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Strata management software: owner portals & levies

Strata managers: every building, one portal each. Owners self-serve, managers breathe.

Owners ring about their levy balance, the AGM notice bounces off forty inboxes, a roof leak lives in a reply-all thread and the committee approves a quote by text. We build owner portals, maintenance, meeting and levy systems for strata managers that work across every building in your portfolio. Then we host them and look after them.

Tell us what's slowing you down →Try the live demo →Or call0423 011 252

Looking for strata owner portal software that actually cuts the phone calls?

A strata manager looks after dozens of buildings, hundreds of owners and a committee in every one of them. Each one has its own by-laws, budget, contractors and that one owner who emails at 11pm. The trust accounting software handles the money, then everything else ends up in Outlook folders, shared drives and the manager's memory. Owners can't find the minutes, so they ring. Contractors can't reach the committee, so they ring. Buyers' conveyancers need a certificate by Friday, so they ring too.

Wollopit builds custom strata software around how your office actually runs. Every building gets its own portal where owners check levies, download minutes and by-laws, log maintenance with photos and see how it's tracking. Committees approve quotes and vote online. Contractors get proper work orders. We connect to StrataMax, MRI Strata Master or Urbanise rather than replacing your ledger, then host and look after the lot so your managers can manage.

01The problems

What we hear from strata managers

Does your strata management business have these problems? Here's how we'd fix them.

Most strata offices we talk to have solid trust accounting and a mountain of email around it. The ledger is fine. It's everything else that eats the day.

  • The problemThe phone never stopsOwners ring to ask their levy balance, when the next instalment is due and where the by-laws are. Same questions, every day.
    How we fix itA portal per building where owners see their levy balance, due dates, documents and requests without calling anyone.
  • The problemMinutes emailed to hundredsAGM minutes and notices go out as attachments, half bounce and the rest end up in spam.
    How we fix itA document library per building with minutes, by-laws, budgets and insurance. Owners get a short notice with a link.
  • The problemMaintenance tracked by emailA leak gets reported three times by three owners. Nobody can tell which email thread is the real one.
    How we fix itMaintenance requests logged with photos and location, duplicates merged and status visible to everyone who reported it.
  • The problemContractors chased by phoneThe plumber needs access, the quote needs approval and the invoice turns up with no job number.
    How we fix itWork orders with access notes, quote approvals and invoices matched to the job before they hit the ledger.
  • The problemCommittee approvals by reply-allA $4,000 quote sits in five inboxes for a fortnight while the gutters overflow.
    How we fix itOnline committee approvals with the quote attached, a deadline and an automatic tally against the spending limit.
  • The problemAGM paperwork overloadNotices, proxies, nominations and motions printed, posted and counted by hand. Then the quorum question.
    How we fix itOnline AGM notices, proxy and nomination forms, pre-meeting voting and attendance that works out quorum for you.
  • The problemCertificate requests by emailConveyancers want a s184, BCIC or OC certificate yesterday and someone drops everything to build it.
    How we fix itAn online request and payment form that pulls the building's data together and queues the certificate for review.
  • The problemArrears chased one by oneOverdue levies get a reminder only when someone remembers. Then it's a phone call nobody wants to make.
    How we fix itReminder stages that send themselves, an arrears board per manager and a clear hand-off to debt recovery.
  • The problemMove-ins and lift bookingsRemovalists turn up unannounced and the lift has no protective blankets. Again.
    How we fix itOwners and tenants book move-ins, deliveries and lift time online, with by-law terms accepted up front.
  • The problemBy-law breaches on sticky notesNoise, pets, parking and balcony washing complaints arrive by email and go nowhere.
    How we fix itA breach log per building with photos, notice templates and a history the committee can see.
  • The problemCompliance dates in a spreadsheetFire safety statements, lift servicing, insurance renewals and valuations all due at different times across the portfolio.
    How we fix itA compliance calendar for every building with reminders, uploaded certificates and contractor bookings.
  • The problemNew owners take weeks to set upSettlement happens, nobody tells you and the old owner gets the next levy notice.
    How we fix itOwner onboarding forms for contact details, tenant info and notice preferences, synced to your strata software.
02What we build

Solutions

What we build for strata managers. 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.

