UK

United Kingdom · Property and facilities · Mid-Level (2-5 years)

Property Administrator

Here is the whole job, in plain words. What it is, what you decide, how you're judged, how people get here and where they go next. Then the part no course gives you: twelve AI tutors who learn your work.

See how AI is changing this job, and get the full read by email.

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As a Property Administrator, a good place to start on Digital Literacy & Automation Mindset is Automating a Repeated Task in Own Work, a free Future Fluency module at Level 3. You'd practise automating the part of a weekly task that never changes, and checking it really saves you time.

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One email: what AI is changing in this job, the new skills it asks for, where it leads, and where to start free. With a link back here. Nothing else follows unless you confirm your address.

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  • Experience bandMid-Level (2-5 years)
  • Direct reportsNo direct reports
  • Reports toProperty Manager
  • UK framework levelUsually someone starting out, or keeping a process running

Also advertised as Property Assistant · Real Estate Administrator · Facilities Coordinator (Admin Focus) · Lease Administrator (Junior)

Built on 43,079 real UK job descriptions we analysed · grounded in what real qualifications cover

Two short quizzes about you

1From this job to a course

The qualifications matched to this job

City & Guilds Level 3 NVQ Certificate in Housing City & Guilds Limited · Level 3 · covers 5 of 13 standards
CIH Level 3 Certificate in Letting and Managing Residential Property Chartered Institute of Housing · Level 3 · covers 2 of 13 standards
CIH level 3 certificate in housing services Chartered Institute of Housing · Level 3 · covers 2 of 13 standards
CIH Level 3 Certificate in Housing Practice Chartered Institute of Housing · Level 3 · covers 2 of 13 standards
iCQ Level 2 Certificate in Facilities Services (RQF) iCan Qualifications Limited · Level 2 · covers 1 of 13 standards
iCQ Level 3 Certificate in Providing Financial Services iCan Qualifications Limited · Level 3 · covers 1 of 13 standards

Matched from the standards this job is measured against: a suggestion, not an official ruling.

The units you would start with

Organise the Maintenance and Repair of Property City & Guilds Level 3 NVQ Certificate in Housing
Property standards for residential properties CIH Level 3 Certificate in Letting and Managing Residential Property
Rental income management CIH level 3 certificate in housing services
Support the work of a team and develop yourself iCQ Level 2 Certificate in Facilities Services (RQF)
Recruit staff in own area of responsibility iCQ Level 3 Certificate in Providing Financial Services

The future skills this job leans on

AI Fluency working with AI as a thinking partner
Data Fluency turning numbers into a decision
Automation Fluency building AI into how work runs
Your Plan Illustration

Built for Property Administrator

5 units that map to this job, from the qualifications that cover it.

  1. Organise the Maintenance and Repair of Property City & Guilds Limited · covers 5 of 13 standards Level 3
  2. Property standards for residential properties Chartered Institute of Housing · covers 2 of 13 standards Level 3
  3. Rental income management Chartered Institute of Housing · covers 2 of 13 standards Level 3
  4. Support the work of a team and develop yourself iCan Qualifications Limited · covers 1 of 13 standards Level 2
  5. Recruit staff in own area of responsibility iCan Qualifications Limited · covers 1 of 13 standards Level 3
These are the real units behind this job, in the order they rank for it. Nothing here is marked done, because this plan has not been started by anyone yet. Yours would fill in as you go.

2AI and this work

Will AI change your work as a Property Administrator?

Nobody can say exactly how. Here is what this job is being asked for next, and where to start.

The new skills this role is being asked for

  • Digital Literacy & Automation Mindset
  • Basic Data Storytelling
Why each one is rising

The future skills this job leans on

We'll only ever tell you what we can actually back up. No hype, no scare tactics.

What happens when you start

Next, a free account. We build your Property Administrator plan as you set up, starting with the free Automation Fluency module. No card.

Your first Future Fluency module is free. After that, your AI tutor is £70 a month.

Ready to pay? Subscribe for £70 a month

Keep this read. One email with what AI is changing in this job, the new skills it asks for and where to start free. Nothing else follows unless you confirm your address.

3What this role really is

A property administrator handles the day to day admin and finances that keep a property running smoothly. You make sure rent gets collected, records stay accurate, and tenants get answers. You work on a single property or a small portfolio, dealing with the paperwork and financial detail behind the scenes. The job calls for organisation and a steady, methodical approach.

