Choosing software
Instalments and collections features: what the software must do
Managing instalments and collections is what keeps the condominium's cash in balance: without quotas collected regularly, suppliers cannot be paid nor approved works carried out. A condominium software must therefore cover the entire cycle, from generating the allocation plans in instalments to collection, reconciliation of payments and management of arrears within the legal deadlines. This guide offers a checklist of the features a platform should provide in this area, with attention to the manager's obligations on debt recovery and to the traceability required by the dedicated condominium bank account, to see whether the tool truly supports the financial health of the management.
Instalment and collection features to check
- Generation of instalment plans from the budget and the millesimal allocations.
- Issuing of payment notices personalised by unit and by owner.
- Digital collection of quotas with several tracked payment methods.
- Automatic or assisted reconciliation between collections and movements of the dedicated bank account.
- Updated position of paid and owed for each owner in real time.
- Detection of arrears with graduated automatic reminders and a history of sends.
- Support for the obligations of Article 1129 on the recovery of unpaid debts.
- Management of advances, balances and adjustments with correct posting to the plans.
From budget to instalments: correct allocation plans
The first requirement is the ability to turn the approved budget into allocation plans split into instalments. Adequate software must generate the quotas owed by each owner applying the correct millesimal criteria, consistent with those used in the final statement, and distribute them across the deadlines resolved by the meeting. Consistency between what is charged and what is stated is the condition for the accounts to balance at year end.
Payment notices are the operational translation of the plans. The tool should produce notices personalised by unit, indicating the quota, the deadline and the description, and distinguish between ordinary and extraordinary management. A useful feature is the handling of advances, balances and adjustments, so that partial payments are posted correctly and the owner's position always remains readable.
Digital collection and payment methods
Collection is where the software meets the money. A modern platform should offer several collection methods, so that each owner can choose the most convenient one, while keeping every payment traceable. Traceability is not a detail: Article 1129 of the Italian Civil Code requires the condominium's sums to pass through a dedicated bank account, and every collection must be traceable to that account.
The quality of the feature is measured by its ability to link the collection to the relevant instalment without burdensome manual work. A tool that records the payment but does not automatically post it to the correct quota leaves the job half done. Management of payment methods, with updating of the balance of the resource collected, completes the picture and makes it possible to know at any time how much liquidity is actually available.
Reconciliation and real-time cash position
Reconciliation is the feature that keeps recorded collections and actual bank movements aligned. Adequate software should compare payments with the bank statement and flag differences, so as to quickly identify unrecorded collections or entries without a bank counterpart. Reliable reconciliation is the precondition for a correct cash journal and a balanced statement.
Linked to reconciliation is the real-time view of the paid and owed position for each owner. Being able to consult at any time who is up to date and who is behind, with updated amounts, lets the manager act in good time and answer owners' requests precisely. An always-updated cash position is what distinguishes controlled management from management assessed only after the fact.
Arrears, reminders and debt recovery
Managing arrears is a delicate feature because it touches precise obligations. Article 1129 of the Italian Civil Code requires the manager to act to recover unpaid debts within set deadlines, unless the meeting resolves otherwise. Software should automatically detect overdue positions, calculate the amounts owed and propose graduated reminders, keeping a history of sends as evidence of the recovery activity.
Automation of reminders reduces the risk of oversights and standardises the treatment of owners, but remains under the manager's control, who decides when and how to proceed. A tool that integrates arrears detection with the production of documents useful for any recovery action makes the process faster and more traceable. AmministraPro covers the full cycle of instalments and collections, with digital collection, reconciliation and arrears management: the features and plans are described on the /funzioni and /prezzi pages.
Frequently asked questions
Which collection features are essential in a platform?
The essential features are the generation of instalment plans from the budget with correct millesimal allocations, the issuing of personalised payment notices, tracked collection of quotas, reconciliation with the movements of the dedicated bank account and the updated position of paid and owed for each owner. To these is added arrears detection with reminders, needed to fulfil the debt-recovery obligation of Article 1129.
Must the software reconcile collections with the bank account?
Yes, it is a central feature. Article 1129 of the Italian Civil Code requires the condominium's sums to pass through a dedicated bank account, so every collection must be traceable to the bank movements. Software that automatically compares payments with the bank statement and flags differences makes it possible to identify unrecorded collections or entries without a counterpart, ensuring a correct cash journal and a balanced statement at year end.
How does the software help with arrears management?
An adequate platform automatically detects overdue positions, calculates the amounts owed and proposes graduated reminders, keeping a history of sends. This supports the manager's obligation, provided by Article 1129, to act to recover unpaid debts within set deadlines. Automation reduces oversights and standardises the treatment of owners, while remaining under the manager's control, who decides when and how to proceed with subsequent actions.
Is it necessary to collect with several payment methods?
It is very useful. Offering several collection methods lets each owner choose the most convenient one, improving the punctuality of payments. The condition is that every payment remains traceable and attributable to the dedicated bank account, and that the collection is automatically posted to the relevant instalment. Software that links the payment to the correct quota and updates the balance of the resource collected avoids burdensome manual entries and keeps the cash position reliable.
Why is the real-time paid and owed position important?
Because it lets the manager know at any time who is up to date and who is behind with payments, with updated amounts. This view makes it possible to act in good time on arrears, answer owners' requests precisely and plan supplier payments based on the liquidity actually available. An always-updated cash position distinguishes controlled management from one that discovers imbalances only in the final statement.
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