Everything a factor
needs. In one place.
Built from the ground up for Scottish residential property factors — not generic software retrofitted for Scotland. From service charges to AI-drafted documents.
A platform that surfaces what matters — and drafts what to say.
The AI features in Factorly are designed around one principle: the platform should do the reading, the ranking, and the drafting. You review, approve, and send. Nothing leaves the system without a human in the loop.
Smart digest (Professional)
Each morning, the AI reads your entire portfolio — arrears overdue by stage, upcoming meetings at quorum risk, maintenance jobs with no update, stale complaints — and surfaces the 5–7 things that actually need action today. Each item includes a plain-English explanation of why it matters now and a suggested next step, with a direct link to the relevant page.
AI document drafter (Professional plan)
One click generates a fully composed first draft of any standard document — arrears reminders (informal, formal, and legal referral), contractor chase letters, AGM reminders, complaint acknowledgements (Stage 1 and Stage 2), meeting minutes, and WSOS distribution notices. Every draft is pre-filled with the correct names, dates, amounts, and PF Act references. You review, edit inline, and send. Nothing goes out automatically.
Charge, collect, and report — without the spreadsheet.
End-to-end financial management built specifically for the service charge model that Scottish factors run. From raising a charge to reconciling payments, everything is in one place.
Service charge creation
Raise charges across individual units or entire developments. Factorly automatically apportions costs based on ownership shares. Block charges spread across multiple buildings are calculated proportionally.
Card & direct debit payments
Residents pay by card (Stripe — Apple Pay, Google Pay) or authorise a GoCardless direct debit mandate once, after which charges are collected automatically each cycle. All payments reconcile against outstanding charges instantly.
PDF invoices & reports
PDF invoices generated for every charge, showing the full apportionment breakdown. Residents download their statement of account at any time. Factors generate a factor's annual report per property — charges, collections, budget variance, and maintenance summary in one document.
Collection dashboard & arrears
Live view of payment collection rates per property and across your portfolio. Arrears management with a structured escalation workflow: initial reminder, formal reminder letter, and legal referral — each stage logged with a timestamp. On Professional plans, AI drafts each notice for PM review.
Annual budgets
Set a maintenance budget per property for each financial year. Track actual spend against budget in real time — a progress bar turns red when you go over. Historical years are retained for comparison.
Xero CSV export
Export charges as a Xero-compatible invoice CSV in one click — ContactName, InvoiceNumber, DueDate, UnitAmount, AccountCode pre-populated. Import directly into Xero with no reformatting required.
Reserve & sinking fund
Plan and track long-term reserve contributions per development. Each owner's share of the fund balance is visible in their portal. Project adequacy against planned capital works. Coming Q3 2026.
Insurance commission tracking
Record and report on insurance commission earned per property — a full disclosure trail to satisfy Code of Conduct obligations under the PF Act. Coming Q3 2026.
AGMs, minutes, and votes — without the paper.
Run your governance workflows end-to-end inside Factorly. Every agenda item, vote result, and action item is recorded and accessible to the right people.
Meetings & AGMs
Schedule AGMs, committee meetings, and extraordinary meetings. Add agenda items, track RSVPs, and record attendance. Link each meeting to a specific development or across a property block.
Agenda, minutes & AI drafting
Record minutes against agenda items during or after the meeting. On Professional plans, publish a draft set of minutes pre-filled from your recorded agenda items and notes — review, approve, then publish to all residents with one click.
Action item tracking
Create action items from meeting decisions. Assign them to staff, set due dates, and mark them complete. Owners can see which actions are open and which are resolved.
Polls & ballot voting
Run owner ballots on repairs, contractors, and budget decisions. Supports yes/no, single-choice, and multi-choice votes. Results are live, and polls close automatically at the deadline.
Replace the inbox. Replace the phone call.
Real-time messaging and announcements mean your residents are always informed, and your team is never chasing a reply to an email that got lost.
Direct messaging
Secure, threaded messaging between residents and property managers. Read receipts so you know messages have been seen. File attachments for sharing photos of issues or documents.