4What you'd actually use

The tools this job runs on, and how well you'd need to know each one.

Yardi Voyager / MRI Software Intermediate

Entering new leases, posting cash receipts, processing invoices, running standard reports like the Rent Roll and AR Aging. This is your primary system for all property financials and tenant data.

ServiceChannel / Corrigo Basic

Creating, dispatching, and closing out routine work orders for maintenance and repairs. You'll use this to manage tenant requests and track vendor performance.

Microsoft Excel Intermediate

Tracking tenant data, managing vendor lists, creating simple budgets, and performing basic reconciliations using VLOOKUP, PivotTables, and conditional formatting. You'll use this a lot for ad-hoc analysis.

AvidXchange / Nexus Basic

Scanning, coding, and routing vendor invoices for approval according to the property's chart of accounts. You'll also use it to look up payment statuses for vendors.

Angus Anywhere / Building Engines Intermediate

Managing tenant service requests, visitor access, and certificates of insurance (COIs). You'll also use it to send building-wide communications to tenants.

MS Teams / SharePoint Intermediate

Using Teams for daily communication with the property team and SharePoint for accessing and saving standard documents like leases, vendor contracts, and property policies. It's our central communication and document hub.

5What you get to decide, and how that grows

Power in a job isn't your title. It's what you're allowed to decide. Here's how it grows as you move up.

The choiceComing in Where you are nowThe step above
Authorising routine vendor payments No independent authority; all invoices must be approved by supervisor before processing. Independent authority for invoices up to £500, provided they are correctly coded and within budget. Anything above that requires Property Manager approval. Authority for invoices up to £2,000 within budget. Can flag and challenge invoices that seem incorrect or excessive before routing for PM approval.
Responding to tenant service requests (non-emergency) Logs request and immediately escalates to supervisor for vendor dispatch. Logs request, identifies appropriate vendor from approved list, dispatches work order, and follows up. Escalates only if vendor is unresponsive or issue is complex. Can independently assess request, determine if it's tenant responsibility or landlord, dispatch vendor, and authorise minor repairs up to £100. Advises PM on recurring issues.
Handling overdue rent payments Sends initial reminder letter/email based on template, informs supervisor of all overdue accounts. Manages the full collection process: sends reminders, makes follow-up calls, documents all communication. Proposes next steps (e.g., legal notice) to Property Manager for approval. Manages collections, including negotiating payment plans (within strict guidelines) with PM approval. Prepares all documentation for legal action if required, in consultation with PM and legal.
Updating property management software (Yardi/MRI) Performs data entry tasks following specific instructions, all changes reviewed by supervisor. Independently enters new leases, amendments, and tenant information. Can troubleshoot minor data discrepancies and correct errors. Flags system issues to PM. Can configure new lease types, set up complex billing schedules, and create custom reports. Trains junior staff on system best practices and identifies opportunities for process improvements within the system.

6How you'll be judged

The scoreboard, and what is not on it. The hard targets, how often each is actually looked at, and the quiet signals that never reach a dashboard.

AR Aging: Over 30 Days Past Due
The percentage of total Accounts Receivable (rent and other charges) that are more than 30 days overdue.
Target · < 5% of total receivables

If total monthly rent is £100,000 and £4,000 is over 30 days late, that's 4%. We want to keep that number low, ideally under £5,000.

Invoice Processing Turnaround
The average time it takes from receiving a vendor invoice to having it fully processed and ready for payment.
Target · 98% processed within 3 business days

Out of 100 invoices received in a month, 98 should be coded, entered, and routed for approval within 3 working days. This keeps our vendors happy and avoids late fees.

Routine Work Order Closure Rate
The average time from a tenant submitting a routine (non-emergency) work order to it being completed and closed.
Target · Average closure within 48 hours

A tenant reports a leaky tap on Monday morning. It should be fixed and the work order closed by Wednesday morning. We track this to ensure tenant satisfaction.

Lease Data Entry Accuracy
The percentage of new lease setups or lease amendments entered into Yardi/MRI without errors.
Target · 99% accuracy

For every 100 data points (rent, lease dates, expense caps) abstracted from a new lease, we expect only one error at most. A single mistake here can cost us thousands.

