Features & tools
Preparing a monthly report for the council
Many property managers only update the council at the assembly or through scattered emails, leaving the council to arrive at meetings without a real picture of the management. A structured monthly report solves this: in a few pages the council sees the cash balance, who is behind on payments, which works are underway and which deadlines are approaching. It does not need to be long, it needs to be a repeatable format month after month, so councillors learn to read it in five minutes. This guide explains what data to include, how to organize it, and which tools help produce it without extra manual work.
The cash balance and the month's movements
The first block of the report should answer a simple question: how much money is in the account today and what happened during the month just closed. It needs the opening balance, total income (contributions paid by owners, any interest or refunds), total expenses (suppliers paid, utilities, the manager's fee) and the closing balance.
It is useful to show the ordinary account balance alongside the reserve fund for works, when one exists: Italian law 220/2012 made a dedicated bank account for the condominium compulsory, and keeping the two balances separate prevents the council from confusing ordinary liquidity with money already earmarked for an extraordinary project.
The arrears situation
The council needs to know, month by month, who has not paid their contributions and for how long. A list with the owner's name, amount owed, number of overdue instalments and date of the last reminder is more useful than a single total figure: it lets the council evaluate together with the manager whether and when to start a payment order, keeping in mind that article 63 of the implementing provisions of the civil code allows the manager to act to collect contributions without needing assembly authorization.
Flagging the change compared to the previous month, whether arrears are rising or falling, also helps the council understand whether recovery actions are working, instead of seeing only a static snapshot each time.
Ongoing works and planned interventions
For every open intervention, from a small repair to a major contract, the report should state: what is being done, how far the work has progressed, how much has already been spent against the estimate, and when completion is expected. This prevents the council from finding out only once the work is finished that the cost has grown.
For interventions subject to scheduled maintenance, such as lifts, heating systems or structural common parts, it is worth also noting periodic inspections already carried out or due, so the council has visibility over the building's maintenance obligations and not only over occasional extraordinary works.
Deadlines and obligations for the following month
Closing the report with upcoming deadlines, tax payments, insurance policy renewals, plant inspections, assemblies already convened, allows the council to anticipate decisions instead of discovering them at the last moment.
A concise list, even a short one, is preferable to a long descriptive paragraph: the council should be able to scan the coming weeks in a few seconds.
Automating the report instead of rebuilding it every time
Building this report by hand every month, cross referencing bank statements, payment lists and notes on works, is repetitive work that eats into time better spent elsewhere. A management platform like AmministraPro already links cash, financial reporting, the deadline calendar and each owner's payment status, so the monthly report for the council can be generated from data already present in the system instead of being rebuilt from scratch each time, reducing transcription errors and the time spent simply collecting the numbers.
Frequently asked questions
Is a monthly report to the council a legal requirement?
No, the Italian civil code does not require a written monthly report to the council: the manager's main obligation concerns the annual financial statement to be presented to the assembly under article 1130 bis of the civil code. A monthly update is nonetheless good practice that the council can voluntarily request, typically defining it in the mandate or in the condominium bylaws, to have continuous visibility over the management between one assembly and the next.
What should the annual financial statement contain compared to the monthly report?
The annual financial statement, governed by article 1130 bis of the civil code, is a formal document made up of an accounting register, a financial summary and a summary explanatory note, to be submitted for the assembly's approval. The monthly report, by contrast, is an informal and leaner tool meant to keep the council updated during the year: it does not replace the financial statement but prepares for it, since the monthly figures naturally feed into the end of term balance.
How should arrears data in the report be handled without creating conflict with owners?
It is preferable for the report to circulate only between the manager and the council, with amounts and names treated with the confidentiality owed to personal data under GDPR, avoiding generic distribution to all owners. The council can use this information to decide together with the manager on the next steps, such as a formal reminder or starting the payment order procedure under article 63 of the implementing provisions of the civil code, without sensitive data circulating beyond what is necessary.
Can condominium management software generate this report automatically?
Yes, when the software keeps accounting, payment status and the deadline calendar linked in a single system, as happens in AmministraPro, the monthly report can be produced directly from the data already entered for ordinary management, without manually copying figures from separate spreadsheets. This reduces the time spent on periodic reporting and limits transcription errors between documents.
How many pages should an effective monthly report have?
There is no length set by regulation, but the practical goal is for the council to read it in a few minutes: generally one or two pages covering the four main blocks, cash, arrears, works and deadlines, are enough for an ordinary sized condominium. Longer documents risk being skimmed or set aside, defeating the purpose of the periodic update.
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