As a Finance Director, you likely already have systems in place to manage compliance, but are they working as hard as they could be?
With the Building Safety Act 2022, Fire Safety Regulations 2022, and increasing ESG expectations around governance and resident wellbeing, the cost of staying compliant is rising — and so are the consequences of falling short.
You're not just managing budgets. You're protecting the business from regulatory risk, reputational damage and unexpected costs. And even if your current approach is functional, it's worth reviewing whether it's still fit for purpose in a more demanding environment.
This isn’t a back-to-basics guide. It’s a strategic check-in, with six practical, cost-conscious ways to strengthen your compliance infrastructure, reduce inefficiencies, and support long-term financial control.
Short on time? Here’s the summary:
- 1. Digitise your records to reduce admin and avoid errors
- 2. Centralise compliance data for faster reporting and team efficiency
- 3. Automate deadlines to avoid penalties and unplanned costs
- 4. Train your staff to get the most from your systems and avoid costly errors
- 5. Audit internally to prevent costly issues before they escalate
- 6. Use specialist tools built for property compliance and factoring
1. Digitise your records
Paper trails and spreadsheets aren’t just inefficient, they’re expensive liabilities.
Manual processes increase the risk of lost data, slow down audits, and add hours of admin time that could be used more strategically. Digitised records improve accuracy, speed up compliance checks, and ensure your teams can retrieve key documents instantly when needed.
2. Centralise compliance data
Scattered systems make it harder to see what’s happening, and costlier to fix issues when they arise.
A centralised platform provides a single view across your portfolio, giving you insight into compliance performance across all sites. Finance can track progress, spot trends and allocate resources more effectively, while operational teams get real-time visibility into what needs doing and when.
Centralisation removes duplication, reduces delays, and allows you to manage compliance at scale.
3. Automate your alerts and regulatory tracking
Manual tracking is a risky way to manage regulatory deadlines, especially with evolving legislation like the Building Safety Act.
Automated alerts and live updates ensure your team stays informed and on schedule. Whether it’s recurring safety checks or responding to new compliance requirements, automation helps you act early and avoid the last-minute rush that drives up costs.
4. Train your team to use your systems correctly
Even the best platforms can fall short if staff aren’t trained to use them effectively.
Ongoing training reduces costly errors, improves compliance consistency, and helps your team get more value out of your existing tools. At Proptimo, we offer onboarding support, discovery sessions, optional user training, and a searchable knowledge base, helping your people work smarter from day one.
5. Proactively audit your own performance
Waiting for an external inspection to reveal a gap is both risky and expensive.
Running regular internal audits helps you identify compliance issues before they escalate, correct them at minimal cost, and hold teams to a higher standard. It also builds a culture of accountability and keeps everyone sharp.
Think of it as your early warning system — one that pays for itself.
6. Use software that’s designed for property compliance
General-purpose tools may get you part of the way, but they’re rarely built for the unique demands of block management compliance.
Purpose-built software, like Proptimo, is engineered to handle the regulatory and operational realities you face every day. It simplifies compliance tracking, consolidates reporting, and ensures you can evidence action when needed.
It’s everything you need in one place — without the extra admin, licensing bolt-ons, or hidden costs of ill-fitting software.
Compliance shouldn’t be your biggest cost
Yes, compliance is more complex than ever. But complexity doesn’t have to equal cost.
With the right digital infrastructure, clear processes and practical training, you can stay on top of your obligations, keep costs under control, and avoid the kind of reactive spend that really hurts your budget.
At Proptimo, we help Finance Directors like you manage compliance with less effort and more control. Our platform is built specifically for factoring, with smart tools that reduce admin, improve oversight, and help you focus on long-term value.
See how Proptimo simplifies compliance for factoring portfolios.