Tenant Feedback & Satisfaction
How tenants perceive the responsiveness and helpfulness of the property administration team.
  • Positive comments in tenant surveys (e.g., 'quick response to my query', 'helpful with my move-in'), fewer direct complaints escalated to the Property Manager, and tenants feeling heard and understood during interactions.
Property Manager Trust & Reliance
The degree to which the Property Manager trusts you to handle tasks independently and relies on your proactive management.
  • The PM delegating more complex tasks without constant oversight, asking your opinion on administrative processes, and consistently receiving accurate reports without needing corrections. They'll just know you've got it covered.
Vendor Relationship Quality
How well you manage communications and administrative tasks with our service providers.
  • Vendors consistently providing COIs on time, fewer queries about late payments, positive feedback from vendors about clear instructions, and them being generally cooperative when issues arise. They'll see you as organised and fair.
Organisational & Documentation Quality
The clarity, completeness, and accessibility of administrative records and files.
  • Auditors or other team members can easily find required documents (leases, invoices, COIs), files are consistently named and stored in the right places, and there's a clear, logical structure to your digital and physical filing systems. No one's hunting for a missing document.

7Would you like it

Both sides. What people enjoy, and what grinds them down.

What people enjoy
Making Things Run Smoothly

You get a real kick out of seeing a perfectly balanced rent roll, a clean AR aging report, or a fully reconciled batch of invoices. The satisfaction comes from knowing you've brought order to what could easily be chaos.

Successfully closing the month-end books on time, with zero discrepancies, feels like a small victory every time.

Being the Go-To Person

You enjoy being the first point of contact for tenants and vendors, knowing you can usually solve their problems or point them in the right direction. You like being the reliable hub of information for your property.

A tenant calls with a complex query, and you're able to quickly find the answer or connect them with the right person, earning their thanks.

Contributing to a Tangible Asset

There's a certain pride in knowing your daily administrative work directly contributes to the success and value of a physical building. You can see the results of your efforts in a well-maintained, occupied property.

Walking past the property you manage and knowing that you're a key part of its smooth operation, from collecting the rent to coordinating the cleaning.

What frustrates people
  • The Endless Chase: Constantly hounding tenants for rent payments and updated Certificates of Insurance (COIs), feeling more like a bill collector than a property professional.
  • Archaeological Leasing: Trying to interpret a 30-year-old lease with five poorly-written amendments to figure out a tenant's actual CAM expense obligations.
  • Being the Buffer: Getting squeezed between a furious tenant whose AC is broken and a third-party HVAC vendor who won't return your calls. You get the blame from both sides.
  • Month-End Madness: The frantic pressure of the first three business days of the month, trying to close the books, process a mountain of invoices, and handle tenant issues simultaneously.
  • "Urgent" Drive-Bys: The Property Manager dropping a complex, ill-defined 'urgent' task on your desk at 4:30 PM on a Friday with minimal instruction.
What this role does not give you
  • Lots of independent strategic decision-making – that's usually for the Property Manager.
  • A quiet, predictable routine every single day; there will always be unexpected tenant issues or emergencies.
  • A role where you rarely interact with people; you'll be talking to tenants, vendors, and colleagues constantly.
  • A job where you can ignore details; precision is absolutely critical here.

8Who you work with

This role directly impacts the financial health and operational efficiency of the property. Your accurate and timely work ensures rent collection, vendor payments, and tenant satisfaction, which in turn directly affects Net Operating Income (NOI) and tenant retention. Essentially, you're safeguarding the asset's value through diligent daily management.

Inside the business
  • Property Manager (your direct boss, you'll work closely)
  • Accounts team (for payments and reconciliations)
  • Leasing team (for new tenant setups and lease changes)
  • Facilities team (for coordinating repairs and maintenance)
Outside the business
  • Tenants (your primary customers, honestly)
  • Vendors (cleaners, electricians, plumbers, security)
  • Utility companies
  • Insurance brokers

9What you need before you start

Not a wish list. The things you would be expected to already have.

