Features & tools
The condominium's digital supplier registry
The supplier registry is the starting point of any orderly condominium management. Keeping invoices is not enough: you need a structured record for each firm, with tax data, service category, payment details and the documents that prove its compliance, such as the DURC contribution certificate and insurance policies. Built well, the digital registry avoids re-entering the same data at every job, lets you check in an instant whether a supplier is in good standing, and links the firm to quotes, contracts and payments. This guide covers which fields to record and how to organise them in condominium management software.
Basic registry and tax data
Each supplier record must contain the company name or the individual provider's name, the VAT number, the tax code, the registered address and up to date contacts. Full bank details should also be entered, because traceable payment by bank transfer is the rule of sound management and allows every movement to be reconstructed when the financial report is prepared.
One field that is often overlooked is the supplier's tax regime, useful for understanding whether a withholding tax must be applied to the service. The condominium, acting as withholding agent, applies the withholding on fees for contracts of works and services on common areas: knowing in advance how the supplier is classified simplifies invoice recording and the subsequent payment.
Service category and classification
Classifying each supplier by category, such as cleaning, lift maintenance, gardening, plumbing, electrical or building work, makes the registry easy to navigate. When an urgent intervention on a system is needed, the manager filters by category and immediately finds available firms they have already worked with.
Classification is also the basis for comparing suppliers in the same sector: those who manage several condominiums can see at a glance which cleaning firms or which maintenance providers they have used elsewhere and with what outcome, a valuable element when requesting new quotes.
The documents that prove compliance
Each supplier should be linked to the documents that demonstrate reliability and compliance: the DURC for contribution regularity, third party liability policies, any system conformity certificates and technical qualifications. Keeping them in the supplier's digital file means having them ready in case of an inspection or a request from the owners.
It helps for each document to carry a validity date, so that a still valid DURC is immediately distinguished from an expired one. Linking the document to the supplier record, rather than to a scattered folder, avoids having to search through dozens of files when it is time to verify a position.
Linking quotes, contracts and payments
The true value of the registry emerges when the supplier record is linked to everything concerning it: the quotes received, the contracts in force with their deadlines and the payments made. From a single page the manager reconstructs the full history of the relationship, from the first quote request to the last settled invoice.
AmministraPro keeps the registry, documents, quotes, contracts and payments of each supplier together in one flow, shared across the condominiums managed by the same administrator. Those who want to understand how to set up the registry and which data to import can visit the features page at /funzioni, while the /prezzi page helps choose the plan suited to the number of condominiums under management.
Frequently asked questions
What is the minimum data a supplier record should have?
The record should contain at least the company name or individual name, VAT number and tax code, address and contacts, bank details for traceable payment and the service category. To these should be linked the compliance documents, such as the DURC and insurance policies, and the information useful for the tax treatment of the service. With these elements the manager can record invoices and payments without re-entering the same data each time.
Why keep the DURC in the supplier registry?
The DURC certifies the firm's contribution and insurance regularity. Keeping it linked to the supplier record, with its validity date, lets the manager check in an instant whether the firm is in good standing before assigning work or settling an invoice. Having it ready is also useful when the owners or an inspection ask about the diligence used in selecting suppliers.
Is the supplier registry subject to the GDPR?
When the supplier is a natural person, such as a craftsman or a professional, their data are personal data and must be processed in compliance with EU Regulation 2016/679: collected solely for managing the relationship, stored securely and for the time needed to meet accounting and tax obligations. For companies the identifying data are not personal in the strict sense, but the names of contact persons are. A well kept registry also helps respect these principles.
Is a single registry for several condominiums worthwhile?
Yes. A manager who follows several condominiums often uses the same suppliers in different buildings. A shared registry avoids re-entering the same firm's data more than once, keeps a single up to date documentary file and allows the experience with that supplier across all managed properties to be compared, so decisions on who to assign new work are made with greater awareness.
Can AmministraPro import an existing supplier registry?
Yes, the AmministraPro supplier registry is designed to accept data coming from a previous management too and then link it to quotes, contracts and payments. Those who want to see how the supplier record is structured and which functions are available can visit the /funzioni page, while /prezzi shows the plan best suited to their portfolio of condominiums.
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