4 Essential Tips for Property Accountants Preparing for Seasonal Works

As the frost thaws and spring rolls in, so too does a fresh cycle of property maintenance and improvement. Whether it's repainting communal areas, refreshing landscaping, or finally tackling that long-postponed roof repair, spring works are a recurring theme across property portfolios of all types. For property accountants this means one thing: budgeting.

Here are four key tips to help you prepare  and budget smartly for spring works.

1. Review Last Year’s Spend and Actuals

Before setting this year’s budget, take a detailed look at historical data. Focus on:

• Last year’s spring works budget versus actual spend
• Any unplanned costs or overspend categories
• Works that were deferred and may now resurface

Was there a spike in contractor costs last April? Did you underestimate the landscaping overhaul in sites with larger green spaces? Use this insight to inform this year’s figures.

2. Get Quotes Early and Factor in Price Hikes

Spring is a busy season for contractors and costs can rise with demand. Reach out early for quotes, especially for high-ticket items like scaffolding, external painting, or HVAC servicing.

Use a resources such as Checkatrade to make sure your quotes are in a reasonable ballpark! 

3. Align Budgeting with Lease Obligations

Understanding lease types is crucial. Are works recoverable through service charges? Are commercial tenants on FRI (full repairing and insuring) leases?

Segment costs according to who bears responsibility. That way, you’re not inadvertently allocating non-recoverable works to recoverable budget lines — a mistake that can bite come year-end reconciliations.

4. Use Phased Budgeting for Flexibility

Rather than trying to lock down every detail in Q2, build flexibility into your budgeting by phasing it. For example:

• Phase 1: Pre-approved urgent works (e.g., health and safety repairs)
• Phase 2: Discretionary improvements (e.g., cosmetic upgrades)
• Phase 3: Deferred or weather-dependent works

This approach gives you control while keeping the board, tenants, and stakeholders informed of what's essential and what’s subject to change.

In summary: Spring can be a costly season — but with smart planning, a little forecasting finesse, and a pragmatic view of what's essential, you can navigate it confidently and keep budgets in check.