  • At least 2-3 years of experience in an administrative or support role, ideally within property management, real estate, or a related field.
  • Proven experience with Accounts Receivable and/or Accounts Payable processes, including invoice coding and cash application.
  • Solid intermediate proficiency with Microsoft Excel (VLOOKUP, PivotTables) and other MS Office applications (Word, Outlook).
  • Experience using a property management software system (e.g., Yardi, MRI, AppFolio) for daily tasks.
  • Demonstrable experience in a customer-facing role, handling inquiries and resolving issues.
  • A strong track record of meticulous organisation and attention to detail in previous roles.
  • Or equivalent combination of education and experience that demonstrates the ability to perform the core functions of this role.

10What to practise next

Where the job is going, and what to do about it starting this week.

Advanced Yardi Voyager / MRI Software Use

As you become more senior, you'll move beyond just executing daily tasks to troubleshooting data discrepancies, setting up more complex lease clauses (like percentage rent), and even creating custom reports. You'll need to understand the 'why' behind the system's functions.

Complex Lease Setup · Custom Report Generation · Data Integrity & Troubleshooting · Module Interdependencies

  • This quarter: Volunteer to help with any complex lease setups or amendments, even if it's just observing.
  • Month 4: Ask your Property Manager to show you how they pull specific custom reports and try to replicate them.
  • Month 5: Take an advanced Yardi/MRI training course (if available) or explore online tutorials for power users.
  • Month 6: Start documenting common data issues and their resolutions to build a knowledge base.

Quick win: Offer to review a peer's complex lease entry for accuracy. You'll learn by seeing different scenarios.

Excel Automation & Advanced Modelling

You'll move beyond basic formulas to building more sophisticated models for CAM reconciliations, budget support, or ad-hoc analysis. Automating repetitive Excel tasks with basic macros will save you huge amounts of time.

INDEX/MATCH & SUMIFS · Basic VBA Macros · Data Validation & Error Checking · Financial Modelling Principles

  • This quarter: Focus on mastering INDEX/MATCH and SUMIFS for your reporting needs.
  • Month 4: Find a repetitive task in Excel and try to record a simple macro to automate it.
  • Month 5: Explore online courses for 'Advanced Excel for Finance' or 'Excel VBA for Beginners'.
  • Month 6: Start building a template for a CAM reconciliation or a simple budget variance tracker from scratch.

Quick win: Identify one report you generate weekly in Excel and try to automate one step of its preparation using a macro or advanced formula.

11Staying current once you are in

What people here do to keep up
  • Attending industry webinars or online courses on specific property management topics (e.g., 'Understanding CAM Reconciliations', 'Effective Tenant Communication').
  • Joining relevant professional bodies like Propertymark or the Institute of Workplace and Facilities Management (IWFM) for networking and continuous learning.
  • Participating in internal training sessions on our property management software or new administrative processes.
  • Seeking out opportunities to shadow a Property Manager or a Senior Property Administrator to understand their challenges and how your role supports them.

12The rising capability

The rising capability

Zavmo analysis

What's rising in its place

This is where the work is heading, and the higher pay with it. Get fluent here and the shift stops being a threat and starts being your edge.

Digital Literacy & Automation Mindset

More and more of our processes are moving online, and new digital tools are constantly emerging. Plus, we're always looking for ways to automate the repetitive tasks. If you can spot an opportunity to make a process more efficient with technology, you'll be invaluable.

  • Understanding Workflow Automation
  • Data Integration Basics
  • Cloud-Based Collaboration Tools
  • AI-Powered Assistants

Basic Data Storytelling

It's not enough to just pull reports; you'll increasingly need to explain what those numbers actually mean. Property Managers and owners want insights, not just raw data. Being able to highlight trends or call out crucial information from your reports is becoming more important.

  • Identifying Key Metrics
  • Visualisation Basics
  • Contextualising Data
  • Audience Awareness

13What you’ll use

What you’ll use

Skills this role draws on

Technical

  • Lease Administration & Abstraction (Basic-Intermediate)
  • Property Accounts Receivable / Payable (Full Cycle)
  • Vendor Management & Compliance (Operational)
  • Tenant Relations & Issue Resolution (Front-Line)
  • Financial Reporting & Budget Support (Basic)

14The pathway

The pathway

How you actually get there, here

How you become one varies far more by country than what one does. This is the UK route. Most people take one of these ways in; the right one depends on where you're starting from.

  1. 1

    Property Administrative Assistant (L1)

    1-2 years

    Skills to master

    • Basic data entry, phone etiquette, document management, learning core property management software functions, understanding internal processes.

