Owner portal
One login per lot for levies, documents, notices, requests and meetings. Works on any phone.
Body corporate software: owner portals, levies & AGMs
Body corporates: owners informed without the email chains. Fewer emails, calmer AGMs.
Notices go out by email and half the owners never open them. Minutes live in attachments nobody can find. The same leaking gutter gets reported five times and the committee chair's inbox is a war zone. We build owner portals for body corporates that hold the levies, minutes, by-laws, maintenance and meetings in one place. Then we host them and look after them.
Looking for a body corporate owner portal that actually keeps owners in the loop?
A body corporate is a small government run by volunteers. The committee meets a few times a year. The strata manager keeps the books. The caretaker deals with the pool pump. Owners, tenants and contractors all want answers at once. Most schemes hold it together with reply-all emails, PDFs in someone's Dropbox and a committee member who happens to remember why the 2019 motion passed.
Wollopit builds custom body corporate software around how your scheme actually runs. Owners log in to see their levy notices, the latest minutes, the by-laws and where their maintenance request is up to. The committee approves quotes and renovation requests between meetings without a forty-email thread. AGM notices, proxies and voting papers go out and come back in one place. We work alongside your strata manager and their software, so the books stay where they are and everyone else finally gets a front door.
01The problems
What we hear from body corporates
Does your body corporate have these problems? Here's how we'd fix them.
Most committees we talk to are doing their best with volunteers, spreadsheets and goodwill. It works fine until a big repair, a dispute or the AGM lands.
- The problemNotices nobody readsWater shutoffs, pool closures and pest treatments go out by email. Half the owners miss them and tenants never hear at all.How we fix itNotices posted to the portal with email and SMS alerts to owners and tenants, plus a record of who's seen them.
- The problemMinutes and by-laws lost in attachmentsSomeone asks what the by-laws say about pets and three committee members dig through old emails for a PDF.How we fix itA searchable document library for minutes, by-laws, budgets, insurance and reports, sorted by year and always current.
- The problemThe same repair reported five timesFive owners email about the same broken gate. Nobody knows if anyone's called a tradie or when they're coming.How we fix itMaintenance requests logged once with photos, visible to everyone affected and tracked from report to fixed.
- The problem"What do I owe?" emailsOwners chase the committee about levy balances, due dates and special levies the strata manager already sent.How we fix itLevy notices, balances and due dates in each owner's login, pulled from your strata manager's system where possible.
- The problemAGM paperwork chaosNotices, motions, proxies and voting papers posted, scanned and counted by hand while everyone worries about quorum.How we fix itAGM and EGM packs online with motions, proxy forms, voting papers and RSVPs, plus a live count of who's in.
- The problemCommittee decisions by reply-allA quote for the roof sits in a thread with twelve replies and no clear answer on who approved what.How we fix itA committee workspace with proper approvals: quotes, votes between meetings and a clear decision log.
- The problemContractor quotes and paperworkThree quotes collected by phone. Nobody's sure whether the plumber's insurance certificate is still current.How we fix itA contractor register with quotes side by side, insurance and licence expiry alerts and job history per trade.
- The problemRenovation and pet approvals stallAn owner wants to retile a balcony or bring home a dog and the request sits in someone's inbox for a month.How we fix itOnline approval forms with the right attachments, committee sign-off and a dated record of the decision.
- The problemNobody knows who lives whereOwner details, tenant contacts, car parks, keys and fobs live in a spreadsheet that's two sales out of date.How we fix itA lot register with owners, tenants, emergency contacts, parking, keys and fobs that owners update themselves.
- The problemCompliance dates sneak upFire safety, pool, lift and backflow checks come due and the insurance renewal lands with a week to spare.How we fix itA compliance calendar with reminders for every service, inspection and renewal, linked to the reports when they're done.
02What we build
Solutions
What we build for body corporates. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Document library
Minutes, by-laws, budgets, insurance, sinking fund forecasts and reports, searchable and filed by year.
Maintenance tracking
Requests with photos and locations, assigned to the caretaker or a contractor and tracked to completion.
Levy information
Levy notices, balances, due dates and special levies shown per lot, with payment details and reminders.
AGM and EGM tools
Meeting notices, motions, proxies, voting papers, RSVPs and attendance in one place.
Notices and alerts
Building announcements by portal, email and SMS to owners, tenants or a single floor.
Committee workspace
Quotes, approvals, votes between meetings and a decision log the next committee can actually follow.
Contractor register
Trades, quotes, insurance and licence expiries, plus job history and ratings for each one.
Approval requests
Renovations, pets, moving in and out and lift bookings with forms, attachments and sign-off.
Lot and resident register
Owners, tenants, emergency contacts, car parks, storage cages, keys and fobs, kept current by owners.
Compliance calendar
Fire safety, pool, lift, backflow and insurance dates with reminders and reports attached.
Body corporate website
A simple public page for the scheme with contacts, by-law summaries and a secure owner login.
03The systems
The big ones
Your whole scheme, in one place.
These are the systems body corporates ask us about most. Each one works on its own and they get properly useful when they're joined up.
Owner portal
One front door for every lot.
Every owner gets a login that shows their levies, the latest notices, the documents they're allowed to see and where their requests are up to. Tenants can get a lighter version for notices and maintenance. The committee stops being the help desk.
