Lecture Notes: Handling Leasehold and Freehold Management in Proclaim

Overview

• Importance of clicking specific buttons in Proclaim for sale files involving leasehold or freehold management.
• Ensures relevant emails are sent and client milestones are updated on their and agent's portals.
• Incorrect button usage can affect coding and data accuracy.

Key Steps for Management Packs

Split Screen Leasehold Screen

• Access this screen when dealing with management packs.
• Check and tick "Freehold Needs, Leasehold Formalities" for freehold properties.

Deferred Payment Scheme

• If the client opted for the deferred payment scheme, use specific buttons for payment.
• Avoid direct client payments or asking the client to pay directly.

Landlord and Managing Agent Details

• Ensure details are filled; import or manually input if missing.
• Most management companies are pre-entered in the system.

Requesting Management Packs

• Identify if only a management pack is needed (likely for freehold management companies).
• Tick "not relevant" for the landlord if unnecessary.
• Request Management Company Pack Cost:
  • Generates emails to the client and management company.
  • Instructs the client to contact and pay the management company directly.
  • Prepares automatic emails for process efficiency.

Handling Pack Costs

• Once the management company provides a pack cost:
  • Input pack cost into the system.
  • Generate automatic emails:
    • Inform management company of client's direct payment.
    • Advise client on payment options, favoring direct payments to avoid admin fees.
    • Notify estate agent of the payment request.

Payment Confirmation and Additional Actions

Client Direct Payment

• Once confirmed, click corresponding button to:
  • Notify the management company to send the pack.
  • Inform buyer solicitors and estate agent of the payment.

Indirect Payments via Company

• If direct payment is not possible:
  • Use button for indirect payments.
  • Input bank details for payment; accounts team processes it.

Handling Additional Packs

• If another company is involved (e.g., ground rent), follow button sequence again.

Additional Notes

• Separate video available for logging management packs when they are received.
• Always ensure accurate and complete input of information to facilitate seamless processes.