01

Building portals

One branded portal per scheme with levies, documents, notices and requests, all running from one system.

02

Owner and tenant logins

Owners see their lot, levies and votes. Tenants see notices, by-laws and bookings. Agents see what they need.

03

Document libraries

Minutes, by-laws, budgets, insurance certificates and plans, filed per building and searchable.

04

Maintenance requests

Logged with photos and location, merged when duplicated and tracked to completion with owner updates.

05

Contractor work orders

Jobs sent with access notes, quotes approved, compliance documents checked and invoices matched to the job.

06

Committee approvals

Quotes and decisions voted online with deadlines, spending limits and a record of who said what.

07

AGMs and EGMs online

Notices, motions, proxies, nominations, pre-voting and quorum counts, plus minutes drafted from the results.

08

Levy and arrears board

Balances synced from your ledger, staged reminders and an arrears view per manager and per building.

09

Certificate requests

Conveyancers order and pay online. The building's details are pulled together ready for your sign-off.

10

Bookings and move-ins

Lifts, loading docks, common rooms and BBQ areas booked online with by-law terms accepted.

11

Compliance calendar

Fire safety, lift and pool servicing, insurance, valuations and capital works dates with reminders.

12

Owner onboarding

New owners and tenants register, choose how they get notices and land in your strata software.

13

Breach and complaint log

Noise, pets, parking and renovations recorded with photos and notice templates.

14

Notices and SMS alerts

Water shut-offs, fire testing and lift outages sent to one building, one floor or the whole portfolio.

15

A website that wins buildings

Hand-built, quick on mobile and built to rank for strata management in your area, with a quote request form.

03The systems

The big ones

Your whole portfolio, one building at a time.

These are the systems strata managers ask us about most. Each one stands on its own and they get properly clever when they share the same buildings, lots and owners.

Owner portals

Every building gets its own front door.

Each scheme gets a portal with its name and details, running on one shared system you manage centrally. Owners check their levies, grab the minutes, read the by-laws and log a request without picking up the phone.

  • One portal per building, one system behind
  • Building name, photo and contact details
  • Levy balance and next instalment per lot
  • Minutes, by-laws, budgets and insurance
  • Notices by email, SMS or both
  • Owner, tenant and agent logins
  • Lot details and tenant registers
  • Requests and bookings in one place
  • Works on any phone
  • Synced with your strata software

Maintenance & contractors

A leak reported once. Fixed once.

Owners log requests with photos and the location in the building. Your team sends a proper work order, the contractor updates the job from their phone and everyone who reported it sees the progress.

  • Requests with photos and location
  • Duplicate reports merged
  • Common property or lot owner flag
  • Work orders with access and key notes
  • Contractor insurance and licence checks
  • Quotes attached and sent for approval
  • Contractor updates from their phone
  • Invoices matched to the job
  • Owner status updates sent automatically
  • Repair history per building

Meetings & voting

AGMs without the paper avalanche.

Notices, motions, proxies and nominations go out online, owners vote ahead or on the day and quorum works itself out. Between meetings the committee approves quotes and decisions online with a clear record.

  • AGM and EGM notices online
  • Motions with supporting documents
  • Proxy and nomination forms
  • Pre-meeting and in-meeting voting
  • Quorum and financial owner checks
  • Zoom or Teams meeting links
  • Results tallied automatically
  • Minutes drafted from the results
  • Committee approvals with deadlines
  • Spending limits per committee

Levies & arrears

Arrears chased without anyone chasing.

Levy balances flow in from your trust accounting so owners and managers see the same number. Reminders go out in stages on their own and each manager sees which lots need attention across their whole portfolio.

