Portfolio management
A portfolio is a fixed list of hereditaments you have chosen to track — usually a client's estate. You build it from a list, by account name, or from a search; you watch it for change; and you keep notes against the rows. Where a prospecting search is a question whose answer moves, a portfolio is a list you own and monitor.
What a portfolio is
Each portfolio is a named list of hereditaments. It carries monitoring (you are told when the rows change), notes and amendments (what you know that the data does not), and sharing (a colleague can hold it with you, or take it over). Portfolios live under Saved, alongside your search and prospecting bookmarks.
Build from a list
Paste references — one per line, any mix of UARN, billing-authority reference, or address with postcode — or drop a CSV or Excel file. Some billing-authority references mean different properties in different authorities, so where a row looks like a billing reference you are asked which authority it belongs to before matching runs.
Review the matches
Matching ranks each row by confidence — Highest, High, or Lower — and shows what it matched on (UARN exact, billing reference, address and postcode). Highest matches are ticked for you; lower ones are left for you to confirm or pick the right hereditament. References that matched nothing are listed so you can export them and take them back to the client. Name the portfolio, and save the rows you have confirmed.
Build by account name
Find a chain's holdings by the ratepayer account name. A chain's sites can sit under several account names — review the account names returned, tick the ones that belong to your client, and add them. Matching is on the account name as recorded across the rating lists, so an older or legacy account name surfaces too; include or exclude it as you wish.
The portfolio view
The portfolio opens as a results table, one row per hereditament — the same table you know from Search and Prospecting. Columns cover the hereditament and its reference, the description, the rateable value, reliefs and charges, the effective date, the ratepayer, and the occupation status. Rows changed since your last digest are flagged. Switch row density and wide view from the toolbar; the choice is remembered.
Ratepayer, not occupier
Each row pairs the hereditament with its ratepayer — the party liable for the rates, which is the account holder and not necessarily whoever currently occupies. This matters for a landlord client: a vacant unit has no occupier but still has a ratepayer, and you will want to track it.
Reliefs and charges
The Reliefs & charges column shows the current relief or charge against the hereditament — its type, amount, and start date. Charge records in the rates data carry no end date, so a relief shows as present rather than with an expiry.
Notes and amendments
Click a row to add a note — pin it to the hereditament, the ratepayer, or a valuation entry. The same dialog lets you record a value amendment: when you know better than the imported data — a relief that was missed, a floor area that is wrong — record the correct value against the field. Your amendment shows beside the source value, never overwriting it. Notes and amendments are shared with your team by default; the Notes toggle shows them alongside the rows.
More like this — comparables from a row
From any row, More like this pulls comparable hereditaments two ways: Similar hereditaments nearby (same description and a similar value) or Other sites of the same account holder. Tick the ones you want and add them straight to the portfolio. To explore the full comparable set — filtering and comparing — open them in the search results table.
More like these — expand the portfolio
More like these widens the whole portfolio along its own shape. It lists the account names the portfolio already holds and the billing authorities it covers; tick to widen, untick to narrow, and search to add a billing authority. The running count shows how many hereditaments the current choice would add; add them in one step. The expansion is by account name, not occupier — so a landlord client's vacant units, which share the account, come along too.
Monitoring
Monitoring tells you when the portfolio changes. Compose what counts as a change: add a field a hereditament carries — rateable value, ratepayer, a relief or charge, floor area, description, and so on — and pick how it changed (a threshold for numbers; added, removed, or changed for the rest). The portfolio itself is the watchlist, so you choose what to watch, not which rows.
Digests
Pick a cadence — Weekly, Monthly, or Quarterly — and a channel — In-app, Email, or both. Digests arrive shortly after VOA updates land, on your chosen cadence; the cadences are aligned to the VOA rhythm, which publishes change updates twice weekly and full refreshes every couple of months. A digest groups what moved by kind — rateable values, ratepayers, reliefs and charges — with the before and after values, and a link to the changed rows. The latest digest is always on the header bell.
Coming back
A portfolio you have monitored carries a "new since last visit" count in the saved list, and the changed rows are flagged when you open it. Mark all as seen clears the flags without turning monitoring off.
Sharing and ownership
Add a colleague by name or email and they share the portfolio with you. Make owner hands it over: the colleague becomes the owner and the digest recipient straight away, and you keep access. A colleague cannot take a portfolio from you — only your organisation's administrator can take ownership unilaterally. Where no owner is set, the administrator owns it by default; every organisation always has an administrator. Rename the portfolio from the same panel.
Moving hereditaments between portfolios
Select rows and move them to another portfolio — an existing one or a new one. A hereditament that is already in the target keeps its note. Use this to split a broad list into client-specific portfolios, or to consolidate.
Export
Every portfolio view exports — CSV at minimum — for the rows you have selected or the whole list.