AI Guides / strata
Practical ways to save time, capture more enquiries, and use the tools you already have.
Strata is a statutory calendar multiplied by a portfolio: levies, arrears stages, AGMs with notice periods, insurance renewals and compliance dates, times every scheme you hold. Your fee per scheme is fixed, so every hour saved is margin — and the platform you already pay for generates the levy notices, the debt-recovery stages, the meeting papers and the owner reports that most offices still assemble by hand.
Written for an owner who has never set up a single one of these things. Start at step one, which is free and takes an afternoon, and stop whenever you have had enough — nothing further down is needed for anything above it to work.
Prices checked 27 July 2026 · no affiliate links on this page or any other
The whole page, in order
Software: Urbanise levy and arrears automation
Cost note: Included in your strata platform subscription
Software: Compliance and renewal dates in your strata platform
Cost note: Included if compliance tracking is in your current plan
Software: Your owner and committee portal
Cost note: Included with the platform
Software: Platform arrears and compliance reports
Cost note: No additional software
Step one · start here
If you already use Urbanise Strata, MRI Strata Master, these features are settings inside those products, not another subscription. Your current plan still needs to include the feature. If you use something else, skip that card and search your software’s help centre for the named feature before you buy anything.
Extra software cost
$0*
if included in your plan
Hours back per month
≈33
Why it matters
Levy notices and staged debt recovery generated straight from the approved budget — the single largest repeating admin block in the business, automated. Operators report tens of hours a month back once it's configured.
What to do
Open the official guide below. In Urbanise Strata, find “Levy and arrears automation from the budget”. Follow the guide once, switch it on for one real job or customer first, and check that it did exactly what you expected before using it everywhere.
Open the official product page ↗1 day · $0 extra if included in your current plan
Why it matters
Agendas and minutes generated from customisable templates against the scheme record, with meetings run online or offline — the AGM-season document grind that eats every October, templated.
What to do
Open the official guide below. In Urbanise Strata, find “Meeting agenda and minute templates”. Follow the guide once, switch it on for one real job or customer first, and check that it did exactly what you expected before using it everywhere.
Open the official product page ↗Half a day · $0 extra if included in your current plan
Why it matters
Arrears reminders and a staged recovery process with state-specific handling (including NSW arrears notices), plus levy notices by email or SMS with merge fields — the prescribed-timeline work, run by the system rather than remembered.
What to do
Open the official guide below. In MRI Strata Master, find “Staged debt recovery with built-in reminders”. Follow the guide once, switch it on for one real job or customer first, and check that it did exactly what you expected before using it everywhere.
Open the official product page ↗Half a day · $0 extra if included in your current plan
If your software is not named above, the equivalent switch often still exists. Search its help centre for the exact feature name before you buy another tool.
Step two · first workflow to implement
Committees change managers in a window each year, and they choose on service, not price. A one-page pitch showing your compliance calendar, arrears performance and reporting cadence beats a fee discount from an agency that can't demonstrate either.
Do this in order
Typical size
AGM season, every year
Setup
1 day
What to use
Platform reports behind a one-page pitch
Route: Already paid for
How you know it worked
Count it in week one, then count the same thing again in week four. If the number did not move, stop spending.
Do not want to set it up yourself?
In Speed to Lead. Or take the Diagnostic before hiring anyone.
Step three · keep going without adding complexity
Do not start all three at once. Finish one, test it on real work, then move to the next card.
Committees leave managers they never hear from. Scheduled monthly aged-debtor and financial reports landing automatically in committee inboxes converts an invisible service into a visible one — and it's a setting, not a project.
Half a day · In Speed to Lead
Levies overdue, reminder issued, escalation staged on the prescribed timeline, every action logged. Cash flow for the scheme, defensibility for you, and hours back for the manager who was doing it by hand.
1 day · In Speed to Lead
You direct significant repeat work to plumbers, electricians, fire contractors and cleaners across a portfolio. A standing arrangement — reliable response and clean invoicing in exchange for referring the self-managed schemes and small blocks they meet — grows the roll at no cost.
1 day · We do it · $690
Step four · only once the first three are running
This is the first point where a real build may be worth paying for. The earlier steps need to be working before you add it.
Section certificates, extra meetings, insurance claim handling and by-law disputes are schedule-fee work that quietly gets absorbed. A tracked list per scheme of what's in the fee and what isn't turns leakage into billed revenue at contract renewal.
1 week · We do it · $1,200
What this page is automating
Almost everything above is a computer sending a message at a moment when nobody was going to send one. That is it. No robot and no replacement for professional judgement.
If you already use one of the products named in step one, those cards are settings inside that product. If you do not, skip the card. This page is not claiming that you already own it.
It is
A message going out because a call, date or status changed.
It is not
Something that decides what to charge or replaces professional judgement.
It is
A reminder sent from records your business already keeps.
It is not
A replacement for you, your trade, or the people who know the work.
Does this look familiar?
Win schemes on evidence at AGM season
Keep schemes with reporting they didn't ask for
Recover arrears without a manager touching them
Turn the supplier list into referrals
Price the extra work you're already doing
Generate levy notices in bulk, not per scheme
After thirty days
Number one
Write down the current monthly number before you switch anything on. Compare it with the same number after thirty days.
Number two
Count it the same way in week one and week four. Do not change the definition halfway through.
Number three
Use the history inside your existing software to count how often the automation actually ran.
