Client money · Remittances · Period lock
You hold other people's money, and you have to prove what happened to it.
Rent in, fees out, deductions applied, remittance sent. Every step of that is somebody else's money passing through your account, and every step has to be reconstructable years later.
Configurable long-horizon retention for safeguarding-flagged records
Beat 1 · Your week now
Money moves, and the explanation lives in three places.
Rent lands in a client account. Some of it is yours, most of it is not. Fees come off, recurring deductions apply, a remittance goes to the landlord, and a statement gets produced — usually with a spreadsheet doing the part the accounting package won't.
It reconciles. It reconciles because somebody knows how it reconciles, and that somebody is holding several conventions in their head that were never written down.
Beat 2 · What breaks
Client money, remittances, and an audit you can't reconstruct.
A client-money audit does not ask whether the maths worked. It asks you to show, for a specific date, which funds were whose, what was deducted and why, what was remitted and when — and to show the same figures again from a different direction.
The spreadsheet cannot do that, because it has been edited since. The accounting package cannot do it either, because it recorded the totals rather than the reasoning. And the person who knew the conventions has moved on.
- A deduction applied by a convention nobody documented
- A remittance whose supporting detail lives in a deleted email
- A closed period that somebody edited afterwards, in good faith
- Two systems that agree on the total and disagree on the composition
Beat 3 · Why your current tools can't fix it
General accounting isn't client accounting.
An accounting package is built for one entity's books. Client money is the opposite problem: many landlords' funds moving through one account, each with their own fees, deductions and statements, and a legal obligation to keep them separable at every moment.
Bolting that onto general ledger software means the separation lives in a naming convention and a spreadsheet — which is exactly the part an auditor will test, and exactly the part that cannot survive being tested.
Beat 4 · What changes
The reasoning is stored, not just the totals.
Remittances, fees and recurring deductions are modelled as what they are, so a statement can be produced from the underlying events rather than reconstructed from a balance. Bank transactions are matched against expected rent by a scoring engine, with anything uncertain queued for a human rather than guessed.
When a period closes it locks. If a property's ownership arrangement changes in a way that would split its accounting history, the system warns before it happens rather than after.
- Client money, remittances, fees and recurring deductions modelled explicitly
- Open banking feeds reconciled against expected rent, not just listed
- Period lock when the books close
- Accountant access by invitation, revocable, with SA105 and CT600 output
What ships today
What ships today.
Client money, properly separated.
Landlord remittances, agency fees and recurring deductions handled as first-class objects, so statements come from events rather than from a balance.
Explore furtherReconciliation, not just a feed.
Transactions scored against expected rent periods — auto-matched above confidence, everything else queued with suggestions rather than guessed.
Explore furtherThe period locks.
When the books close they stay closed, and a change that would split a property's accounting history is flagged before it is made, not discovered later.
Explore furtherYour accountant, invited in.
Scoped access to the client's books, revocable at any time, with the SA105 pack and quarterly digital records ready to hand over.
Explore furtherA review gate before it counts.
Support notes move draft → submitted → approved, or come back with comments. Seniors work a queue that surfaces safeguarding-flagged notes first.
Explore furtherExternal workers, scoped to one person.
Invite a support worker from another agency and attach them to a single case — not to your whole system. Or hold them as a contact card with no login.
Explore furtherThe note lifecycle
A note becomes the record when a senior says it does.
Not when a tired worker closes the laptop at the end of a long round.
If you manage supported or specified accommodation for a provider, the support staff are usually yours and the exposure is usually theirs — which makes the review gate your job. A housing-benefit clawback lands on the scheme, and it turns on notes your team wrote, months or years earlier, about visits nobody else saw.
The worker writes a draft and submits it. It lands in a review queue where safeguarding-flagged notes sort to the top. A senior approves it, or edits and approves it — with the before and after both kept — or sends it back with a comment saying what needs to change.
Once approved it stops being editable. A correction supersedes it and the chain stays linked, so the earlier version is still there to read. Nothing is quietly rewritten, and nothing disappears without leaving a marker saying something was removed.
- Draft → submitted → approved, or returned with comments
- Review queue ordered safeguarding-first, not just oldest-first
- Modify-and-approve keeps both the original and the edit
- Supersede instead of overwrite — the chain stays readable
- Redaction leaves an audited marker, never a silent gap
Sign-off that leaves the building
The approver works for your client, not for you.
A property, a placement, a support note — sent out for a decision, and the decision comes back on the record.
The same shape as the client-money problem above. You are acting for somebody else, so the sign-off that matters is never yours to give: it belongs to the provider, the commissioner or the local-authority officer. What you need is their decision, attributable and dated, without handing them a seat in your system.
Send a property for approval and the housing officer opens a review page, reads the pack and approves or declines with comments. Send a placement and the signed pack goes to your named placement officers. Send support notes to a commissioner or RSL and they get a read-only seat — with the professional stream withheld until you authorise it for that specific case.
None of them create an account, hold a licence, or occupy a seat. Every decision lands back on the record with the name, organisation, IP address and timestamp attached.
- Property, placement and support notes — three sends, one mechanism
- No account, no licence and no seat for the approver
- Decision stamped with name, organisation, IP and timestamp
- Recipients frozen at send — a later edit cannot retarget it
- Links expire, and can be withdrawn if circumstances change
For managing agents — customer stories will appear here when there are real ones to tell
Show the auditor the trail, not the spreadsheet that survived.
See what it costs at your portfolio size.