    You're ready to move on when

    • Consistently accurate data entry and filing.
    • Ability to handle routine inquiries independently.
    • Proactive in supporting the team without constant prompting.
    • Demonstrated reliability and punctuality.
  2. 2

    General Office Administrator / Finance Assistant

    2-3 years

    Skills to master

    • Accounts Payable/Receivable, general ledger coding, basic reconciliation, advanced Excel, strong organisational skills, managing multiple deadlines.

    You're ready to move on when

    • Proven ability to manage a full AR/AP cycle.
    • Strong command of Excel for financial tracking.
    • Excellent attention to detail in financial records.
    • Ability to work independently on administrative tasks.
  3. 3

    Customer Service Representative (Property Focus)

    2-4 years

    Skills to master

    • De-escalation techniques, complaint resolution, multi-channel communication (phone, email), understanding service level agreements, CRM software use.

    You're ready to move on when

    • Exceptional communication and interpersonal skills.
    • Proven ability to resolve customer issues effectively.
    • Strong empathy and patience when dealing with difficult situations.
    • Track record of positive customer feedback.

15Where this role leads

The long view: This role can lead to property management, running a wider portfolio, or specialising in lease accounting and service charge reconciliation.

16Pay and demand

Pay & demand

Typical pay £28,294 a year Source: ONS Annual Survey of Hours and Earnings, 2025 (provisional), under the Open Government Licence v3.0

The figure is the median for full-time employees in the ONS occupation this job title codes to (Other administrative occupations n.e.c.), from the April 2025 survey, about six months old when published, as ASHE always is. It is that occupation's middle, not this role's. Half earn more.

The ten Future Fluencies

Zavmo analysis

The credential is what you can do today. These are what keep you valuable.

A qualification proves you can do the job as it's defined today. These ten are what decide whether you're still the obvious person for it in five years. They're the capabilities employers are now writing into senior roles faster than people are learning them. Zavmo weaves them through whatever you study, so you come out with both: the credential and the fluency.

The highlighted ones are the Fluencies your role leans on hardest, from how Property Administrator is actually changing.

Where it leads

Roles this leads to

Also named as a next step, with no page in the catalogue yet:

  • Senior Property Administrator (L3)

How you would learn this

One to one, on the work you already do

A tutor sets the task against your own job and marks the reasoning, at your pace. There is no cohort to fall behind.

A lesson from Organise the Maintenance and Repair of Property, worked against Property Administrator.

Organise the Maintenance and Repair of Property Level 3

Applied to your work in Property Administrator

The objective of this unit is to equip learners with the knowledge and skills to effectively organise the maintenance and repair of property. Learners will understand relevant organisational policies, procedures, and health and safety regulations. Upon completion, learners will be able to organise maintenance and repair work according to identified needs and check completed work against required standards.

How the thinking builds
  1. 1 Remember
  2. 2 Understand
  3. 3 Apply
  4. 4 Analyse
  5. 5 Evaluate
  6. 6 Create
An illustration of a Zavmo lesson, built from this role’s own route. The unit, its objective and every criterion above are the awarding body’s own words, not an example.

It is £70 a month, billed monthly. Your free first module is Future Fluency, and you can cancel any time.

See Your Progress Grow Illustration
Property Administrator
  • Lease Administration & Abstraction (Basic-Intermediate)
  • Property Accounts Receivable / Payable (Full Cycle)
  • Vendor Management & Compliance (Operational)
  • Tenant Relations & Issue Resolution (Front-Line)
  • Financial Reporting & Budget Support (Basic)
This is your Mind Palace on learn.zavmo.ai. Every skill above comes from this role's own record, not an example borrowed from another job. A node lights up when you evidence it, and what you build stays yours between jobs. That is the part a course cannot do.

17The detail, folded away

Everything else the record holds

The career branches in full, how AI is already showing up in the day-to-day, and the questions people ask about this job. Here when you want them, out of the way while you decide.

Where it leads next, rung by rung

Where it leads

The career path, and where it branches

Property Administrator is a start, not a ceiling. Each step below asks for new skills and hands back more autonomy.

  1. Senior Property Administrator (L3)

    3-5 years in current role

    You'll move from owning routine processes to leading more complex administrative workstreams and mentoring junior staff. You'll handle trickier lease abstractions and take the first stab at CAM reconciliations.

