Allotment management software for committees and associations
Manage plots, tenants, annual invoices, and work parties in one place. Built for allotment secretaries, treasurers, and site managers who are tired of running the site on spreadsheets.
No sign-up needed. The demo uses a sample site and resets whenever you like.
Your committee deserves better than spreadsheets
Most allotment committees still manage their site with a tangle of spreadsheets, email threads, and paper records. It works - until it doesn't.
Scattered records
Plot assignments in one spreadsheet. Contact details in another. Payment records on a memory stick. When someone asks "who's on plot 14?", nobody can answer quickly.
Annual billing chaos
Every billing year, someone spends hours calculating rent, splitting costs for joint tenants, adding water charges, and printing invoices. Mistakes happen. Arguments follow.
Work party disputes
Tracking who turned up to the work party and who didn't is usually a list on a clipboard. Charging non-participants fairly becomes a headache - or gets dropped entirely.
Committee turnover
When the treasurer or secretary steps down, their knowledge goes with them. The next person inherits an inbox, a folder of files, and no system at all.
Everything your committee needs, nothing it doesn't
Allotment Software replaces the spreadsheets, paper trails, and guesswork with a single system designed around how allotment committees actually work.
Plot records
Every plot tracked with its number, size, status, and current allocation. See at a glance which plots are assigned, available, or inactive.
Tenant register
Maintain a proper register of tenants with contact details, join dates, discount eligibility, and status. No more hunting through email threads.
Plot allocations
Assign tenants to plots with support for joint holders, primary contacts, and flexible billing modes - equal split, custom split, or single payer.
Automated billing
Generate invoices for rent, water, maintenance, membership fees, key charges, and more. The billing engine handles the maths; you review and send.
Invoice emailing
Send invoices by email directly from the system. Track delivery status - sent, delivered, bounced - so you know who actually received their invoice.
Revenue reporting
See total invoiced, paid, outstanding, and overdue amounts at a glance. Break down revenue by category - rent, water, fees - across billing years.
From spreadsheets to a proper system in four steps
Getting started is straightforward. You don't need technical skills or a lengthy implementation process.
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Set up your site
Import your existing plots, tenants, and allocations from CSV files. Configure your billing rates, fees, and organisation details. The system adapts to your site's specific setup.
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Generate invoices
When it's time to bill, the engine calculates rent, water charges, membership fees, work party fees, and discounts for every tenant-plot combination. Review the drafts, then issue them when you're ready.
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Send and track
Email invoices directly from the system. Each invoice's delivery status is tracked automatically - so you know whether it was delivered, delayed, or bounced before chasing anyone.
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Report with confidence
View revenue summaries, collection rates, and outstanding balances for any billing year. When the AGM asks how much is owed, you have the answer immediately.
Stop calculating invoices by hand
The billing engine takes your site's rates, plot sizes, and tenant allocations and produces accurate invoices in seconds. It handles the complexity so you don't have to.
- Annual rent calculated from plot size and your base rate per unit
- Water charges calculated per plot
- Membership fees, key charges, and setup fees where applicable
- Joint-tenant billing with equal split, custom split, or single payer modes
- Percentage and fixed discounts applied automatically or manually
- Full invoice lifecycle: draft, issued, partially paid, paid, overdue, cancelled, refunded
- PDF generation and email delivery with status tracking
- Complete audit trail for every calculation step
Track participation. Charge fairly.
Work parties keep sites maintained, but tracking who turns up and who doesn't shouldn't take more effort than the work party itself.
- Record participation per person and plot - mark who attended for each billing year with a simple toggle.
- Charge non-participants automatically - the billing engine adds work party fees to their invoices. No manual calculation needed.
- Choose your charging model - charge per person (each non-participant pays) or per plot (fee only if nobody from the plot attended).
- See the full picture on your dashboard - view how many plots are compliant, how many aren't, and what the fee exposure looks like.
Example: 145 tenants who missed the work party × a £50 fee = £7,250 added to the right invoices automatically, with no list to cross-check by hand.
Know exactly where things stand
No more piecing together figures from different files before a committee meeting. Revenue reporting is built in and always up to date.
Revenue by category
See how much has been invoiced and collected for rent, water, membership, work party fees, and every other charge type - for any billing year.
Invoice status breakdown
View counts and amounts by status: draft, issued, partially paid, paid, overdue, cancelled, and refunded. Understand your collection rate at a glance.
Arrears visibility
See exactly how much is outstanding and who hasn't paid. Stop chasing payments based on half-remembered conversations.
Dashboard summaries
Key metrics - total plots, assigned vs. available, active tenants, and unpaid invoices - are visible the moment you log in.
