Features & tools
Using charts and statistics in the software
A property manager handling several buildings crosses different figures every day: unpaid instalments, cash balance, water or heating consumption, expenses split by category. Read in a long table, these numbers say little: you have to scroll through rows to see whether arrears are rising or one supplier weighs more than the others. Management software with built in charts and statistics turns the same numbers into trends visible at a glance, useful both to act before a problem grows and to explain it clearly at an owners' meeting. In AmministraPro these tools are generated from accounting data already in the software, with no double entry: here is how to use them in practice, building by building.
Arrears trend: spotting the problem before it grows
The arrears chart lines up, month by month, the amount of unpaid instalments against the total due. This is different from a list of debtor owners: here the manager sees whether the line is rising, falling or flat over time, and can tell an occasional delay by one or two owners apart from a structural worsening affecting several units.
This early reading matters because unpaid instalments have knock on effects tied to expense sharing rules under Italian law: if part of the owners do not pay, the building may still have to meet its obligations to suppliers, and the risk can fall on the other owners within the limits set by law. Seeing the trend in a chart allows earlier action, a reminder, a payment plan, or, if needed, timely evaluation of recovery steps, instead of discovering the problem once cash is already tight.
Cash flow: knowing what the building can actually spend
The cash flow chart shows how the available balance evolves over time, crossing instalment receipts against supplier and utility payments. It answers a very concrete question: does the building genuinely have liquidity to cover an unexpected expense or bring forward urgent work, or does the apparent balance at a given moment hide commitments already made that will absorb it in the following months.
For a manager handling dozens of buildings, having this concise view for each one avoids rebuilding the cash position by hand before approving an expense or answering an owner asking about the building's financial capacity.
Expenses by category and supplier: seeing where the budget goes
A chart splitting expenses by category, ordinary maintenance, cleaning, energy, insurance, management fee, makes it immediately clear which item weighs most on the overall budget and how it changes from one year to the next. This is the same kind of reading needed to prepare the annual financial statement, which under Italian law must present expense items clearly and intelligibly.
Tracking spending by supplier over time also helps assess whether a contract should be renegotiated: a steady cost increase from a single supplier, isolated from the rest, shows up in a chart long before it would in a list of transactions.
Consumption: objective data for cost sharing and savings
Where the building has consumption data available, centralised heating with metering under the UNI 10200 technical standard, water with individual meters, a chart of the trend over time helps distinguish a normal seasonal swing from an anomalous increase that may signal a leak or a fault.
These charts do not replace the technical metering required by the applicable standard, but give the manager and owners an understandable overview, useful at meetings when discussing energy savings or plant upgrades.
- Comparison across seasons or successive years
- Spotting anomalous peaks worth checking
- A basis for discussing efficiency upgrades at meetings
Transparency at owners' meetings: from numbers to a shared story
The practical value of these charts shows most at owners' meetings: presenting the arrears trend or the expense breakdown visually reduces generic questions and shifts the discussion to facts, in line with the clear reporting duty required by Italian law. In AmministraPro these statistics are generated from accounting data already in the software, with no need to export separate spreadsheets or rebuild the figures by hand before every meeting.
Frequently asked questions
Do the charts replace the financial statement required by law?
No. The annual financial statement required under Italian law remains a separate accounting document, with a ledger, financial summary and an explanatory note. The charts are an additional reading layer, useful to quickly understand trends over time and to present data at meetings, but they do not replace the formal documents the manager must still produce and attach to the meeting notice.
Where does the arrears chart in AmministraPro get its data from?
The charts are built from the same accounting data already recorded in the software for instalments and receipts, invoiced quotas, payments received, balances per owner. There is no separate entry required: as the current accounting is updated, the trend shown in the chart updates accordingly, building by building.
Does a cash chart showing a low balance mean the building is insolvent?
Not necessarily. A low cash balance at a given moment can depend on a recent approved expense, a supplier payment already made, or an expected instalment receipt in the following days. The chart should be read together with the arrears trend and the scheduled payment plan: it is a quick reading tool, not an automatic judgment on the building's financial soundness.
Are the consumption figures shown in the chart valid as official heating metering?
No. Official heat metering follows the technical rules of the UNI 10200 standard and is produced by the party responsible for thermoregulation and metering, typically using dedicated devices installed on the plant. The chart in the software offers an overall reading of the available data, useful for comparison over time and discussion at meetings, but it does not replace the official technical document.
Do I need specific training to use the software's charts and statistics?
No, they are designed to be read without extra technical skills: they build on data the manager already knows, instalments, expenses, consumption, and present it visually. In AmministraPro these tools are reached directly from the building's accounting sections, so the manager can move from detailed data to an overview without switching tools.
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