Service Charge Collection

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Service Charge Management

The service charge workflow lets managing agents and directors issue statutory-compliant demands, route funds into each block’s ring-fenced Section 42 trust account, reconcile bank statements and Mollie settlements, and manage arrears with a pre-chase compliance gate.

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Supported payment methods & fee policy

Manage.Management connects to Mollie Connect for Platforms with per-building profile routing (mollie_building_profiles), offering leaseholders two transparent checkout options:

• Instant Online Payment via Pay by Bank (Open Banking): Instant UK Faster Payments authentication up to £40,000 per transaction with zero chargeback risk.
  • Manage Fee Mode (Default): A flat 1% platform fee on managed portfolios (3% on self-managed blocks) is displayed transparently at checkout and routed via Mollie’s applicationFee, so 100% of the service charge settles into the block’s designated Section 42 client trust account without a penny of shortfall.
  • Absorbed Mode (Optional per building): The leaseholder pays £0.00 fee and the processor fee is recorded as a separate expenditure line in the ledger.
• Free Manual Bank Transfer (BACS / Faster Payments — £0.00 Fee): Always shown side-by-side at checkout and badged Free (No Fee) with one-click copy buttons for the block’s trust Account Name, Sort Code, Account Number, and mandatory Payment Reference.

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Setting up and issuing service charges

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Receipts, 13-format statement import & auditable three-way reconciliation

1. Online payments: When a leaseholder pays via Pay by Bank, mollie-webhook marks the demand paid immediately and posts the split ledger settlement.
2. Sync Mollie Settlements: Click Sync Settlements to pull completed Mollie payout batches (stl_...) into bank_statement_lines and automatically match constituent unit payments.
3. Manual receipts & 13-bank statement import: Use Record Receipt for manual allocations, or import statements from 13 UK/IE bank CSV formats (Barclays, Lloyds, NatWest, HSBC, Metro, Santander, Handelsbanken, Virgin Money, Allied Irish, Bank of Ireland, Revolut, Starling, Wise), OFX, or ISO 20022 CAMT.053 with SHA-256 duplicate file rejection.
4. Auditable Three-Way Reconciliation & 12-Year Evidence Pack: Filter transactions by Matched, Needs Attention, or Only on Bank / Platform, post audited Journal Corrections (reverse_and_repost_journal with mandatory reason and Finance Admin RBAC), monitor Unidentified Suspense Ageing, and sign off monthly that Bank Statement Balance === Cashbook Ledger Balance === Total Fund Balances to generate a downloadable 12-Year Statutory Evidence Pack (Limitation Act 1980 s8).

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Credit control, arrears balance picker & solicitor handoff

Use the Aged Debtors & Credit Control workspace (and the Arrears Balance Picker on the Service Charges page) to:

• Select any overdue unit in the Arrears Unit/Owner Balance Picker and inspect 30 / 60 / 90+ day aged balances
• Run 4-Stage Scheduled Compliance Comms (Day 7 Polite Reminder, Day 14 Second Reminder, Day 21 Pre-Action Warning, Day 28 Final Notice) with selectable Tone of Voice (Warm & Polite, Balanced, or Formal Statutory) and formatted A4 letter previews
• Configure Commercial Unit VAT Profiles (HMRC Notice 742 §11, Option to Tax, ESC 3.18)
• Run the Pre-Chase Statutory Compliance Gate (verifying s47/s48, s21B, s166, and s20B compliance and checking for active dispute, payment-plan, or vulnerability pauses) before escalating a case
• Export a one-click Solicitor Handoff Bundle containing the ledger history, compliant demands, and proof of service

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Tips