Practical guide
Managing cleaning of common areas
Cleaning of common areas is one of the most frequent and most debated expense items discussed in owners' meetings: the service is visible every day, so any drop in quality immediately turns into a complaint. Managing it well means having a written specification that defines what to do and how often, a method to verify that the supplier meets the agreement, allocation criteria consistent with the building regulation and the ownership shares, and a traceable payment process. This guide covers how to set up the contract, how to monitor service quality over time, how to correctly allocate the cost among owners, and how to handle payments to the supplier in an orderly way, referencing the civil code provisions governing use and expenses of common areas.
The specification document: what it must contain
The service specification turns a verbal agreement into a verifiable commitment. It must precisely list the areas covered by the service (stairways, entrance halls, landings, courtyards, elevator shafts, common rooms), the frequency of intervention for each area, access times and operating methods if the building has particular needs, such as specific products for delicate flooring or noise restrictions during certain hours.
It is good practice to attach a clear list of excluded services, such as extraordinary cleaning after construction work or exceptional events, and the conditions for any additional interventions on a separate quote. A detailed specification reduces disputes because it moves the discussion from the generic to the objective: the question is no longer whether the supplier works well, but whether they followed what was written.
Quality control: practical tools
Quality control does not require complex systems, but it does require consistency. Some tools useful in daily practice:
A log of reports, even a simple one, where owners can note recurring issues (stairways not cleaned on a certain day, wrong products used on a floor). A periodic inspection by the manager or a designated owner, with a brief written note kept on file. An annual review meeting with the supplier, especially useful before contract renewal, to discuss issues that arose and agree on any changes to the specification.
When complaints repeat, it is worth formalizing them in writing to the supplier with a request for correction within a defined deadline: this protects the manager in case of later disputes from the assembly regarding the management of the contract.
Allocating the cost among owners
The general rule, set out in article 1123 of the Italian civil code, is allocation based on ownership shares, unless a different criterion is set by the building regulation or decided by the assembly for specific common areas used differently by owners, for example when a building has separate entrances or stairways in a complex with multiple structures. If the regulation sets a specific usage criterion for cleaning, for example based on floor when stairways are served by an elevator, that specific criterion prevails over the general ownership shares for that particular item.
It is important that the allocation applied in the statement matches exactly what is set out in the regulation or resolved by the assembly: a mismatched allocation is one of the most common grounds for challenging the financial statement. Keeping the criterion documented and consistent over the years avoids recurring disputes on the same item.
Payments to the supplier and traceability
Payment to the supplier should be handled with the same documentary rigor as other condominium expenses: an invoice matching the service actually rendered, a check of consistency with the quote or specification, and recording in the financial statement with a clear reference to the expense item and the relevant period. For contracts with a recurring fee, it is useful to schedule payment deadlines to avoid delays that could generate interest charges or disputes from the supplier.
A management platform that links the specification, the invoices received, and the automatic allocation by ownership shares reduces the time spent on bookkeeping and makes every line of the financial statement verifiable. AmministraPro is built for exactly this kind of management: it lets you record the supplier, associate cleaning invoices with the correct expense item, apply the allocation according to ownership shares or the criterion set by the regulation, and track payments with the method used, so the manager always has the full contract history available without having to piece it together from emails and spreadsheets.
Frequently asked questions
Who decides on the supplier for cleaning common areas?
The choice of supplier belongs to the assembly, which resolves with the majorities required for ordinary administration. The manager collects quotes and can carry out the assembly's resolution, but cannot independently choose a different supplier than the one approved without a specific mandate, except in urgent cases expressly provided for by the civil code.
What should be done if the cleaning service does not meet the specification?
It is advisable to document the issues precisely, with dates and affected areas, and send the supplier a written complaint requesting correction within a defined deadline. If the issues persist, the manager can propose to the assembly terminating the contract or not renewing it at expiry, bringing the collected documentation to support the decision.
Is stairway cleaning always allocated by general ownership shares?
As a rule, yes, under article 1123 of the civil code, but if the building regulation sets a different criterion tied to actual use, for example when there are separate stairways or entrances serving different parts of the building, that specific criterion prevails over the general ownership shares limited to that expense item.
How should a fee increase during the contract be handled?
An increase not provided for in the original contract requires a new assessment by the assembly, which can accept it, ask for renegotiation, or evaluate other quotes. The manager should not independently accept significant increases over the approved contract, to avoid exposure to disputes over the management of ordinary expenses.
Can the specification and cleaning invoices be managed with software?
Yes, a condominium management platform like AmministraPro allows you to archive the specification, record supplier invoices, automatically apply allocation by ownership shares or by the criterion set in the regulation, and keep track of payments made, so the financial statement stays consistent and verifiable.
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