Features & tools
Automatic instalment generation from the condominium budget
Automatic instalment generation is the feature that turns the spending budget approved by the meeting into the set of fees owed by each individual unit. Instead of calculating by hand, owner by owner, how much each one owes and on which dates, the manager sets the budget, chooses the thousandths (millesimi) tables to apply and the number of instalments, and the system produces the complete allocation plan. The calculation follows the criteria of Article 1123 of the Italian Civil Code, which allocates expenses in proportion to the value of each owner's property, unless otherwise agreed, and the specific rules for parts such as stairs and lifts in Article 1124. In AmministraPro the plan is built from the tables and unit data already recorded, so the instalments reflect the real structure of the building and not a calculation replicated separately.
Why manual instalment calculation is risky
Allocating a budget across dozens of units by applying several thousandths tables is dense arithmetic: one table for general expenses, one for stairs, one for the lift, each with its own thousandths. An error in a single cell propagates across all linked instalments and distorts the balances of several owners.
When this work repeats for every building managed and for every financial year, the chance of error grows. Automating the calculation does not remove the manager's responsibility for the allocation, but it removes the transcription error, which is the most frequent cause of avoidable disputes.
How the allocation plan is built
The starting point is always the budget approved by the meeting, which Article 1135 of the Italian Civil Code places among the powers of the meeting. From there the system applies the correct allocation table to each item and distributes the amount across the units according to the thousandths.
Once the instalment dates are defined, the plan is complete: for each unit there is the amount of every instalment and its date. This set becomes the basis both for notices to owners and for monitoring collections.
- Approved budget as the basis of the allocation
- Assignment of each item to the correct thousandths table
- Distribution of the amount across units in proportion to the thousandths
- Definition of the number and dates of the instalments
- Per unit plan ready for notices, reminders and the financial report
Allocation criteria and special cases
The strength of automatic generation is that it respects the legal criteria without having to recall them at every calculation. Expenses for the preservation and enjoyment of the common parts are allocated by general thousandths, while stairs and lifts follow the mixed criterion of Article 1124, half by value and half by floor height.
There are then items that the regulation or an agreement may allocate differently, and expenses that fall only on some owners. A good system lets you associate the correct criterion with each item, so the plan reflects the real situation of the building rather than a uniform allocation.
What to check before generating the instalments
Automation produces a correct plan only if the underlying data is correct. Before generating the instalments you should verify the thousandths tables, the unit records and the assignment of expense items to allocation criteria, because the system calculates on what it finds recorded.
- Thousandths tables up to date and consistent with the regulation
- Correct units and owners after any transfers of ownership
- Every budget item associated with the right allocation criterion
- Number and dates of instalments consistent with what was resolved
- Check of the allocated total against the approved budget
Frequently asked questions
Does automatic instalment generation respect the Civil Code criteria?
Yes, if the budget items are associated with the correct criteria. The system applies the thousandths allocation of Article 1123 to general expenses and the mixed criterion of Article 1124 to stairs and lifts, distributing the amounts in proportion to the value of the units. Automation performs the calculation according to the rules set; it remains the manager's responsibility to assign each item to the right criterion.
Can I apply different tables to different items of the same budget?
Yes, and it is the normal situation. A budget contains general expenses, stair expenses, lift expenses and possibly items that fall only on some owners, each with its own table. Automatic generation associates the correct table with each item and produces a consistent per unit plan, without forcing a uniform allocation that would not reflect the structure of the building.
What happens to the instalments if the meeting changes the budget?
The allocation plan must follow the budget actually approved. If the meeting revises amounts or dates, the instalments must be regenerated on the new values, so notices and reminders reflect what was resolved and not an outdated calculation. Regenerating from the updated budget prevents owners from receiving requests inconsistent with the latest decision of the meeting.
Does automatic generation also handle extraordinary expenses?
Yes, the mechanism is the same: from the approved extraordinary expense an allocation plan per unit is generated, possibly with its own instalment calendar. The relevant difference concerns the criteria and the parties liable, which for some extraordinary expenses may follow special rules, as in the case of improvements or works on parts of limited use. Correct assignment of the items remains the key step.
Does AmministraPro generate instalments from the budget?
AmministraPro builds the allocation plan from the thousandths tables and the unit data already recorded, so the instalments reflect the real structure of the building and feed notices, reminders and the financial report. The available features are described on the /funzioni page and the coverage of each plan on the /prezzi page.
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Accounting, thousandths-based cost splitting, meetings, communications and artificial intelligence in a single Italian software, compliant with UNI 10801 and GDPR.