structure
Developments, groups & properties
Model your portfolio the way the buildings actually nest. A development holds groups (a close, a block, a phase); each group holds the properties owners hold.
For Scottish factors & British property managers
Factoring,
handled.
Every development, every owner, every job and invoice — held in one structure that mirrors the buildings you look after. So the books balance, the owners can see why, and the float never goes missing.
Built around the Property Factors (Scotland) Act 2011 — apportionment, written statements and a transparent owner ledger, by default.
The job today
Factoring lives in spreadsheets, inboxes and a shoebox of receipts.
Apportionment worked out by hand, then argued over. Two owners on one flat, billed twice or not at all. Reactive repairs that never make it onto an invoice.
Owners chasing you for a statement you can't produce in under an hour. A float you reconcile from three places. And no single record of who approved what, when.
What you get
Everything a factor does — in one record
people
Owners, tenants, agents — joint where needed
Attach any number of owners, tenants, managers or letting agents to a property, each flagged billable or not. Two owners of one flat appear jointly on one invoice.
work
Scheduled services & reactive jobs
Recurring maintenance runs on its own schedule; reactive repairs are raised, tracked through their lifecycle and costed against exactly the properties affected.
money
Apportionment that owners can read
Set a share per property — equal, by floor area, by whatever your deed says. Charges split by largest-remainder to the exact penny. No rounding leaks.
payments
Collect by card or Direct Debit
Bring your own Stripe or GoCardless account — keys stay encrypted and per-company. Payments reconcile back to the invoice automatically via verified webhooks.
portal
A self-service portal for owners
Owners sign in to see their properties, statements and balance, pay what's due and raise a repair — without emailing you for a PDF.
comms
Conversations, not lost emails
Message threads per owner and per job update live, and one broadcast reaches a whole portfolio — recorded against the development, not buried in a mailbox.
control
Portfolios, permissions & an audit trail
Assign managers to portfolios so they see only their own. Fine-grained permission groups gate every action, and every change is logged. Each company's data is isolated.
The idea
Your buildings, mirrored in your books
Most software makes you flatten a tenement into a list. Raproma keeps the structure, so a charge knows where it belongs. Stair cleaning bills the close that shares it; grounds maintenance bills the whole development — each at the share you set.
- Group charges split across the close that benefits.
- Development charges split across every owner.
- One-off jobs hit only the properties affected.
Billing
Bill the way your firm actually works
Pick a policy once; override any single job or service when you need to.
In advance
Collect the float up front for the period ahead — planned services billed before the work.
Split recommended
The common arrangement: proactive scheduled services in advance, reactive repairs in arrears.
In arrears
Bill everything after the work is done and costed — one consolidated charge per period.
Multiple billable owners are combined onto a single invoice, apportioned by share, with every name shown — then rendered to PDF the owner can actually understand.
For owners
Half your inbox, gone
Owners get a tidy account of their own: properties, statements, what's outstanding, and a button to pay it. They raise repairs in a form that lands as a job — already attached to the right property.
- See every invoice and its apportionment
- Pay by card or set up a Direct Debit
- Raise and track a repair
- Message the factor on the record
Going live
From spreadsheet to running in three steps
-
1
Model your portfolio
We help you set up developments, groups and properties, then attach owners and their shares — mirroring your deeds of conditions.
-
2
Bring balances across
Import outstanding balances and connect your Stripe or GoCardless account so collection works from day one.
-
3
Go live & bill
Run your first billing cycle, invite owners to the portal, and retire the spreadsheet for good.
Before you ask
The questions every factor has
Is my data separated from other firms?
Yes. Every record is scoped to your company at the database level — the isolation fails closed, so a query without your context returns nothing rather than leaking.
Can it handle joint owners on one property?
That's core to the model. Multiple billable owners are combined onto one invoice, apportioned by share, with each owner named.
Do I have to switch payment provider?
No. Connect your own Stripe or GoCardless account, or keep recording payments manually. Your keys are encrypted and never shared.
How hard is migration?
We do it with you — modelling your developments and importing owners and balances — so you go live without a gap in billing.
Does it fit Scottish factoring law?
It's built for it: transparent apportionment, a clear owner ledger and a written statement of services owners can see at any time.
Who can see what, internally?
Managers are assigned to portfolios and see only those. Permission groups gate each action, and every change is recorded in an audit log.
Bring your portfolio across
See Raproma on your own developments
A 30-minute demo with your real structure on screen — no slide deck. We'll show you a billing run end to end.