Features & tools
How to set up the chart of accounts for a new condominium
The chart of accounts is the structure that brings order to every income and expense of the condominium: it defines how expense items are named, how they are grouped and which thousandths (millesimi) table they link to for allocation. Setting it up well at software go live avoids reclassifying entries at year end and makes the statement readable for the owners' meeting, as required by Article 1130-bis of the Italian Civil Code. A too generic chart lumps together heterogeneous expenses and invites disputes; a too fragmented one becomes unmanageable. This guide explains how to choose the right items, how to link them to tables and allocation criteria, and how to separate ordinary and extraordinary from the first year.
Start from a standard structure and adapt it
It is best to start from a standard chart of accounts, then adapt it to the building's real features. Recurring expense items in almost every condominium are common area cleaning, common electricity, water, ordinary maintenance, administrative costs, insurance and, where present, lift, central heating, water pump and green areas. The main income items are ordinary instalments, balancing charges and any extraordinary contributions.
Adaptation is not cosmetic: a condominium with central heating needs a dedicated item because that expense follows its own allocation criteria, often linked to the UNI 10200 standard when consumption is metered. Lumping heating into generic maintenance would make it impossible to apply the correct criterion.
Link each account to a table and an allocation criterion
The value of a chart of accounts in software lies in the link between an expense item and the thousandths table it is allocated on. Article 1123 of the Italian Civil Code provides that expenses are shared in proportion to the value of ownership, unless otherwise agreed, and that expenses for parts serving owners to different extents are shared in proportion to use. Translating these principles means linking, for example, stair cleaning to the stairs table and the lift to its table under Article 1124.
Setting the allocation criterion directly on the account avoids choosing it manually for every expense and reduces errors. When an expense is recorded on that account, the software already knows how to distribute it, so the budget and final statement stay consistent with each other and with the instalments issued.
Separate ordinary and extraordinary from day one
Ordinary and extraordinary expenses follow different approval and allocation rules, and when a unit is sold they fall on different parties: extraordinary works already resolved generally remain the responsibility of whoever owned the unit at the time of the resolution, while current expenses follow current ownership. Keeping the two categories separate from the chart setup avoids redoing calculations and disputes at handover.
In the software it is best to mark extraordinary accounts as such and, where useful, link them to a works fund resolved under Article 1135. That way an extraordinary expense draws from the correct fund and is not confused with ordinary management, keeping the use of collected sums transparent.
Review and verify before the first statement
Before issuing the first budget, reread the chart of accounts asking whether every foreseeable expense of the year has a suitable item and whether every item is linked to the right table. It is far easier to add or rename an account now than to reclassify dozens of entries in December. A well built chart also makes financial years comparable over time, a transparency requirement toward the owners' meeting.
With AmministraPro you can start from a standard chart of accounts, customize it, link each item to its table and allocation criterion, and separate ordinary and extraordinary: accounting and allocation features are described on the features page (/funzioni), while plans for practices of different sizes are listed on the pricing page (/prezzi).
Frequently asked questions
Is a detailed or a concise chart of accounts better?
You need a balance. A too concise chart lumps together heterogeneous expenses and makes the final statement hard to read, increasing the risk of disputes at the meeting; a too fragmented one becomes unmanageable. The practical rule is to have a separate item for every expense that follows its own allocation criterion or that the meeting wants to see separated, such as lift, heating or cleaning, while keeping minor homogeneous expenses grouped.
Why link the account to the thousandths table from the start?
Because the link automates allocation and reduces errors. Article 1123 of the Italian Civil Code imposes different criteria depending on the type of expense: by linking each account to the correct table, the software already knows how to distribute the expense when it is recorded. This keeps budget, final statement and instalments consistent without choosing the criterion manually for every entry.
How do I handle central heating expenses in the chart of accounts?
Central heating deserves a dedicated item because it follows its own allocation criteria. When consumption is metered, the reference is the UNI 10200 standard, which distinguishes a voluntary consumption share from a fixed involuntary share. Lumping heating into generic maintenance would make the correct criterion impossible to apply and could lead to a challengeable allocation. A separate item, linked to the appropriate table, solves the problem at the root.
Should I separate ordinary from extraordinary accounts?
Yes, it is strongly recommended. Ordinary and extraordinary expenses follow different approval and allocation rules and, when a unit is sold, fall on different parties: extraordinary works already resolved generally remain with whoever owned the unit at the resolution. Marking extraordinary accounts from the start and optionally linking them to a works fund under Article 1135 avoids redoing calculations and disputes at handover.
Can I change the chart of accounts after I start recording?
Yes, you can add or rename items mid year, but it is better to set it up well before the first budget to avoid reclassifying already recorded entries. Changing the structure during a running year risks making items non comparable over time. The most efficient choice is to spend a few extra minutes at go live and verify that every foreseeable expense already has its item linked to the right table.
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