    • Complex Lease Abstraction Handling intricate lease clauses and ensuring 99% accuracy.
    • CAM Reconciliation Preparation Preparing the first draft of annual CAM reconciliations for review.
    • Advanced Property Management Software Use Troubleshooting system issues, custom report generation.
    • Basic Project Coordination Leading small administrative projects, like a system upgrade or a new vendor onboarding process.

  2. Assistant Property Manager (L4 - Operational Focus)

    4-6 years in current role

    This path takes you into more direct operational management. You'll start to take ownership of property operations beyond just administration, including site inspections, vendor relationship management, and assisting with budget preparation.

    • Site Inspections & Property Walk-Throughs Identifying maintenance needs and compliance issues.
    • Minor Project Management Overseeing small repairs or tenant improvement projects.
    • Lease Negotiation Support Assisting the Property Manager with lease renewals and new tenant negotiations.
    • Risk Management (Operational) Identifying and mitigating operational risks on site.
Working with AI on the job

Working with AI

Where AI is starting to help

Let's be real, a lot of property administration involves repetitive tasks and sifting through mountains of documents. What if you could offload some of that to smart AI tools? We're not talking about replacing you, but giving you a serious productivity boost.

Our AI Productivity Hub isn't just a fancy name; it's a real resource designed to show you how AI can take the grunt work out of your day. We're talking about automating the boring bits so you can focus on the important stuff: solving tenant problems, building relationships, and making sure our properties run like clockwork.

Automated Invoice Processing

AI tools like AvidXchange or Bill.com can literally read PDF invoices, pull out all the key data (vendor, date, amount, invoice number), guess the right GL code based on past entries, and then route it for approval. Think about how much manual data entry that eliminates – it's a game-changer.

AI-Powered Lease Abstraction

Got a 100-page lease document? Upload it, and an AI model (like Leverton or Prophia) will automatically find and extract dozens of critical clauses, dates, and financial terms into a structured summary. You'll get a first draft in minutes, not hours, meaning you're just reviewing, not typing.

Smart Tenant Communications

Use AI-powered chatbots or intelligent response templates to instantly answer common tenant questions – things like 'What are the gym hours?' or 'How do I submit a work order?' This frees you up to handle the more complex, high-touch issues that actually need your human touch.

Vendor Compliance Monitoring

AI tools can automatically track vendor Certificates of Insurance (COIs), scan new documents to make sure they have the right coverage amounts and 'additional insured' language, and even send out automatic reminders for expiring certificates. This seriously reduces our compliance risk and your chasing time.

Common questions

Common questions

How do you become a Property Administrator?

Common routes in include Property Administrative Assistant (1-2 years), General Office Administrator / Finance Assistant (2-3 years) and Customer Service Representative (Property Focus) (2-4 years). Times vary with prior experience.

Where can a Property Administrator progress to?

This role can lead on to Senior Property Administrator (3-5 years in current role) and Assistant Property Manager (4-6 years in current role), depending on the skills you build.

What new skills matter most for a Property Administrator?

Increasingly, Digital Literacy & Automation Mindset and Basic Data Storytelling. These are the skills our record of this role lists as growing.

Free tools

Want a read on where you stand?

Three free tools, no account needed. Each one ends with a role, a level and a way in.

Read the Zavmo manifesto to understand how you will be taught Meet your tutors

Or try another one

18Where to go from here

Other roles at Level 2

Same depth of qualification, different job. Useful if the work appeals but this particular role does not.

 More jobs in property and facilities

Stay in the field you know and move sideways rather than up.
If you leave this industry

The skills built here, financial administration, tenant relations, and property software, transfer well. They can lead into corporate facilities management, residential property management, or finance roles in other property firms. Understanding how property operations work is useful across the sector.

This role profile is © 2026 Growth Engineering Technologies Ltd. Built from UK occupational standards and regulated qualification data, and written for Zavmo.

You're not behind. You're right on time. The shift is only just beginning. Your role won't look the same in two years. Be the one who leads the change, not the one it happens to. Start my free Automation Fluency module What happens next: a free account, then we build your plan as you set up. No card. Build your plan, see your roadmap and meet the twelve tutors matched to you. All free. When you're ready to start learning, it's £70 a month, billed monthly. Cancel any time and billing stops.