handed to a professional managing agent, benefits from dedicated residential block management software once you have more than a handful of units.

If your block has an RTM company or RMC, your directors are likely volunteers balancing this alongside jobs and families. The administrative load of managing service charges, chasing arrears, running AGMs and keeping compliance records current is considerable on its own. Software removes the repetitive tasks so directors can focus on decisions rather than data entry.

For a deeper look at how RMC structures work and what they are responsible for, the residents management company guide covers the key differences between RMC and managing agent models.

Why 2026 is the year to sort this out

The regulatory backdrop has shifted noticeably. The Leasehold and Freehold Reform Act 2024 includes service charge transparency measures the government has committed to switching on quickly. These will require standardised service charge demand forms and annual reporting requirements for landlords and managing agents, including self-managing RMCs.

On top of that, the new RICS Service Charge Residential Management Code came into force on 7 April 2026. It sets out clear best practice expectations for anyone managing service charges on residential property. If your block is running its finances through a shared spreadsheet with informal records, that is an increasing compliance risk rather than a quirk you can quietly maintain.

Software that issues properly formatted demands, keeps an auditable payment record and stores documentation in one retrievable place is the practical way to meet what is coming. The leasehold reform 2026 guide covers the full picture of what the Act means for your building.

What to look for when choosing

Not all block management software is built for self-managed residential blocks. Many systems are designed for professional managing agents handling large portfolios and priced accordingly. They are overkill for a small-to-medium block run by volunteer directors who do not need an enterprise implementation project.

The things that matter most for self-managed blocks:

Service charge accounting that does not require an accountant to configure it
A leaseholder portal with read-only access to accounts and documents
Compliance deadline tracking built in, not bolted on via a separate spreadsheet
Pricing per block rather than per unit, so costs do not escalate as your building grows

If the service charge side is your main concern, the service charge software guide for UK directors goes into more detail on what to look for in the financial functions specifically.

Where to go from here

If your block is self-managed and still running on spreadsheets and email threads, moving to dedicated software is less disruptive than most directors expect. Most platforms let you import existing data and are designed to be set up without professional implementation help.

If you want to understand why we built software specifically for small residential blocks rather than large agent portfolios, read our post on why we built residential block management software.

Freehold Pro is built specifically for RTM companies, RMC directors and share of freehold groups in the UK. It covers service charge management, compliance tracking, document storage and a resident portal, without the enterprise-level complexity that most self-managed blocks do not need. Take a look at how it works to see whether it fits your building.