Number four
Ask the person doing the work now. They will know before a dashboard does.
Every figure on this page is a typical size, not a measurement of yours. These four are the numbers that are actually about your business.
Reference · come back to this
Nothing here is urgent and nothing here is a starting point. It is the complete set for this business, in rough order of what it returns, with the tool, effort, and done-for-you route on every row.
Wins work
01
Committees change managers in a window each year, and they choose on service, not price. A one-page pitch showing your compliance calendar, arrears performance and reporting cadence beats a fee discount from an agency that can't demonstrate either.
02
Committees leave managers they never hear from. Scheduled monthly aged-debtor and financial reports landing automatically in committee inboxes converts an invisible service into a visible one — and it's a setting, not a project.
03
Levies overdue, reminder issued, escalation staged on the prescribed timeline, every action logged. Cash flow for the scheme, defensibility for you, and hours back for the manager who was doing it by hand.
04
You direct significant repeat work to plumbers, electricians, fire contractors and cleaners across a portfolio. A standing arrangement — reliable response and clean invoicing in exchange for referring the self-managed schemes and small blocks they meet — grows the roll at no cost.
05
Section certificates, extra meetings, insurance claim handling and by-law disputes are schedule-fee work that quietly gets absorbed. A tracked list per scheme of what's in the fee and what isn't turns leakage into billed revenue at contract renewal.
Saves hours
06
The whole portfolio's notices produced from budgets and issued electronically where addresses allow — the quarterly week that becomes an afternoon.
07
Bulk invoice processing with online approvals, and automated bank reconciliation across trust accounts — the two daily jobs that scale worst with portfolio growth.
08
Notices, agendas, motions and minutes from scheme data and standing templates, issued within notice periods — with the audit trail that a contested decision will eventually need.
09
Levy balances, statements, documents, notices and maintenance requests self-served — the highest-volume, lowest-value inbound in the business, deflected.
10
Request logged, quotes sought, committee approval captured, work order issued, invoice matched — one tracked flow instead of a forty-message chain nobody can reconstruct later.
11
Insurance valuations and renewals, fire safety statements, safety checks and AGM due dates on one board with alerts — the risk register that currently lives in several spreadsheets and one person's head.
12
Fee schedules, standard by-law processes, which certificate goes where, escalation steps — one internal place to ask, loaded from your own procedures, with anything legally contentious routed to a person.
The stack · prices checked
Prices checked 27 July 2026.
| Tool | What it is for | Price | Verdict |
|---|---|---|---|
| Strata platformUrbanise Strata | Trust accounting, levy and arrears automation, meetings, maintenance, documents and portals in one cloud system. | On quote ↗ | Genuinely built for the automation this page is about — but pricing is quote-based and implementation is a structured project, not a signup. Get the per-lot cost and the onboarding timeline in writing before comparing. |
| Strata platformMRI Strata Master | The long-standing AU incumbent with staged debt recovery, levy communications and meeting workflows. | On quote ↗ | If you're on it, the arrears staging and merge-field communications above are already yours — configure before evaluating a migration, because moving trust accounting mid-portfolio is a year of pain for features you may already own. |
| Strata platformStrataMax | The other major AU option for day-to-day scheme administration and recordkeeping. | On quote ↗ | Solid on core workflow; reviewers note integration depth and custom reporting are less clearly demonstrated than the basics. Test your actual reporting requirements in the demo, not the standard pack. |
| Self-serviceYour portal (owner and committee) | Deflecting the levy-balance, statement and document requests that dominate inbound volume. | Included with platform ↗ | The highest-return feature you already pay for — but only if you actually push owners to it. A portal nobody has been told about is a line item, not a tool. |
| Phone & messagingOpenPhone | A shared agency number and inbox so owner calls stop living on individual managers' mobiles. | $19/user ↗ | The message log is evidence in a business where 'who told you that' matters. Skip if your phone system already gives shared visibility and export. |
| AI answeringRosie | After-hours routing: building emergencies to the on-call contractor, everything else logged for morning. | $49/mo ↗ | Script it tightly — water, fire, gas, power and lift entrapment route immediately; everything else logs a request. It must never advise on by-laws, levies or an owner's rights. |
| AutomationMake.com | The compliance board and supplier-referral cadences around the platform. | $9/mo ↗ | Nothing statutory should depend on a scenario nobody monitors — levy and arrears timelines stay inside the platform built to defend them. Use it for the reporting gaps only. |
| AssistantChatGPT Team | Internal procedural questions from your own documents. | $25/user ↗ | Loaded with your processes it answers 'what's our step' well. It never interprets strata legislation or a scheme's by-laws for an owner — that's advice, and it's contestable at a tribunal. |
Do not bother
Meeting notices have prescribed content and timing, and minutes are the legal record of decisions that get contested at tribunals. Generate from templates and scheme data, then have the manager read every word — the document is evidence, not correspondence.
Owners ask about levies, by-laws, repairs liability and voting rights — every answer is contestable and some are advice. Capture the question, route it to the manager, and let the portal handle facts like balances and documents.
Strata trust money is audited and state-regulated, and reconciliation errors are a licence problem, not an accounting one. It moves only inside the compliant system — no spreadsheet bridges, no third-party sync for convenience.
Sources
Nearby trades
Nothing on this page is gated. This is the price recheck only, and you can leave at any time.
Do it yourself
Use the official links, do one card at a time, and count the result after thirty days.
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