Manager's Fee for Extraordinary Activities

The manager's annual fee covers the ordinary management of the condominium: accounting, the annual meeting, collection of contributions, dealings with suppliers and routine obligations. Extraordinary services, such as managing major works, forced debt recovery or complex tax filings, do not automatically fall within the flat fee and may generate an additional fee, but only if provided for in the estimate or approved by the owners' meeting. The key is to distinguish clearly, from the moment of appointment, what is included and what is not.

Why the distinction matters

Article 1129, paragraph 14, of the Italian Civil Code requires the fee to be stated analytically under penalty of nullity of the appointment. The distinction between ordinary and extraordinary work stems precisely from this: if the estimate does not clarify which activities are included and which generate an extra cost, the manager risks being unable to claim the additional fee and the condominium risks unexpected requests. Transparency at the outset prevents disputes at the end of the term.

What ordinarily falls within routine management

• Keeping the accounts and the condominium register of owners
• Preparing and presenting the annual report under Article 1130-bis
• Convening and running the annual ordinary meeting
• Collecting contributions and sending friendly reminders to defaulters
• Routine dealings with suppliers and utilities

What may be extraordinary

Some activities fall outside routine management by their intensity or nature. These include the administrative direction of major extraordinary works, handling of tax deduction filings, launching debt recovery beyond a friendly reminder, participation in litigation, management of complex insurance claims and extraordinary meetings additional to the annual one. For these services a separate fee is legitimate.

• Administrative and accounting management of extraordinary works
• Filings for tax bonuses and deductions
• Debt recovery beyond reminders, with preparation of the acts
• Additional extraordinary meetings
• Handling of claims and complex insurance dealings

How extra fees are resolved

The safest approach is to set out a schedule for extraordinary services in the appointment estimate: in that case the extra fee is already accepted by the meeting when the mandate is granted. In the absence of an initial provision, the manager must submit the request for an additional fee to the meeting before carrying out the activity, obtaining a resolution that authorizes it. Acting without cover risks having the fee denied.

The case of extraordinary works

When the condominium resolves on major works, the additional administrative management (dealings with the contractor and the works supervisor, managing progress payments, filings for deductions) is often subject to a specific fee. It is correct for this amount to be estimated and voted in the same meeting that approves the works, so that owners assess the overall cost of the project, including the administrative part.

Practical tips

• Define an extraordinary schedule already in the appointment estimate
• Bring the extra fee request to the meeting before carrying out the activity
• Document extraordinary services with time and tasks
• Do not confuse reimbursement of out-of-pocket costs with the professional fee

Keeping the ordinary fee and extraordinary services separate becomes simple with software that links each activity to its resolution and tracks its invoicing. With AmministraPro the manager sets up the appointment estimate, records extra activities and reports them transparently. The features are on the /funzioni page and the plans on the /prezzi page.