- One login per lot, multiple owners per lot
- Levy notices, balances and due dates
- Notices with read receipts
- Searchable minutes and by-laws
- Maintenance requests with photos
- Tenant access for notices and repairs
- Owners update their own contacts
- Email and SMS alerts
- Works on any phone
- Committee-only areas hidden from owners
Maintenance
Report it once. Watch it get fixed.
Owners and tenants log a problem with a photo and a location. Duplicates get merged, the caretaker or contractor gets the job and everyone affected sees the progress. Nobody has to ask "has anyone rung someone?" again.
- Requests with photos and location
- Duplicate requests merged
- Assigned to caretaker or contractor
- Committee approval over a set amount
- Status updates to everyone affected
- Contractor job links on their phone
- Before and after photos
- Common property vs lot owner flag
- Repair history per area
- Open jobs report for meetings
AGM & meetings
AGMs without the paper avalanche.
Meeting notices, motions, proxies and voting papers go out online and come back the same way. The secretary sees who's coming, who's sent a proxy and whether you'll make quorum before anyone turns up. We set it up to suit your state's rules and how your strata manager runs the meeting.
- AGM and EGM notice packs
- Motions with supporting documents
- Proxy forms online
- Voting papers lodged online
- RSVPs and attendance tracking
- Quorum check before the meeting
- Paper options for owners who want them
- Video call links for remote owners
- Draft minutes to the library
- Meeting history by year
Committee workspace
Decisions that don't live in reply-all.
The committee gets its own space for quotes, approvals and votes between meetings. Every decision is dated with who voted and why. When the committee changes at the AGM the new members can pick up exactly where things are.
- Votes between meetings
- Quotes side by side
- Spending approval thresholds
- Renovation and pet approvals
- Decision log with dates
- Action items with owners
- Correspondence register
- Private committee documents
- Handover for new members
- Strata manager access
Contractors & compliance
Nothing expires without someone knowing.
Every trade that works on the building sits in one register with their quotes, insurance and licence details. Fire safety, pool, lift and insurance dates sit in one calendar with reminders well ahead. When the report comes back it's filed against the job.
- Contractor register by trade
- Insurance and licence expiry alerts
- Quote requests sent from the system
- Job history per contractor
- Fire safety service reminders
- Pool and lift inspection dates
- Insurance renewal reminders
- Sinking fund items by due year
- Reports filed against each service
- Compliance summary for the AGM
04How it changes
Before and after
An AGM, wolloped.
Here's how AGM season could change. Every scheme is different, so we map yours first.
Before
- Notice packs printed, stuffed and posted
- Owners email asking for last year's minutes
- Proxy forms scanned back at odd angles
- Voting papers counted by hand at the kitchen table
- Nobody's sure about quorum until the night
- Minutes emailed as an attachment and lost again
After
- Notice pack published to every lot's login
- Last year's minutes are one tap away
- Proxies lodged and checked online
- Voting papers tallied as they come in
- The secretary sees quorum a week ahead
- Minutes filed in the library for good
05Services
Everything under one roof
Software, websites and systems for body corporates.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for body corporates
Built around how your body corporate actually runs: owner portal, document library and the admin in between, in one system you own.
Websites for body corporates
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Body corporate system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for body corporates
Maintenance tracking and levy information: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect StrataMax, Strata Master and Urbanise so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your body corporate, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We work alongside your strata manager's software and the tools your committee already uses. The books stay where they are. Everything else gets a proper home.
- StrataMax
- Strata Master
- Urbanise
- PropertyIQ
- PropertyMe
- Console Cloud
- Xero
- MYOB
- BPAY
- DEFT
- Stripe
- DocuSign
- Mailchimp
- Microsoft 365
- Google Workspace
- Google Maps
- Zoom
- Microsoft Teams
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your body corporate: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit down with the committee, the strata manager and the caretaker to see where the emails, delays and arguments actually come from.
- 02
Archi-tech
We plan it before writing code: your lots, owners, tenants, documents, meetings, approvals, links to your strata manager, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the owner portal and maintenance first, so you get a win before the next AGM.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things body corporates ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Does this replace our strata manager?
No. Your strata manager keeps doing the books, the levies and the legal side. We give owners and the committee a better front door and connect to the manager's system where it allows it.
Can committee members have extra access?
Yes. Committee members can see more detail, approve quotes and requests, vote between meetings and read private committee documents that owners don't see.
Can owners vote and lodge proxies online?
We can set up online proxies, voting papers and RSVPs. We build it to suit your state's rules and the way your strata manager runs meetings. Owners who prefer paper can still use it.
Can tenants use it too?
Yes, if you want them to. Tenants can get a lighter login for notices and maintenance requests without seeing levies or committee business.
Is owners' information kept private?
Yes. Each owner sees only their own lot plus the shared documents you choose. Logins are secure and everything is hosted on our own managed servers in Australia.
We already use strata software. Do we have to switch?
No. If StrataMax, Strata Master or another platform is doing its job we build around it. If something's holding you back we'll show you what changing it would involve before anything moves.
How much does a body corporate portal cost?
It depends on the size of the scheme and what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and the body corporate owns what we build.
How long does it take?
A basic owner portal with notices and documents can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When the committee changes or something needs fixing you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most body corporates we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a body corporate problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.