Introduction

$40.2 million. That’s how much Australians lost in fraudulent bank transfers between October and December 2023 according to the latest data from Australia’s National Anti-Scam Centre. While losses have dropped 31% compared to the same period in 2022, the bad news is that Australians are still getting caught out. The good news is that Whittles’ online portal has a secure online payment feature to help reduce the risk of owners falling victim to financial fraud.  The self-serve portal has lots of additional key features to make life easier for owners. Let’s run through the benefits and how the portal can help you.

A secure way to pay

This is the portal’s major advantage. You can pay all your building invoices securely online through the DEFT payment system. To make online payments through the portal, follow the prompt to pay your bills when you log in, enter the amount owed and add your reference number so it can be traced back to you. Another benefit of paying online is that it reduces the risk of cash or cheques going missing.

Completely transparent

Want to know how much money is in your body corporate’s administration and sinking funds? The account balances appear on the overview page as soon as you log in. You can see the balances for any term deposits your corporation holds too. The overview page also displays upcoming billing dates so you know when your next payments are due.

You can also see if any money is owed to the corporation. You can’t see who owes the money but you can see how much is outstanding. If you were late with a payment and owed money, an alert would appear in the portal when you log in along with a quick link to pay online immediately. Your payment history is stored in the portal along with a full record of all your invoices.

The portal is built for transparency. Reports relating to your building are stored on the portal including information about valuations, rules and regulations, inspections (e.g. termite and asbestos) and titles as well as easements and encumbrances.

In addition to the financial overview you see when you log in, there’s a dedicated financial records section where you’ll find more detailed information about the corporation’s annual records and bank statements. This detailed financial reporting is a real advantage for corporations.

More efficient communication

Whittles’ online portal is like having a dedicated online broadcast channel for owners. If we need to make an announcement or share general information, we can upload it to the portal so news is shared quickly across the owner group and everyone receives the same update at the same time. Company-wide updates appear in the portal’s notification centre when you log in.

To support efficient communication, your strata manager’s contact details appear on the portal’s overview page as soon as you log in if you need to get in touch. The contact details for your local Whittles branch are listed too.

Save money

If you contact your local Whittles branch asking us to supply documents, like a tax invoice or owner statement, we charge for that service because it takes time to find and send it. A great feature of the portal is that you can access documents for free because they’re all stored on the system. Just log in, search for the document you’re looking for and download it as a PDF to your device.

Good for the environment

Whittles has been transitioning towards a paperless system since 2018. The online portal saves paper which helps save the planet.

Highly accessible

At home, at work or on holiday, owners can access the online portal any time of the day from anywhere in the world and from any device.

Easy to use

The portal’s easy to log into. You can log in using your primary email address or mobile phone number. Whittles will send you a verification code so we know it’s you and you can log in securely. The portal’s easy to navigate too. When you log in, categories are clearly labelled so you can find your way to the information you need or the action you want to perform e.g. pay an invoice.

FAQs

Here are some commonly asked questions:

Q: Do I need to create different portal profiles if I own more than one property that’s managed by Whittles?

A: You only need to create one profile. When you log in, all the properties you own appear in the top right corner and you can switch between them. All you need to do is simply select the property you’re interested in to view its information.

Q: Can other owners in my building see my personal information?

A: No. Your privacy is protected. Other owners in your building can’t view your personal title information or your contact details, invoices, payment history, breach letters etc. If a general letter is sent to all residents in your building advising of an upcoming gutter clean, for example, it will be stored on the portal but you can only view the letter sent to you. You can’t view any correspondence between Whittles and another owner.

Q: How long are documents stored for on the portal?

A: Documents relating to financial records, such as paid invoices and bank statements, are retained for seven years which is the law. Other general documents relating to your building are stored in the portal for life providing a full record. These general documents include budgets, contracts and agreements, newsletters, notices and minutes as well as plans and photos.

Q: I’m selling my property and I need a copy of my insurance certificate – is it stored on the portal?

A: Yes and you can access it for free too. Log into the portal, type ‘insurance’ into the search field, select the current certificate of insurance and download it as a PDF.

Q: I need building financial statements – will I find them on the portal?

A: Yes. Financial statements are uploaded to the portal for committees and owners to view and download.

Q: Can I upload information to the portal?

A: No. Owners can only read and download information. You can’t upload content to the portal. If you had photos of the property you wanted to share, contact your strata manager for them to upload. The strata manager for your building is responsible for uploading information specific to your building to the portal.

In summary

Whittles’ online owners portal is another way we’re ensuring you receive the best customer service by providing a centralised platform where you can access important information about your property and make secure payments. Next time you’re thinking about picking up the phone or pressing send on that email to your strata manager, log into the owners portal instead and we’re confident you’ll find what you need.

Ready to make the switch to Whittles’ online portal? Contact your local branch today and we’ll help you create your profile.

Follow Whittles Body Corporate Management on LinkedIn and Facebook for more body corporate news and updates.

You can also visit our Resources page for handy strata management tips.

Updated: 3 Jun 2024