Practical guide
Mapping suppliers and contracts at manager handover
At handover the new manager inherits a set of relationships with suppliers and firms that must be understood before they can be managed: lift maintenance contracts, works in progress, insurance policies, cleaning services, supply contracts. Each relationship has deadlines, renewal conditions and verification obligations, such as the contribution compliance of firms. Mapping all of this means avoiding unfavourable automatic renewals, insurance gaps and interruptions of essential services. This guide explains how to build the inventory of contracts in place, verify their validity and deadlines and set up monitoring that accompanies the whole mandate.
Inventory of contracts in place
- Ordinary maintenance contracts: lift, systems, green areas, cleaning
- Works contracts in progress and their state of advancement
- Condominium insurance policies: limits, deadlines, coverages
- Supply contracts: electricity, water, gas, telephony
- Service contracts: concierge, video surveillance, pest control
- Deadlines and renewal or cancellation clauses of each contract
- Supplier compliance: contribution compliance documents and legal requirements
- Updated references and contacts of every regular supplier
Why map contracts from the start
A condominium works thanks to a network of ongoing relationships: lift maintenance required by safety rules, cleaning, green-area care, insurance, supplies. If the new manager does not know them, they risk discovering them only when something stops or when an unexpected invoice arrives.
The initial mapping is about taking control: knowing which services are active, on what economic terms, with what deadlines and renewal clauses. Only with this picture can the manager decide whether to confirm, renegotiate or tender the contracts, as part of the ordinary management for which they are responsible under Article 1130 of the Italian Civil Code.
Maintenance contracts and works in progress
Ordinary maintenance contracts must be recorded with subject, fee, frequency and deadline. Some services, such as lift maintenance, respond to safety obligations and cannot be interrupted: they must be confirmed continuously and entrusted to compliant firms.
Works in progress require particular attention: the new manager must know the state of advancement, amounts already paid, guarantees provided and payment deadlines. Stepping into a works contract without knowing these elements exposes the condominium to disputes, double payments or works stalled for lack of coordination.
Insurance policies and coverage
The condominium's policies must be verified as a priority: type of coverage, limits, deductibles, deadline and status of premium payments. An expired or unrenewed policy leaves the condominium uncovered just when it might be needed, for example against water infiltration damage or an accident in the common areas.
At handover it is best to contact the broker or the insurer to confirm the existence and validity of the coverages, check any open claims and ensure the contact is updated. Premium deadlines must be among the first recorded in the new mandate's agenda, so as not to leave coverage gaps.
Verifying supplier compliance
Before confirming or paying firms, the new manager verifies their compliance. For firms carrying out works it is common practice to obtain the single contribution compliance document, which certifies compliance with social security and insurance obligations. This verification protects the condominium from liability connected to non-compliant suppliers.
The specific requirements for certain activities, such as system certifications, must also be checked. An inventory that includes each supplier's compliance status allows the manager to act promptly where a relationship needs to be regularized or replaced.
Monitoring deadlines and renewals over time
The initial inventory only has value if it stays alive. Automatic renewal clauses are the most insidious risk: an unfavourable contract renews automatically if cancellation is not sent in time. For this reason every deadline must be tracked with enough lead time to decide whether to confirm, cancel or renegotiate.
Software that stores contracts with deadlines and recurring amounts turns the inventory into a continuous alert system. With AmministraPro the new manager records suppliers, contracts and policies, sets reminders on deadlines and tracks firm compliance. The features are described on the /funzioni page and the plans on the /prezzi page.
Frequently asked questions
What to do with contracts that renew automatically?
Identify them immediately and note the useful cancellation date. A contract with automatic renewal renews on the same terms if cancellation is not sent within the set period. Tracking these deadlines in advance lets the manager decide whether to confirm, renegotiate or tender the service before renewal becomes automatic.
Can the new manager terminate a contract in progress?
It depends on the contract terms and the nature of the service. Relationships responding to safety obligations, such as lift maintenance, must not be interrupted without continuity of coverage. For others, the manager acts within ordinary management and, for significant or extraordinary choices, involves the owners' meeting under the Italian Civil Code.
Why request compliance documents from firms?
The single contribution compliance document certifies that the firm is compliant with social security and insurance obligations. Obtaining it before entrusting or paying for works protects the condominium from liability connected to non-compliant suppliers. It is a good-administration check, part of the control the manager exercises over relationships with firms.
How are policies handled at handover?
You verify the type of coverage, limits, deadline and payment status, contacting the broker or insurer to confirm validity and contact. Premium deadlines must be among the first recorded in the new mandate to avoid coverage gaps. An expired policy would leave the condominium uncovered exactly when it would be needed.
Does software help manage suppliers and contracts?
Yes. Management software stores contracts, policies and suppliers with deadlines, recurring amounts and compliance status, and sends automatic reminders. With AmministraPro the initial inventory becomes a continuous monitoring system, reducing the risk of unfavourable automatic renewals and insurance gaps.
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