Features & tools
Managing instalments and payment reminders in a condominium
Collecting the shares is the cash flow that keeps the condominium alive: without timely payments the manager cannot pay suppliers and the running of the building stalls. A management system handles the whole cycle, from generating instalments on the basis of the approved budget, to recording payments, to automatic reminders to those who do not pay. This guide explains how the software builds the instalment plan, keeps the owner positions up to date, automates graduated reminders and what role they play in the legal framework for recovering arrears, including the manager's duty to act within six months of the close of the financial year under Article 63 of the implementing provisions of the Italian Civil Code.
From allocation to instalments
The starting point is the budget approved by the meeting and the related allocation statement: from there the software derives how much each owner must pay in the year. The amount due is then split into instalments according to the chosen frequency (for example quarterly), with defined due dates. Each owner thus has a clear instalment plan, with amounts and dates.
Automatic generation of instalments removes a repetitive, error-prone task: it is not about computing shares and due dates by hand for dozens of positions, but about setting the frequency and letting the system produce the plan consistent with the allocation. If the allocation changes, for example after a revision, the instalments realign without having to be rewritten.
Recording payments and up-to-date positions
Every payment received must be charged to the owner's position and to the correct instalment. A management system records the payment, updates the owner's balance and moves the financial resource the money entered (cash or bank), keeping consistency with the report's accounting register.
The result is an always up-to-date picture of who is in order and who is in arrears. Each owner's position shows the amount due, the amount paid and the residual, so that at a glance the manager knows which units to act on. It is the indispensable basis for handling reminders in a targeted rather than generic way.
Automatic, graduated reminders
Reminders are not all the same. A first courteous notice after the due date has a different tone from a formal demand preceding legal action. A management system lets you set graduated reminders, with different texts and channels (email, reserved area, post or certified email for formal notices), sent automatically to positions in arrears according to rules set by the manager.
Automation is worth double here: it reduces the manual work of identifying defaulters and writing notices one by one, and it guarantees continuity, reminders go out regularly even when the manager is busy elsewhere. Being able to show that reminders were sent, with date and recipient, is also protection in the event of later recovery action.
- First courtesy notice right after the due date
- Intermediate reminder with a summary of the amount due
- Formal demand before legal action, on a traceable channel
- Recording of date and recipient of every mailing
The legal framework for recovering arrears
When reminders are not enough, the manager has a precise duty. Article 63 of the implementing provisions of the Italian Civil Code provides that, unless the meeting decides otherwise, the manager act to enforce collection of the sums due within six months of the close of the financial year in which the credit falls. On the basis of the approved allocation statement they can obtain an immediately enforceable injunction, without needing a new authorisation from the meeting.
The same provision states that the condominium's creditors may act against owners in good standing only after enforcing against the others, and that the manager communicate to the still unpaid creditors the data of the defaulting owners. A management system that keeps positions up to date and retains the documentation of reminders gives the manager the data needed to fulfil these duties promptly and with a record.
Why automating pays off
Handling instalments and reminders manually on a spreadsheet is fragile: positions drift out of step with payments, reminders are forgotten, and at year-end it is hard to reconstruct who received which notice. Automation makes the cycle continuous and traceable, improving the timeliness of collections and the strength of the manager's position.
In AmministraPro instalments are generated from the approved allocation, payments update the owner positions in real time and reminders can go out automatically to positions in arrears, with a record of every mailing. The instalment and reminder features are described on the /funzioni page, while the plans suited to the number of condominiums managed can be compared on the /prezzi page.
Frequently asked questions
By when must the manager act against a defaulting owner?
Article 63 of the implementing provisions of the Italian Civil Code provides that, unless dispensed by the meeting, the manager act to enforce collection of the sums due within six months of the close of the financial year in which the enforceable credit falls. Financial year means the period of condominium management, not necessarily the calendar year. On the basis of the approved allocation statement they can obtain an immediately enforceable injunction.
Can the software send reminders automatically?
Yes. A management system identifies positions in arrears by comparing amount due and amount paid, and sends graduated reminders according to rules set by the manager: a first courtesy notice, an intermediate reminder and a formal demand on a traceable channel before legal action. Every mailing is recorded with date and recipient, a useful element for documenting recovery activity in the event of later litigation.
How are instalments generated in a management system?
Instalments derive from the approved budget and the related allocation statement: the software computes how much each owner must pay in the year and splits the amount according to the chosen frequency, with defined due dates. If the allocation is changed, the instalments realign automatically, avoiding the need to recompute shares and dates by hand for each position.
Is a new resolution needed for every reminder or injunction?
No. Once the meeting has approved the report or the budget and the related allocation statement, the manager can start recovering the sums due without seeking a new authorisation, obtaining if necessary an immediately enforceable injunction under Article 63 of the implementing provisions. Out-of-court reminders, all the more so, fall within the manager's ordinary activity.
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