  • Balances synced from your ledger
  • Levy notices linked in the portal
  • BPAY and DEFT details per lot
  • Staged reminder emails and SMS
  • Arrears board per manager
  • Payment plan tracking
  • Hand-off notes for debt recovery
  • Interest and fee reminders
  • Admin and capital works fund views
  • Notes the whole team can see

Certificates & compliance

Certificates and deadlines on autopilot.

Conveyancers order and pay for certificates online and the building's details are gathered for your review. Fire safety, insurance, lift servicing and valuations sit on one calendar across every building.

  • Online certificate ordering and payment
  • s184, BCIC and OC certificate requests
  • Building data pulled together for review
  • Turnaround tracking per request
  • Fire safety and AFSS due dates
  • Lift, pool and gate servicing
  • Insurance renewals and valuations
  • Capital works and sinking fund plans
  • Reminders to manager and committee
  • Uploaded certificates per building
04How it changes

Before and after

A roof leak, wolloped.

Here's how a wet Tuesday could go. Every strata office is different, so we map yours first.

Before

  1. Three owners email photos of the same leak
  2. Manager rings around for a plumber
  3. Quote emailed to the committee, two reply
  4. Owner on level 6 rings for an update
  5. Invoice arrives with no job number
  6. Nobody can find it in next year's history

After

  1. One request logged with photos, duplicates merged
  2. Work order sent with access notes
  3. Committee approves online by Thursday
  4. Every owner who reported it sees the status
  5. Invoice matched to the job automatically
  6. Repair saved to the building's history
05Services

Everything under one roof

Software, websites and systems for strata managers.

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 strata managers

Built around how your strata management business actually runs: building portals, owner and tenant logins and the admin in between, in one system you own.

Websites for strata managers

Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.

Strata management business 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 strata managers

Document libraries and maintenance requests: customer and staff portals that work on any phone without an app store.

Integrations and automation

We connect StrataMax, MRI 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 strata management business, looked after by the people who built it.

06Integrations

Connections

Plays nicely with what you already use.

We connect to the strata software you run your trust accounts in, work alongside the platforms you're happy with and replace the bits holding you back.

  • StrataMax
  • MRI Strata Master
  • Urbanise
  • Macquarie DEFT
  • BPAY
  • Xero
  • DocuSign
  • Stripe
  • Microsoft 365
  • Microsoft Teams
  • Zoom
  • Mailchimp
  • Google Maps
  • Cm3
  • Rapid Global
  • ServiceM8
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 strata management business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.

  1. 01

    Think

    We sit with your managers, your admin team and a committee or two, then work out where the calls and emails are really coming from.

  2. 02

    Archi-tech

    We plan it before writing code: your buildings, lots, owners, committees, contractors, strata software links, hosting and cost.

  3. 03

    Build

    Real engineering, shown to you early and often. Usually the owner portal or maintenance first, so the phones quieten before AGM season.

  4. 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 strata managers ask us.

Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.

Can each building have its own branding?

Yes. Each portal can show the building's name, photo and details while running on one shared system you manage from one login.

Do we have to replace StrataMax, Strata Master or Urbanise?

No. Your trust accounting stays where it is. We build around it so levy balances, owners and lots flow into the portal. If something is genuinely holding you back we'll show you what changing it involves before anything moves.

Can owners vote at AGMs online?

Yes. Notices, proxies, nominations and voting can all happen online, with quorum and results worked out for you. We set it up to suit the rules for your state and your schemes.

Can committees approve quotes without endless emails?

Yes. Committee members get the quote, a deadline and a button. The system tallies votes against the spending limit and records the decision.

Can contractors use it too?

Yes. Contractors get work orders with access notes, update jobs from their phone and upload quotes, invoices and insurance documents.

How much does a strata system cost?

It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.

How long does it take?

Smaller pieces like maintenance requests or a document library can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.

Is owner information kept secure?

Yes. Owners only see their own lot and their building's documents. Access is set by role and everything is hosted on our own managed servers.

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 you need something you ring the people who built it.

We already have systems. Can you upgrade them instead of starting again?

Usually, yes. Most strata managers 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 strata management business 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.

Call0423 011 252 Emailprojects@wollopit.com.au
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