Practical guide
How to compare condominium manager fee quotes
When owners look for a new manager, they often face quotes that are hard to compare: some state a round figure, others break down dozens of items, others are deliberately vague. Comparing them only on the final number is a mistake, because two apparently similar quotes can hide very different terms. The law helps: Article 1129 of the Italian Civil Code requires the fee to be stated analytically, on pain of nullity of the appointment. This guide explains how owners can read a quote, distinguish the ordinary fee from the extras and build a comparison grid that makes the choice transparent and defensible at the meeting.
Checklist to compare quotes
- Check that each quote states the fee analytically, not as a single figure
- Isolate the annual ordinary fee to align candidates on the same basis
- List the extra items: extraordinary meetings, works, arrears recovery, tax filings, postal dispatches
- Build a grid with the same items for all candidates
- Add non-economic criteria: insurance, collaborators, digital tools, response times
- Make the quotes available before the vote, attached to the notice
- Archive the comparison grid together with the appointment resolution
The fee must be analytical by law
Article 1129 of the Italian Civil Code states that the manager, on accepting the appointment and at each renewal, must state analytically, on pain of nullity of the appointment, the amount due as a fee. This means that a quote with a single, generic figure is not compliant and can render the appointment null.
An analytical quote must allow one to understand what is included in the ordinary fee and what is instead considered an extra activity, billed separately. It is precisely the extra part that makes quotes diverge: two professionals may state the same ordinary fee but treat extraordinary meetings, arrears reminders, works management or tax filings in opposite ways.
Distinguishing the ordinary fee from the extras
The ordinary fee covers day-to-day management: keeping the accounts, preparing the statement of accounts, convening and running the ordinary meeting, collecting the shares, relations with the usual suppliers, recurring obligations. It is the basis on which quotes must be aligned to be comparable.
Extras are non-recurring or particularly onerous activities: additional extraordinary meetings, management of contracts and renovation works, tax deduction filings, debt recovery against defaulters, transfers of ownership, dispatch of registered letters. A transparent quote states for each item whether it is included or at what rate it is charged. Be wary of quotes that do not mention the extras: it often means they will be charged without an agreed price list.
Building a comparison grid
To compare correctly it is best to build a table with the same items for all candidates, so as to compare element by element rather than figure against figure. The grid should include at least: annual ordinary fee, cost of extraordinary meetings, works management, arrears recovery, tax filings, postal dispatches, and what is included in the online reserved area.
Alongside the costs, note the non-economic elements that affect value: number of condominiums managed by the professional, availability of collaborators, insurance cover, digital tools offered, response times. A slightly higher quote but with more services included and transparent management is often more convenient than a low one full of extra items.
Presenting the comparison at the meeting
The quotes should be made available to owners before the vote, ideally attached to the notice of meeting, so the choice is informed. Presenting a concise comparison grid at the meeting makes the appointment resolution more solid and reduces disputes, because it shows the decision was made on transparent grounds.
Tools such as AmministraPro help prepare the appointment meeting, attach documents to the notice and archive the resolution with the compared quotes, so an orderly record of the choice remains. An overview of the features is on /funzioni and the plans on /prezzi.
Frequently asked questions
Is a quote with a single figure valid?
No, it does not comply with Article 1129 of the Italian Civil Code, which requires the amount due as a fee to be stated analytically, on pain of nullity of the appointment. A quote must allow one to understand what is included in the ordinary fee and what is charged as an extra. A single, generic figure can render the appointment null.
What falls within the ordinary fee?
As a rule, day-to-day management: keeping the accounts, preparing the statement of accounts, convening and running the ordinary meeting, collecting the shares, relations with the usual suppliers and recurring obligations. It is the basis on which to align quotes to make them comparable. What is non-recurring or particularly onerous is instead usually treated as an extra.
Why is the lowest fee not always the best?
Because two quotes with the same ordinary fee can treat the extras very differently, such as extraordinary meetings, works management, arrears recovery and tax filings. A low quote with no price list for the extras risks turning out more expensive in the final accounts. Included services, insurance and digital tools offered should also be assessed.
Should the quotes be shown to owners before the vote?
Yes, it is the correct practice. Making them available before the meeting, ideally attached to the notice, makes the choice informed and the appointment resolution more solid. Presenting a concise comparison grid shows the decision was made on transparent grounds and reduces the risk of later disputes.
How is the comparison between quotes kept on record?
It is best to archive the comparison grid together with the appointment resolution, so the grounds for the choice are preserved. Tools such as AmministraPro let you attach the quotes to the notice, manage the appointment meeting and keep the resolution and compared documents in an orderly way, useful also for future renewals.
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