An AI that runs
your entire factor firm.
Factorly is purpose-built software for Scottish factor firms — with AI that surfaces what needs action, drafts the letter, and escalates what needs your judgement. Service charges, meetings, contractor jobs, compliance, and arrears — all in one platform, with a human in the loop at every send.
* Routine tasks covered and admin time saved reflect platform capability against manually-handled equivalents — based on internal time-and-motion analysis of factor workflows.
Built on trusted infrastructure · Compliant by design
You became a factor to build a business. You became a typist.
Scottish factor firms spend the majority of their billable hours on work that requires no judgement — generating invoices, chasing arrears, writing meeting minutes, composing routine replies. Every hour lost to admin is an hour not spent growing the portfolio.
Months of typing, each year.
The average 20-building firm spends 12–16 hours per week composing replies to residents — routine queries about bins, lights, cleaning rotas, insurance certificates. Factorly's direct messaging module handles the thread, keeps a full audit trail, and surfaces only the items that need a manager's judgement.
Every new building costs a new hire.
Growth is linear because workload is linear. The ceiling is how many emails one person can answer before 6pm. Software changes the ratio of buildings to headcount.
The PF Act doesn't wait for admin backlogs.
WSOS obligations, complaint procedures, meeting notice periods, audit trail requirements — the Property Factors Act 2011 has strict timelines. Missing one can trigger a formal complaint to a Housing Panel.
What Factorly handled yesterday.
A sample activity log from a 22-building portfolio on a Tuesday in April. The platform surfaced every priority, drafted every document — the property manager reviewed 3 items and approved each one before anything went out.
One platform. Every workflow. Always connected.
Each module specialises in a domain — finance, governance, repairs, compliance. They share context through a single building graph that models both individual properties and multi-building blocks — the standard structure for Scottish tenement portfolios — so the digest knows what the charges module just sent, and the document drafter knows exactly who owes what.
Tells you what matters before you ask.
Each morning, the AI reads your entire portfolio — arrears, maintenance, upcoming meetings, stale complaints — and surfaces the 5–7 things that actually need action today, with a suggested next step and a direct link.
Raise, collect, reconcile — end-to-end.
Generate service charges by apportionment share — across individual properties or multi-building blocks — collect by card or direct debit, issue PDF invoices, and track every payment to the penny. Annual budgets with line-item tracking keep forecasts and actuals in one place. Arrears workflow with formal notices and legal referral when needed.
Runs AGMs the Title Conditions Act requires.
Schedule meetings with RSVP and quorum tracking by apportionment share. Record agenda items, publish minutes instantly to all owners, and track action items through to completion. Every vote timestamped.
Raise jobs, track costs, keep every audit trail.
Residents report issues with photos directly from their portal. PMs raise jobs, assign contractors from a vetted roster, track quoted and actual costs, and request completion evidence — every exchange logged with a full audit trail.
Watches every certificate, every deadline.
A live compliance register tracks gas safety, EPC, EICR, fire risk, and insurance certificates with automated expiry alerts. WSOS versioned and digitally acknowledged by residents. Formal complaints tracked stage by stage. Everything audit-ready for a PF Register inspection.
Drafts the letter. You review and send.
One click drafts an arrears reminder, a contractor chase, an AGM notice, or complaint acknowledgement — pre-filled with the correct names, dates, amounts, and PF Act references. You edit and send. Nothing goes out automatically.
Smart doesn't mean out of your hands.
Every action the platform takes is logged, explainable, and reversible. A single control panel shows the live activity stream on one side and the items awaiting your review on the other. The AI drafts — you approve and send.
Live Activity · Today
Awaiting Your Review · 2
Owner at 3/2 Glenview Terrace referenced PF Code breach in a 380-word message. Stage 1 acknowledgement drafted in your house style — ready to review.
Stair repair quote from MacKenzie at £2,840 (your threshold: £2,000). Consistent with market rates for scope. Awaiting approval per firm policy.
Deploy in a day. Running in a week.
No IT team needed. No app downloads for residents. No lengthy onboarding programme. Import your portfolio, invite your team, and start managing.
Upload your portfolio
CSV, or manual entry. Add properties, configure units, set apportionment shares and charge schedules. 2 hours end-to-end for a 40-building firm.
Bring your team and residents
Invite owners, tenants, and staff by email. Each person accesses the portal from any browser — no app to download, no account setup friction. For residents who prefer post, PDF invoices and statements are always available.
Set your preferences
Upload your firm's house-style documents, preferred contractors, and escalation thresholds. The AI digest and document drafter learn your style.
One platform, everything
Charges, meetings, votes, maintenance, complaints, WSOS — all auditable, all in one place. The morning digest tells you what needs doing.
The time cost of running a factor firm just changed.
A traditional Scottish factor firm spends 12–16 hours per week per manager on tasks a platform can handle in seconds. That's not a productivity gain — it's a structural change in what it costs to manage a building.
The first Factorly firms now scale portfolio without scaling headcount.
Traditional factor firms are constrained by time — every new building is more email, more meetings, more minutes to type. Factorly breaks that constraint. The platform handles the routine; your managers focus on the relationship and the judgement calls.
When billing, chasing, notices, and minutes are handled by the platform, portfolio growth stops being a staffing question. The ceiling shifts from what your team can process in a day to how many buildings your firm chooses to take on.
See it for your firmYour first 30 days on Factorly.
Onboarding is structured and supported. By the end of your first month, the platform is running your routine — and you're focused on the decisions that need a human.
Your portfolio is live
Properties, units, and ownership shares imported. Staff accounts created and scoped to their developments. Every resident sent their portal invitation by email.
First charge batch sent
Q1 or quarterly service charges raised, apportioned by ownership share, invoices generated and sent. GoCardless mandates opened for residents who opt in to direct debit.
AI digest goes live
The morning digest starts arriving at 08:00 — arrears by age, upcoming meeting quorum risk, maintenance jobs with no update, complaints approaching SLA. Each item links directly to the page where you act on it.
First arrears cycle closed
Day-14 and day-30 arrears notices drafted by the platform, reviewed by your PM, and sent from within Factorly. Every notice timestamped and logged in the audit trail — no chasing by email, no manual record-keeping.
Simple pricing. No per-unit surprises.
Unlimited team members. Unlimited residents. No per-unit fees or module add-ons. Get in touch and we'll tailor the right plan for your firm.
For independent factors
Pricing on request
Independent factors and 1–3 building portfolios.
- Up to 3 properties & 100 units
- All core modules included
- Card & GoCardless direct debit
- Email support
For growing firms
Pricing on request
Growing firms managing multiple developments.
- Unlimited properties & units
- AI digest + AI document drafter
- White-label branding per org
- Xero CSV export · Priority support
For large portfolios
Pricing on request
Large firms, housing associations, multi-brand portfolios.
- Multi-organisation management
- Dedicated account manager
- Custom SLA & onboarding
- Full AI suite · all phases
Your data is always yours — full export at any time · No lock-in
Ready to stop managing the admin?
Book a 30-minute demo and we'll walk you through the full platform, tailored to how your firm works. No commitment. No credit card.