Announcements
Post urgent notices or general updates to an entire development instantly. Choose priority levels — general, important, or urgent. Residents see them the moment they log in, with read tracking.
Push & email notifications
Residents receive push notifications on mobile and email digests for new charges, meeting invites, poll deadlines, and announcements. Configurable per-user preferences.
Real-time updates
The portal updates in real time. When a factor posts an announcement or publishes minutes, residents see it without refreshing the page.
PF Register ready. Always.
Factorly was built with Scottish compliance requirements baked in from day one — not bolted on as an afterthought.
Full audit log
Every action in the system — charge creation, payment receipt, vote result, document upload, announcement — is logged with a timestamp and the responsible user. Exportable as CSV for inspection.
Property Factors Act 2011
Designed around the obligations of the Property Factors (Scotland) Act 2011 and the Code of Conduct. Written statement requirements, dispute documentation, and PF Register obligations are all covered.
Compliance certificate register
A live register of all statutory certificates — gas safety, EPC, EICR, fire risk assessment, legionella, lift inspection, and insurance — per property. Automated expiry alerts fire at configurable lead times so no renewal falls through the cracks.
Document retention
Factoring agreements, insurance certificates, condition reports, and inspection records stored securely with access controls per role. Nothing gets lost when staff change.
GDPR & data rights
Residents can request a full export of their personal data or request deletion. All data is encrypted at rest and in transit. No data is stored outside the UK.
Central document repository
A structured document library per property — factoring agreements, insurance certificates, condition surveys, EWS1 forms — with role-scoped access so residents see only what they should. Coming Q3 2026.
Resident document access
Owners view and download their factoring agreement, WSOS, and relevant building certificates directly from the resident portal — without requesting them from your PM. Coming Q3 2026.
Manage your portfolio, not just your inbox.
Property management, staff assignments, resident onboarding, and white-label branding — everything your firm needs to operate professionally at scale.
Property & unit management
Register developments, add units, record ownership details, and assign residents. Support for blocks of flats, housing estates, and mixed-use developments. Property blocks group multiple buildings under one management entity with proportional charge splitting.
Role-based access control
Six distinct roles: platform admin, organisation admin, property manager, owner, tenant, and contractor. Each role sees only what they need. Property managers can be scoped to specific developments.
White-label branding
Set your firm's brand colours per organisation. The portal reflects your identity — residents see your brand, not ours. Available on Professional and Enterprise plans.
Multi-tenant architecture
Each organisation runs on its own isolated subdomain with its own data boundary. Multiple firms can run on the same platform without any data crossover. Enterprise accounts can manage multiple organisations.
Maintenance, complaints, and WSOS — all in one place.
From raising a maintenance job to closing a formal complaint, every service workflow is tracked, evidenced, and auditable. Contractors get their own portal — no shared logins, no lost paperwork.
Contractor portal
Invite contractors by email. Once registered, they see only the jobs assigned to them — across any development — without access to financial or resident data. Contractors upload photographic evidence of completed work directly from mobile.
Jobs queue, assignment & costs
Raise maintenance jobs scoped to a property or across a full property block. Record quoted cost, track actual spend against budget, and mark jobs through a full status workflow. Overdue jobs trigger automatic alerts based on urgency threshold.
Resident reports & comment threads
Residents submit maintenance requests with up to 5 photos from mobile. Each request has a comment thread — PMs and residents communicate in context, with a full timestamped history alongside the job record.
Formal complaints procedure
Handle resident complaints through a structured stage-by-stage workflow aligned with the Code of Conduct under the Property Factors (Scotland) Act 2011. SLA countdown visible to residents. On Professional plans, AI drafts Stage 1 and Stage 2 acknowledgements for PM review before sending.
Written Statement of Services
Manage and version your Written Statement of Services within the platform. Residents access the current version at any time and digitally acknowledge receipt — creating a timestamped record for each resident per version. On Professional plans, AI drafts the annual WSOS distribution notice for your review.
Contractor performance analytics
Per-contractor view of all completed jobs: average quote-to-actual variance, average completion time, and evidence submission rate — across your full roster. Identify your most reliable contractors at a glance. Coming Q3 2026.
