A single, secure Microsoft SQL Server database stores all the data about all your properties.

This comprehensive database allows you to record as much or as little information as your business needs. Unconfigured, its capacity allows 16,000 separate fields. And if that’s not enough, you can easily add more.

But Mojo web apps make the process of data entry, approval and management uniquely simple. So the accuracy of all that data is unsurpassed.

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Data includes leases, key dates, tenancy and service charge information, physical properties, and much, much more. During data entry, information is stored as draft, passed from approver to approver as necessary until it can be submitted to the live database.

The multi-year property diary uses this data to ensure no key dates are ever missed (lease expiries, break clauses, rent reviews etc).

The system handles charge raising, rent demands, direct debits, reconciliation of bank receipts and all the other routine transactions of property management. It uses intelligent automation and management by exception to give confidence in their accuracy and ensure that no errors occur.

Many of our systems learn over time, improving as they go. One very large customer, faced with the reconciliation of several thousand bank receipts a month, found that they were soon achieving automated match rates of over 95%.

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The specialist property accounts functionality in Trace Solutions software has evolved over many years to support some of the UK’s largest and most successful property management companies. There’s a powerful, self-checking engine under the hood, keeping everything in balance.

You can code the general ledgers to reflect the unique structures of your portfolio, and manage multiple clients, investors, or cost centres. You can design your perfect P&L, balance sheet, client statements and management reports. And you can test future investment scenarios.

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The system makes light work of service charging, however complex the set up. It can easily take account of  capped leases, differing schedules in multiple tenancy buildings, uneven contributions, and budgeting.

It is of course fully compliant with RICS service charge apportionment matrices, and ARMA-Q standards such as segregation of funds.

Once configured, the management of your portfolio ‘just works’, keeping your business running smoothly and providing the fully flexible reporting that you need.

The system supplies over 200 reports as standard, with a report writer to generate anything extra that is specific to you.

Reports can be scheduled and emailed automatically to colleagues, clients, investors and others.

Many reports have powerful filter options, along with the ability to save criteria, to make their frequent use as pleasant and easy as possible for the user.

Online Mojo enquiry screens offer self-service, drill down reports on any internet-connected device. Configure these ‘dashboards’ to simplify or restrict what they present – for example, if you’re an agent sharing reports with a client.

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We were the first property management system to comply with the UK Government’s Making Tax Digital initiative on VAT.

We were the first, too, to transition to the new IFRS16 accounting standard – updating the software to store the necessary data, make the necessary calculations, and output the necessary reports.

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Both of these updates were released to our customers, months in advance of our competitors.

Our packaged approach to software – the single codebase – means we can address such issues as soon as they arise.

And distribute the solution to all customers simultaneously via a single software upgrade.

The system is able to accommodate up to 999 separate schedules, across multiple properties, and accommodating different service charge periods as required.

Once set up, it brings sense and order to the most complex portfolios and estates, allowing you to automate charge raising with confidence.

It can handle capped leases, variable schedules in multiple tenancy buildings, and uneven contributions.

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Meanwhile, powerful and versatile Mojo tools allow you to navigate rapidly through all the service charge information for any building, to monitor live, real time information via intuitive table views and powerful chart visualisations. The tool clearly identifies any items over budget and helps identify potential mis-postings.

View figures by year, by period, or both; show budgets, actuals and variances side by side. Group expense codes by schedule, or enable cost classes and codes, to view through RICS standards.

It dramatically simplifies budget setting, charge raising and reconciliation.

Each Mojo app takes a process and uses internet technologies to make it faster, simpler, better for the end user.

It means all sorts of people, from surveyors to clients, can interact with core systems, securely, intuitively, without damaging data integrity.

Mojo apps are available on any internet-enabled device wherever and whenever they’re needed – ideal for home or remote working.

You can also build workflows and to-do lists, with tasks passing from one individual to another, according to your business process.

There are already over 100 Mojo apps covering processes such as data management, enquiries, reporting, approvals and the management of third parties. Click through to learn more about individual Mojo apps.

More about Mojo

Traditionally Trace systems were installed on servers maintained in the customers premises.

While this is still often the case, more and more customers now opt for our hosted (SaaS) service, in which the entire system is accessed via the browser.

Under the hosted service, we are responsible for the servers, 3rd party licences, backups, upgrades, and all the other intricacies that take place behind the scenes.

The system has a significant level of built-in redundancy to ensure fail-safe performance and the highest level of security (with routine and regular penetration testing of our defences).

SaaS can also scale instantly, whether to add new users or new functionality, without additional hardware expense.

The software and all of your data is stored externally, in our state of the art data centre (and backed up in separate locations).

Note that Cloud-based Mojo apps are available with both SaaS and server installations of our software.

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There are many other ‘bolt-ons’ available to increase the functionality of your system.

These include:

• Banking and international transaction utilities (BACS files, etc)
• Data Load Tools to import from Excel and other formats
• Facilities management & helpdesk
• Retail management (to manage rents that are based on turnover)
• General Ledger Exchange (to communicate directly with corporate accounts and other third party systems)

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