HCOMS Property Management System

HCOMS Property Management System is a multi-site property platform for organisations managing portfolios that have outgrown spreadsheets. It brings tenancy records, inspections, repairs and compliance into one place, with Android, iOS and web access. Tenancy tracking follows each letting from advert and allocation through agreement, rent, reviews and exit, and can send renewal reminders and export finance statements. The system tracks eight compliance cycles, including gas, electrical, asbestos, fire, legionella and EPC requirements, with dashboard reminders and escalation. Residents can report repairs through a portal, email or phone, while staff triage jobs, assign contractors, record photos and sign-off, and report against SLAs. A branded resident app supports photo reports, emergency flags, status tracking and a help centre. Contractors can schedule work and post on-site updates by phone. No-code workflows can acknowledge requests, follow up delayed work and raise planned-maintenance orders. HCOMS also describes finance-system links, ArcGIS map overlays, role-aware access and audit trails. The maker says the platform is UK-hosted and UK-supported. Pricing is on request; the product page invites prospective customers to arrange a demo.

HCOMS brings tenancy, compliance and repair workflows together for multi-site property portfolios. Prospective customers need to arrange a demo and request pricing.

It is aimed at housing associations, diocesan portfolios, charities with property portfolios and multi-academy trusts. It suits organisations that need to coordinate tenancy, maintenance and compliance work across multiple sites.

HCOMS Property Management System is a UK-hosted platform for organisations managing multi-site property portfolios and complex tenancy obligations. It suits housing associations, diocesan estates, charities and multi-academy trusts that have moved beyond spreadsheets. Its strongest case is the way tenancy, compliance, repairs and finance workflows share one operational record; the trade-off is a sales-led purchase with custom pricing.

Overview

HCOMS covers the tenancy lifecycle from advertising and allocation through agreements, rent, reviews and exit. Automatic renewal reminders and finance-statement export reduce the chance of routine tenancy milestones disappearing into separate spreadsheets. The platform also combines inspection workflows, work orders, vendor management and a tenant request portal, giving property teams one place to coordinate resident and contractor activity.

Its history dates to 2001, when Hayes Computing Solutions Ltd (trading as HCOMS) was founded near Norwich. HCOMS says its first dedicated diocesan property platform went live in 2015, a background that aligns with the specialist portfolio types it targets.

Key features

Tenancy and compliance control

The tenancy record follows the full occupancy journey and can export statements to a finance system. Compliance monitoring covers eight cycles, including gas, electrical, asbestos, fire, legionella and EPC checks. Escalations and dashboard reminders make this more useful than a document repository for teams responsible for recurring statutory work, particularly across many sites.

Repairs and resident service

Residents can report jobs through a portal, email or phone. Staff can triage requests, assign contractors, attach photographs, capture sign-off and report performance against SLAs. The branded resident app adds emergency flagging, status tracking and a help centre built around the landlord's own guidance. That combination should reduce avoidable calls while preserving a route for residents who do not use the app.

Contractors, automation and finance

Contractors can accept or decline work, schedule visits and post live on-site status from a phone. Certificates and invoices then return to the office workflow. No-code automation can acknowledge requests, chase delayed jobs and create planned-maintenance orders, while purchase orders can move to the finance system for approval and budget reconciliation. The product describes a live finance-system link without naming a specific finance product, so compatibility should be confirmed during procurement.

Reporting, mapping and governance

Users can build charts from property records without SQL, and portfolio maps support ArcGIS overlays. Occupant, contractor and back-office apps use one shared database, which should limit duplicate records. HCOMS describes role-aware access and audit trails throughout, with TLS, encryption at rest, per-user authentication, optional multi-factor authentication, role-based permissions, audit logging and encrypted backups. Production data is hosted in the UK and support is UK-based.

Pricing

HCOMS uses paid, custom pricing. The product page asks prospective customers to arrange a demo and does not publish a free plan or free trial. This approach fits organisations that need a portfolio-specific scope, integrations and implementation discussion, but it gives smaller landlords no transparent entry price for initial comparison. Seat, unit and renewal terms should be established in the proposal.

Platforms

HCOMS is available on Android, iOS and the web. Mobile access matters for residents and contractors reporting, scheduling and updating work away from a desk, while the web application supports office administration, compliance and reporting.

Who it's for

Choose HCOMS when a housing association, diocesan portfolio, charity or multi-academy trust needs shared tenancy, compliance, inspection and repair processes across multiple locations. It is also a sensible fit for teams that require auditable permissions, UK data hosting, finance integration and contractor participation. A small landlord seeking an instant, low-cost self-serve setup is less well matched to a demo-led, custom-priced system.

Pros and cons

Pros

• Broad lifecycle coverage: tenancy, compliance, inspections and repairs sit in one platform rather than separate tools.
• Useful resident and contractor apps: photo-enabled requests, emergency flags, live job status and contractor scheduling support end-to-end service.
• Strong operational controls: eight compliance cycles, SLA reporting, escalations, audit trails and role-based access suit regulated portfolios.
• Practical integration and reporting: finance-system links, purchase-order approval, ArcGIS overlays and no-SQL charts connect operational data to oversight.

Cons

• No public price or trial: buyers must arrange a demo before they can assess cost or test the product.
• Finance compatibility needs checking: HCOMS describes a live link but does not identify supported finance products.
• Potentially more system than small portfolios need: the multi-site, compliance-heavy design is aimed at institutional operators rather than simple landlord record-keeping.

Alternatives

For a broader shortlist, see Property Maintenance Management Software.

• FlowServIQ is the better starting point for a one-person operation wanting a free plan with unlimited work orders and preventive maintenance, a tenant request portal and certification tracking.
• Platuni Maintenance suits a very small portfolio that can begin free with one unit and basic work orders, then move to a low-cost paid tier.
• SRVO is worth choosing when a free plan for one site, 15 assets and two users, plus mobile access and CSV reports, covers the requirement.
• Cove Building Operations is an alternative for portfolios wanting custom scope and white-glove onboarding.
• EVO is a fit for landlords preferring a published per-property annual plan and a resident iOS app.
• Fentrica offers modular pricing for buyers who want to select capabilities and consider enterprise packages.
• Latchel is an option for teams interested in a flat per-door subscription and an Autopilot AI package with outbound voice.
• Prism by Building Engines is another portfolio-scale, customised system priced after needs and size are assessed.

Verdict

HCOMS is a strong choice for institutional, multi-site property owners that need tenancy administration, statutory compliance, resident service and contractor work in one auditable workflow. Its main reason to choose it is the depth of connected operations, from renewal reminders to finance reconciliation. Look elsewhere if transparent pricing, a free tier or an immediate self-serve trial is essential.