AssetDesk Portfolio operations setup Portfolio Ops Setup · USD 149
Seven units, forty one recurring obligations, one calendar
The property register that replaces the folder and the memory, with eleven dates in the next ninety days.
Seven units generate about forty one recurring obligations a year between certificates, inspections, renewals and services. You have been holding that in a folder and your head, and it has mostly worked. This is the register that holds it instead, and building it found three dates that had already passed.
Two gas safety certificates and one electrical report are past their renewal date, the oldest by nine weeks. Nothing else in the portfolio is overdue, and eleven obligations fall in the next ninety days, four of which cluster in the same fortnight in November.
Overdue
Deal with these first
| Property | Obligation | Due | Overdue by |
|---|---|---|---|
| 14B Marsh Lane | Gas safety certificate | 5 August 2026 | 9 weeks |
| 3 Cotterill Row | Gas safety certificate | 22 September 2026 | 2 weeks |
| 14B Marsh Lane | Electrical condition report | 1 September 2026 | 5 weeks |
All three relate to two properties, and both were let through the same agent who stopped handling certificates when the arrangement changed in June. Nobody picked the obligation up, which is the failure mode this register exists to prevent.
The register
Seven units, current state
| Status | Next obligation | Open issues | Tenancy ends | |
|---|---|---|---|---|
| 14B Marsh Lane | Let | 3 overdue | 2 | 30 Jun 2027 |
| 3 Cotterill Row | Let | 1 overdue | 1 | 14 Mar 2027 |
| 8 Pennyfields | Let | Inspection, 2 Nov | 0 | 1 Sep 2027 |
| Flat 2, Alma Court | Let | Boiler service, 9 Nov | 1 | 31 Dec 2026 |
| Flat 5, Alma Court | Void | Marketing, now | 3 | n/a |
| 22 Weaver Street | Let | EPC, 18 Nov | 0 | 20 Apr 2027 |
| 9A Turnpike | Let | Gas safety, 12 Nov | 1 | 28 Feb 2027 |
Flat 5 at Alma Court has been void for seven weeks with three open issues, none of which has a quote against it. A void unit with unresolved works is the most expensive thing in a small portfolio and it is currently the least visible.
Calendar
The November cluster
- Today
Three overdue certificates
Marsh Lane gas and electrical, Cotterill Row gas. Section 01.
- 2 Nov
8 Pennyfields inspection
Six monthly. Tenant needs 24 hours notice in writing.
- 9 Nov
Flat 2 Alma Court boiler service
Annual. Same contractor as 9A Turnpike, book together.
- 12 Nov
9A Turnpike gas safety
Combine with the 9 November visit if the contractor covers both towns.
- 18 Nov
22 Weaver Street EPC
Ten year certificate, expiring. Needed before any re-let.
- 30 Nov
Flat 2 Alma Court, notice window opens
Tenancy ends 31 December. This is the date to start the renewal conversation, not December.
- 28 Dec
9A Turnpike, notice window opens
Tenancy ends 28 February.
- 5 Jan
Landlord insurance renewal
Portfolio policy. Start comparing in early December.
Four obligations fall between 2 and 18 November, three of them requiring a contractor visit. Booked together with one contractor across two days they cost less and take one conversation; booked separately as each date arrives they take four.
The workflow
How things move from here
- Reported
One route for tenant issues
A single email address or number, whatever the property. Currently tenants contact you, the agent or the previous agent depending on how long they have been there, which is why three issues at Flat 5 have no record of when they were first raised.
- Same day
Logged with a property, a priority and an owner
Urgent, standard or cosmetic. Urgent means heat, water, security or safety and goes to you directly.
- Within 48 hours
Quote requested or work booked
Standard items get one quote, anything over USD 800 gets two. This is the rule that stops a small repair drifting for five months.
- On completion
Closed with a cost and a photograph
Both go on the property record. At the quarterly review this becomes a per-property cost history, which is the thing you currently cannot produce.
- Every quarter
Portfolio review
Cost per unit, open issues, upcoming obligations, and which property is consuming disproportionate attention. Fifteen minutes with a page in front of you.
| What the setup also found | Detail |
|---|---|
| Six open issues with no quote | Oldest raised in May, at 14B Marsh Lane |
| No per-property cost history | Invoices exist, none are attributed to a unit |
| Two different contractors for the same job type | Different rates, both used at Alma Court |
| No record of deposit scheme references | Added as fields, left for you to complete |
| Tenancy end dates held only in the agreements | Now in the calendar with notice windows |
| Flat 5 void since 24 August | Seven weeks. No marketing, no works ordered |