Evidence feedback loop
Rate contractor photo evidence quality directly from the job view. Feedback is recorded against the contractor's profile and visible to PMs on future job assignments. Coming Q3 2026.
Factorly vs STRATA & legacy platforms.
The incumbent Scottish market is served by STRATA (otagoTech) and generic platforms not designed for Scottish law. Factorly was designed specifically for the PF Act 2011 — with AI features, real-time updates, and self-serve onboarding that legacy tools don't offer.
| Capability | Factorly | STRATA & legacy platforms |
|---|---|---|
| AI priority digest — surfaces what needs action today— Professional plan | ||
| AI document drafter — arrears notices, minutes, complaint letters— Professional plan · you review before anything is sent | ||
| Real-time updates without page refresh— WebSocket via Pusher | ||
| Push notifications to mobile— PWA + web push | ||
| Works on mobile without installing an app— Progressive Web App | ||
| Resident polls & ballot voting— Single, multi-choice, yes/no | ||
| Meeting minutes & action item tracking— AI-drafted on Professional | ||
| Property block management (multi-building)— Proportional charge split | ||
| Full tamper-evident audit trail— CSV export, typed events | Partial | |
| GoCardless direct debit collection— Residents authorise once | ||
| Annual budget tracking per property— Live spend vs budget | ||
| Xero CSV export— One-click, import-ready | ||
| Contractor portal with photo evidence upload— Isolated job-only access | ||
| Resident maintenance reports with photo upload— Up to 5 photos per request | ||
| Comment thread per maintenance request— PM ↔ resident, fully audited | ||
| Job quoted & actual cost tracking— Spend vs budget in real time | ||
| Overdue job alerts by urgency threshold— Inngest background cron | ||
| Compliance certificate register with expiry alerts— Gas, EPC, EICR, fire, insurance… | ||
| WSOS digital acknowledgement per resident— Timestamped, per-version record | ||
| WSOS management with versioning— AI drafts distribution notice | ||
| Arrears escalation workflow— Reminders → formal → legal | ||
| Year-on-year financial comparison in reports— Drillable charts, delta vs prior year | ||
| Factor's annual report PDF per property | ||
| UK GDPR resident data export— One-click export & deletion | Partial | |
| Public transparent pricing— No hidden fees | ||
| White-label branding per firm | ||
| Document storage |
ASSESSMENT OF STRATA AND OTHER PLATFORMS BASED ON PUBLICLY AVAILABLE PRODUCT INFORMATION AND DEMO MATERIALS · ACCURATE AS OF APRIL 2026
What's being built next.
Phase 2 extends the platform into financial planning, document management, and advanced contractor tooling. These features are in active development and will be available to Professional and Enterprise firms on release.
Reserve & sinking fund module
Plan and track long-term reserve contributions per property. Show owners their share of the fund balance and project future adequacy against planned capital works.
Insurance commission tracking
Record and report on insurance commission earned per property. Full disclosure trail to satisfy Code of Conduct obligations.
Budget variance colour-coding
Budget dashboards with traffic-light status: green within 10%, amber within 25%, red over budget — at a glance across your portfolio.
Central document repository
A structured document library per property — factoring agreements, insurance certificates, condition surveys, EWS1 forms — with role-scoped access so residents see only what they should.
Document expiry alerts
Automated alerts when certificates, agreements, or compliance documents are approaching expiry — configurable per document type.
Resident document access
Owners can view and download their own factoring agreement, WSOS, and relevant building certificates directly from the resident portal.
Live Xero OAuth sync
Two-way Xero integration — push invoices and reconcile payments in real time without the CSV export step. Replace the current Xero CSV export.
Contractor profile editing
Contractors update their own trade categories, insurance certificates, and contact details without PM involvement.
Job history & performance stats
Per-contractor view of all completed jobs: average quote-to-actual variance, average completion time, and evidence submission rate.
See every feature in 30 minutes.
Book a live demo and we'll walk through the full platform — including the AI digest and document drafter — tailored to your firm's workflow.