Bring your existing records across in minutes
You don't have to start from scratch. Import the records you already have and be up and running the same day.
Import plots
Upload a CSV with plot numbers, sizes, and statuses. Existing plots are updated; new ones are created. Supports your site's measurement units.
Import tenants
Bring in your tenant list with names, contact details, addresses, and join dates. The system matches by name to avoid duplicates.
Import allocations
Map tenants to plots in bulk. Set roles, billing modes, and start dates. Plots are automatically marked as assigned once allocated.
All imports validate your data row by row and report any issues, so nothing gets imported incorrectly. You can re-import as many times as needed.
Tenant records your committee can trust
You're responsible for your tenants' personal details and the site's money. Here's how Allotment Software looks after both.
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Hosted in the EU, backed up daily
Your records are stored on Contabo servers in the European Union and backed up every day.
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Each site kept separate
Every allotment site has its own plots, tenants, invoices, and settings. One site's records never mix with another's.
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Access you control
Admin and manager roles decide who can see and change what. New user accounts need admin approval before they see anything.
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Your data stays yours
Export your plots, tenants, and allocations to CSV whenever you like. We never sell your data or use it for advertising.
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UK company, ICO registered
Run by Clicknetic Ltd, registered in England and Wales and with the Information Commissioner's Office. Personal data is handled in line with UK GDPR.
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A full record of every charge
The billing engine logs each calculation step, so you can show exactly how any invoice total was reached.
Read our privacy notice for the details.
Common questions from committees
Can we try it before booking a demo?
Yes. The live demo at demo.allotmentsoftware.com is loaded with a sample allotment site. You can add, edit, and delete plots, tenants, and invoices freely - your changes are private to your demo session, are cleared after four hours, and you can reset the demo at any time.
Is this suitable for small sites with only a few plots?
Yes. Whether you manage 20 plots or 200, the system works the same. There's no minimum site size, and smaller sites often benefit the most because they typically have fewer people to share the admin workload.
Do we need any technical knowledge to use the software?
No. Allotment Software is designed for volunteer administrators, not IT professionals. The interface is straightforward and most tasks - adding tenants, generating invoices, recording work party attendance - take a few clicks.
Can we import our existing spreadsheet data?
Yes. You can import plots, tenants, and plot allocations from CSV files. This means you can move away from spreadsheets without re-entering everything manually. The import process validates each row and reports any issues.
How does billing work for joint tenants on the same plot?
The system supports three billing modes for shared plots: equal split (costs divided equally), custom percentage split (e.g. 60/40), and single payer (one person pays all plot charges). Each tenant receives their own invoice with the correct amount.
What happens when committee members change?
All records stay in the system. New committee members can be given appropriate access through role-based permissions - admin for full access, or manager for day-to-day operations. There's no loss of continuity when a secretary or treasurer steps down.
Our association runs more than one site. Can we keep them separate?
Yes. Each site has its own separate plots, tenants, invoices, and settings, so records from one site never mix with another.
How are invoices sent to tenants?
Invoices can be emailed directly from the system. Each email's delivery status is tracked automatically - you can see whether it was delivered, delayed, or bounced. Invoices are also generated as PDFs for printing if needed.
Can tenants pay their invoices online?
Not yet. Tenants pay the way they do now - bank transfer, cash, or cheque - and you mark the invoice as paid or partially paid in the system. Your dashboard and revenue reports then show exactly who has paid and what is still outstanding.
Is there a waiting list feature?
Not at the moment. The system focuses on plots, tenants, billing, invoices, and work parties. If a waiting list matters to your committee, tell us - it helps us decide what to build next.
Is our data secure and private?
Yes. Each site's data is kept completely separate. Access is controlled through role-based permissions, and new user accounts require admin approval before they can see any information.
Where is our data stored, and is it backed up?
Your data is stored on servers in the European Union and backed up daily. Allotment Software is run by Clicknetic Ltd, a UK company registered with the Information Commissioner's Office, and personal data is handled in line with UK GDPR. You can export your plots, tenants, and allocations to CSV at any time.
Ready to stop running your site on spreadsheets?
Open the live demo and click around a sample allotment site, or get in touch and we'll answer your questions about your plots, rents, and work party rules.
No sign-up for the demo. Questions? Send us a message below and a real person will reply.
Talk to us about your site
Tell us a little about your allotment site and what you'd like to sort out - annual invoicing, work party fees, or getting off spreadsheets. We'll reply by email, usually within one working day.
Prefer email? Write to hello@allotmentsoftware.co.uk.