The duties of a condominium manager

The registers Article 1130 requires

Article 1130, number 6, obliges the manager to keep the register of condominium owners (anagrafe condominiale), containing generalities, tax codes, residence or domicile, cadastral data and any change affecting the rights over the units, updated within thirty days of notice. Number 7 requires the register of appointment and revocation of managers, and number 6 also covers the registers of minutes of the assembly meetings and of the executive board, where one exists.

These are not optional files kept for convenience: an incomplete or outdated anagrafe condominiale exposes the manager to liability if a notice is sent to the wrong address or a former owner is charged for expenses no longer theirs. In practice, keeping these registers current means recording every transfer of ownership, every change of tenant with rights relevant to expenses, and every assembly resolution, in a form that can be shown to any owner who asks.

The annual financial statement: the three documents the law requires

Article 1130 bis, introduced by the 2012 reform, describes the annual statement as composed of three connected documents: the register of income and expenses (registro di contabilità), the summary statement (riepilogo finanziario) and a note explaining the accrued items still to be collected or paid (nota esplicativa). The statement must be drafted using an accrual and cash basis that allows owners to reconstruct the financial situation for the year, and it must be presented for approval at least once a year.

A statement that only totals invoices without linking each expense to the relevant register entry, or that omits the explanatory note on outstanding credits and debts, does not meet the legal standard and can be challenged in assembly. Owners are entitled to examine the supporting documents before the meeting, so the underlying records need to be organised well before the approval date, not assembled the night before.

The dedicated bank account under Article 1129

Article 1129, eighth paragraph, obliges the manager to have a current or postal account in the name of the condominium, through which all sums received on any account and all payments related to condominium management must pass. Mixing condominium funds with the manager's personal or other clients' accounts is a specific ground for revocation for just cause.

This duty is meant to make every movement of money traceable back to the condominium it belongs to, so that owners and any successor manager can reconstruct the full history of receipts and payments on the dedicated account alone, without depending on the manager's memory or private records.

How management software supports these obligations

A platform built around these rules turns them from a compliance burden into ordinary daily use: AmministraPro keeps the owners register, the register of resolutions and the accounting ledger linked to the same condominium record, so that a change in ownership or an assembly decision is reflected consistently across registers and statements.

For the annual statement, the software ties every recorded expense and payment to the relevant heading, produces the summary and lets the manager attach the explanatory note on outstanding items, so the three documents required by Article 1130 bis stay coherent with one another instead of being reconciled by hand at year end.

Because the dedicated account is a distinct requirement, not a bookkeeping preference, the software keeps condominium cash flows recorded against that specific account, so the manager can show owners, at any point in the year, that funds have moved only through it.

Frequently asked questions