Community Schemes
Community scheme management that keeps the administration, accounting and day-to-day work together
GZEL gives community-scheme managers a workspace for schemes, owners, levies, meetings, utilities, and the records that keep a scheme running. The scheme’s records remain separate from the managing business’s own accounting. What a person can open depends on their role and the scheme they are assigned to.
Scheme and unit records
Keep the scheme’s units, owners and related records together. When a unit changes hands, the transfer is recorded with an effective date. Levy billing follows the owner in place on the billing date, and the earlier owner account stays in the books.
Levy billing
Levy billing uses the scheme’s units and the owner effective on the billing date. The levy is posted to that owner’s account, in the scheme’s own books.
Utility billing from defined tariff structures
Water, electricity and sewerage readings can be billed from the tariff set for the scheme. A tariff can be a single rate or stepped tiers, and a fixed charge can sit with the usage charge. The resulting charge is posted to the owner’s account with the scheme’s billing. The reading, the tariff and the charge stay with that billing run.
Warnings and penalties
Warnings and penalties are recorded against the unit and the rule involved. A notice can be prepared, supporting files can be kept with the case, and an authorised penalty can be invoiced to the owner’s account. GZEL keeps the case and the accounting entry. It does not decide whether a penalty is legally enforceable.
SLA management and billing
The management agreement, the fee schedule and the billable work sit together. Fees that have built up on the agreement can be invoiced to the scheme from the managing agent’s books, using the amounts already on that agreement, instead of typing the management fee out again by hand.
Jobs and work tracking
Jobs can be raised for a unit or for common property, with a priority and a status, and followed through until they are completed or cancelled. Owners can open maintenance jobs from the owner portal.
Debt collection process tracking
Overdue owner accounts can be followed through a collection process: a first notice, a further notice, a final demand, and handover preparation. Later stages of a matter can be recorded as it moves on. The owner’s ledger remains the accounting record. GZEL tracks the process. It does not act as a debt collector, and it does not run legal collection by itself.
Meetings and scheme administration
Meetings can be arranged for the scheme, with attendance, quorum, voting and minutes kept with the scheme. Round-robin resolutions can be used when the decision is taken that way.
Reserve fund reporting
Reserve fund reports sit with the scheme’s other financial reports, including reserve fund movement and budget against actual. They support the scheme’s reserve fund administration.
Scheme reporting
The scheme workspace includes an income statement, a statement of financial position, owner balances, owners in arrears, owners with credit balances, billing status, budget against actual for the administrative levy and the reserve fund, a collections report, a jobs report, and consumption exceptions. Trustees see the management pack. Owners see the narrower pack the scheme has chosen to share, and their own account rather than every owner’s balance.
Owner portal
Unit owners sign in to their own view. They can open their statement, their unit, documents made available to them, and the community report. What they see follows their role. They do not get the management workspace.
The manager’s books stay separate
The managing agent’s own books and the schemes it manages remain separate. A scheme has its own owners, transactions, billing and financial reports. The managing business keeps its own accounting, and can invoice the scheme for management fees from those books.
Documents with the scheme
Scheme documents are kept in the GZEL workspace and opened in the browser. A warning or penalty case can hold its own supporting files.
Manage the scheme and the work around it in one place
If you manage community schemes, tell us how your schemes operate and we can show you how the GZEL workflow fits the work you already do. Property management is billed from the live Price book as the greater of a monthly minimum or a rate per active unit.