How to assess electronic invoicing and the SdI in condo software

Why electronic invoicing matters when choosing

Almost all condominium suppliers issue invoices electronically, travelling through the SdI. They are not a simple PDF: they are structured files that must be retrieved from the correct channel and read. If the software does not receive and interpret them, the manager has to download them manually and copy amounts and data into the accounts, with the risk of forgetting an invoice or getting an amount wrong.

Assessing this function means understanding how far the software reduces repetitive work. Software that receives incoming invoices, reads their data and brings them into the accounts already linked to the supplier turns a slow task into a few checks. It is one of the most visible differences between integrated software and one that stops at basic accounting.

Reception and automatic reading of data

The first aspect to test is reception: the software should collect the incoming invoices arriving from suppliers through the SdI, without forcing you to download them by hand from an external portal. Check how the connection happens and whether a delivery address must be configured, because it is the premise for invoices to come in on their own.

The second aspect is reading the data. An electronic invoice already contains, in structured form, the supplier, amounts, taxable base and any withholding: good software reads them and pre-fills the entry, instead of making you retype everything. During the trial it is worth importing a real invoice and checking how many fields are recognised and how many remain to enter by hand.

From document to accounts and allocation

Receiving the invoice is only the start: the value lies in linking it to the rest of the accounts. The software should attach the invoice to the correct supplier in the records, record it as an expense and allow allocating it to owners under the criteria of Article 1123 of the Italian Civil Code. If the supplier is subject to withholding, the invoice should also feed the calculation of the withheld amount.

When these steps are linked, from a single invoice the expense, the allocation and any withholding arise automatically, with no double entries. Software that keeps the invoice in an archive separate from the accounts forces you instead to do the same work twice, with the risk that the two worlds diverge.

Compliant storage and search

Electronic invoices must be kept according to the rules for the required period, so they stay readable and intact over time. Software can include compliant storage or rely on a dedicated service: in both cases it is worth asking how it happens, for how long and whether it involves extra costs, because it is a requirement that only surfaces when you need to retrieve an old document.

Alongside storage, search matters. Being able to find an invoice quickly by supplier, date or condominium makes the difference when the meeting asks about an expense or when a document is needed for an audit. An orderly, searchable archive is worth as much as automatic reception, because an invoice that is stored but cannot be found is almost like a lost invoice.

How to test the function before signing

To assess it well, simulate the full cycle with a real invoice: have it reach the software, check how much data it reads on its own, confirm that it attaches it to the supplier and lets you record it as an expense and allocate it to owners. Then try to find it in the archive and ask how compliant storage is handled.

The underlying question is whether the software takes you from received invoice to allocated expense without re-entering anything by hand. AmministraPro receives incoming invoices through the SdI, reads their data and links them to the supplier, the expense and the allocation to owners, with orderly document archiving; the features page and the pricing page show what is included at each level before you decide.

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