How Managing Estates Scaled with Propman’s Import Tools

Managing Estates manages nearly 190 buildings across Great Britain, with sites in London, Manchester, Chester, Wales and Scotland.

Day to day, Propman underpins their operations from receipting income and checking owner balances to loading supplier invoices and managing debt collection. But as the company grew, manual financial processing turned into a bottleneck that risked slowing the business down.

“When we were a smaller company receipting income took a single person most of the day.”

,Receipting tenant income was an all-day task. Chris O’Brien, who oversees the financial side of the business, recalls spending hours manually entering transactions, one by one, into Propman.

Every payment required concentration. Reports were generated manually from the bank, and any slip — a mistyped reference or misplaced code — meant payments went to the wrong account. Fixing those mistakes took even longer.

“Back then errors would definitely happen more than they do now. Fixing them meant combing through bank statements. It was frustrating and time-consuming"

“Without the import tool… you’d be looking at a full team of people just receiving payments.”

As Managing Estates grew, the workload ballooned. With more and more buildings now in their portfolio continuing with manual processes would have required hiring a dedicated receipting team just to keep up.

Instead of adding cost and complexity, Chris looked for a scalable solution. By adopting Propman Import Tools, Managing Estates transformed receipting from an all-day job into a quick, reliable daily task.

What once consumed most of the day for one person is now finished in just half an hour. That efficiency has freed up staff time, improved consistency, and turned a major bottleneck into a smooth part of their daily operations.

The team didn’t stop at receipting. Import tools are also used for supplier invoices and opening balances, replacing hours of manual entry during property handovers with accurate bulk uploads.

“More accurate bookkeeping… entering tenant codes manually is error prone. With the import tool it does it for us.”

The knock-on benefits go beyond speed. Automation has drastically reduced errors, creating cleaner bookkeeping and stronger audit trails.

Today, the only errors arise when owners omit or mistype references on their own bank payments and those are much easier to deal with. “Infinitely scalable without the need for additional full-time employees.”

With Propman Import Tools in place, Managing Estates has grown fourfold without expanding their finance headcount. What was once a bottleneck is now a strength freeing the team to focus on delivering service across their growing portfolio.