Features & tools
Checklist to verify your data before going live with the software
After entering the registry, units, thousandths, balances, arrears and contracts, the most underrated onboarding step remains: verifying that everything is consistent before making the condominium operational and issuing the first statement. Errors entered at setup give no obvious signals, but they propagate onto allocations, meeting notices and quorum counts, becoming very expensive to fix after the meeting's approval. This checklist gathers the final checks in logical order, anchoring them to the requirements of the Italian Civil Code and technical standards, so you start with solid data. It helps both those digitizing an already managed condominium and those taking over a new mandate.
Final checks before go live
- The sum of thousandths for each table equals the total in the rules, usually one thousand
- Every unit has a linked owner with tax code and contact details for communications
- Jointly owned or usufruct units have all parties linked with the correct roles
- The entered bank balance matches the statement at the opening date to the cent
- Cash plus receivables from owners equals payables to suppliers plus funds and surpluses
- Prior arrears are by owner and year, distinct from the new year's instalments
- Every chart of accounts item is linked to the correct table and allocation criterion
- Contracts, policies and periodic inspections have end dates and notice periods set
- Essential historical documents (minutes, statements, rules) are uploaded to the archive
- The financial year is open with correct start and end dates
Verify registry, units and thousandths
The first block of checks concerns the building's structure. The sum of thousandths for each table must equal the total set by the rules, usually one thousand: a discrepancy signals a missing unit or a mistyped value. Every unit must have a linked owner, with tax code and contact details for the mandatory communications under Article 66 of the implementing provisions.
Special situations must be checked carefully: jointly owned units, usufruct, garages and cellars with different owners. An error here does not block the system, but it sends reminders and notices to the wrong party and distorts the vote count at the meeting under Article 1136 of the Italian Civil Code.
Reconcile balances, receivables and payables
The second block is accounting. The entered bank balance must match the statement at the opening date to the cent. Then verify the equity identity: cash plus receivables from owners must equal payables to suppliers plus the funds and surpluses declared in the last approved statement. If the picture balances, the starting point is reliable.
Prior arrears must be checked one by one: they must be linked to the owner and the year they belong to and stay distinct from the new year's instalments. The reserve fund and special funds must not be added twice to the bank, because they are an earmarked portion of cash already present, not extra money.
Check chart of accounts, contracts and archive
The third block concerns future operations. Every chart of accounts item should be linked to the correct thousandths table and allocation criterion under Article 1123, so the first budget generates without error prone manual choices. Ordinary and extraordinary must already be separated.
Contracts, policies and mandatory periodic plant inspections must have end dates and notice periods set, so renewals and cancellations are not missed. Finally, essential historical documents (minutes with resolutions in force, approved statements, rules) should already be in the archive to ensure continuity and answer owners' requests.
Open the financial year and start
The last check concerns the financial year: it must be open with correct start and end dates, so all entries fall in the right period. Only then does it make sense to issue the first budget and the first instalments, with reasonable certainty that they rest on verified data.
With AmministraPro many of these checks are automatic: the system flags thousandths that do not add up, units without an owner and inconsistencies between cash and open items before you issue the first statement. Verification and guided setup features are described on the features page (/funzioni), while plans for condominiums and practices of different sizes are on the pricing page (/prezzi).
Frequently asked questions
Why is verification before the first statement so important?
Because errors entered at setup give no obvious signals but propagate onto allocations, meeting notices and quorum counts. Once the statement is issued and approved, fixing means recalculating quotas, re communicating amounts to owners and sometimes redoing the approval. Spending time on verification before go live is far cheaper than intervening later, when the error has already affected several documents.
What is the most critical accounting check at go live?
Reconciling the bank balance with the statement at the opening date, together with verifying the equity identity: cash plus receivables from owners must equal payables to suppliers plus funds and surpluses. If this balances, it means balances, arrears and payables were entered consistently. A discrepancy indicates a missing open item or a forced balance, to be clarified before proceeding.
What do I check on the thousandths before starting?
That the sum of thousandths for each table equals the total set by the condominium rules, usually one thousand, and that every unit has thousandths on all tables that concern it. A discrepancy in the sum almost always signals a forgotten unit or a mistyped value. It is the simplest and most rewarding check, because one wrong thousandth distorts every future allocation for all owners.
Must all historical documents be uploaded before go live?
Not all, but the essential ones yes: minutes with resolutions still in force, approved statements and the condominium rules with the tables. They ensure continuity and let you answer owners' requests from day one. The rest of the archive can be completed later, because consultation documents do not affect accounting balances and can be added at any time without altering the accounting.
Can the software run these checks for me?
Largely yes. An advanced tool automatically flags thousandths that do not add up to the total, units without a linked owner and inconsistencies between cash and open items, precisely at the setup stage when no statement has yet been issued. The manager remains responsible for substantive checks, such as comparing balances with the real bank statement and with the last approved statement received at handover.
Try AmministraPro
Accounting, thousandths-based cost splitting, meetings, communications and artificial intelligence in a single Italian software, compliant with UNI 10801 and GDPR.