PropRail
A property management and accounting platform for UK commercial portfolios. Rent, service charges, arrears, VAT and investor reporting run from one system, with signals that flag risk before month end.
The problem
Managing a UK commercial portfolio means quarterly rent demands, service-charge budgets, recharges, intercompany balances across SPVs and VAT returns. Most practices run these across spreadsheets, an accounting package and email.
Problems surface late: one tenant quietly holding most of the arrears, a utility budget running over, or leases expiring with no renewal in progress.
What we built
PropRail brings leasing, billing, ledgers, service charges, VAT and investor reporting into one platform built around entities and SPVs. Every invoice, payment and recharge lands on the same ledger.
An insights feed reads across the portfolio and flags what needs attention, each with a one-click review: concentration risk, budget overruns, expiring leases, improving trends and reports ready to sign off.
01 insights & signals
The portfolio tells you what’s wrong
Five kinds of signal, each linked straight to the records behind it.
- Risk
One tenant accounts for 69% of total arrears, over 90 days.
- Trend
Utilities at one building 26% over budget, a projected £15,000 overrun.
- Due soon
3 leases expire within 90 days with no renewal in progress.
- Improving
Collection rate up 1.2pp, a third month of improvement.
- Action
Q3 VAT workbook ready for sign-off with 2 exceptions.
02 tenant ledger
Every pound, on one running account
Each tenant has a running ledger of rent invoices, service charges on account, BACS payments and late-payment interest, with the balance outstanding always up to date. Allocate cash, generate a statement or export to Excel or PDF from the same screen.
- Running balance
- Cash allocation
- Aged debt
- Statements
- Excel / PDF export
03 modules
The whole property back office
Portfolio & leasing
Entities, SPVs, properties, units and leases, with break dates and renewals tracked.
Rent & billing
Quarterly rent and service-charge demands raised on schedule, with late-payment interest.
Ledger & arrears
Running tenant ledgers, aged debt by band and cash allocation against open invoices.
Service charges
Budgets versus actuals by category, with variance alerts and year-end reconciliation.
Recharges & suppliers
Supplier invoices, open AP and recharges passed through to the right tenants.
Intercompany & VAT
Intercompany balances across SPVs and quarterly VAT workbooks with an exception list.
Facilities, compliance & ESG
Compliance certificates, maintenance and energy data per building.
Investor reporting
Portfolio dashboards, WALE and lease-expiry analytics, documents and reports for investors.
Integrations
Bank feed matching and an API for accounting and investor systems.
04 results
What changed
Arrears risk flagged on the dashboard instead of at quarter end
Service-charge overruns caught while there is still time to act
VAT and investor reports prepared from the same ledger