Church Lettings Administration

Re: Outsourced Booking, Scheduling and Invoicing Services – United Didsbury Methodist Church
We are seeking a service provider to deliver a fully outsourced solution for the management of room bookings, user coordination, and invoicing at:
United Didsbury Methodist Church
Parsonage Road, Manchester, M20 5QQ
Overview of Requirements
We require a single provider to take responsibility for the day-to-day administration of our building usage, with the objective of achieving zero internal administrative input from church staff or volunteers.
Property & Usage Profile
3 rooms available for hire
Approx. 15 regular user groups
Mix of recurring and ad hoc bookings
Approx. 100 invoices issued per year
Scope of Services Required
1. Booking & Scheduling Management
Maintain and manage a central booking calendar for all rooms
Coordinate recurring and one-off bookings
Act as the primary contact for all user booking requests
Avoid booking conflicts and manage changes/cancellations
2. User Communication
Handle all enquiries from existing and prospective user groups
Provide confirmations, updates, and general support
Act as a single point of contact for building users
3. Invoicing & Payment Administration
Generate and issue invoices (approx. 100/year)
Apply agreed pricing structures
Monitor payments and carry out basic credit control (reminders/chasing)
Provide simple reporting on income and outstanding balances
4. Systems
Provide and/or operate a suitable booking and invoicing system
System should be accessible (view-only) by church representatives
Preference for a simple, reliable, low-maintenance solution
Service Requirements
Fully managed service with minimal to zero input required from the church
Named point of contact/account manager
Clear processes and responsiveness to user queries
Ability to scale slightly if usage increases
Budget
Target budget: £5,000 per annum (inclusive of all costs where possible)
Proposal Information Requested
Please include:
Relevant experience (particularly with community buildings, churches, or multi-use spaces)
Description of how the service would be delivered
Systems/software proposed
Confirmation of ability to operate within the stated budget
Any assumptions or exclusions
Next Steps
We would welcome an initial discussion and proposal. Please respond by 14th May.
Kind regards,
Dr Dave Armstrong
On behalf of United Didsbury Methodist Church Management Committee