Practical guide
Handing over receivables and payables when the manager changes
At handover the condominium delivers to the new manager not just the cash, but a set of open positions: receivables from owners in arrears and payables to suppliers. These positions do not reset with the change of management, they remain owned by the condominium and must be taken on precisely. Reconstructing each receivable and payable, verifying titles, distinguishing accrual between old and new financial year and continuing the recoveries already started is essential to avoid losing amounts due and paying twice. This guide explains how to set up the handover of receivables and payables in an orderly and defensible way.
Review of receivables and payables
- List of owners in arrears with amount, age and reference period
- Titles and actions in progress: reminders, demands, injunctions under Art. 63 impl. prov.
- Payables to suppliers: invoices received but unpaid and invoices still to be received
- Any advances made by the outgoing manager
- Attribution of each position to the relevant management
- Status of the reserves covering payables coming due
- Receivables at risk of limitation or uncollectible to flag to the meeting
- Supporting documentation for each open position
Receivables and payables stay with the condominium
The change of manager does not alter ownership of the positions: receivables from owners in arrears and payables to suppliers belong to the condominium, not to the manager who handled them. The incoming manager takes on these positions in continuity, stepping into the management and, where they exist, into the titles already obtained.
This principle has a practical consequence: the new manager does not start from scratch but inherits the state in which the predecessor left each case. That is why the review must be thorough: a forgotten receivable is a loss for the condominium, an undetected payable can turn into a surprise injunction from a supplier.
Reconstruct receivables from owners
For each owner in arrears you reconstruct amount, reference period and recovery status. It is essential to know whether the receivable is still at the reminder stage or whether an injunction has already been obtained under Article 63 of the implementing provisions of the Italian Civil Code, which allows the manager to proceed with collection of contributions based on the approved allocation statement.
Attention must also be paid to receivables at risk of limitation or now uncollectible. Continuing useful actions and flagging unrecoverable positions to the owners' meeting is part of sound management. Interrupting a recovery already started because it was not known is a loss that a good initial review avoids.
Identify payables to suppliers
On the liabilities side you map invoices received but not yet paid, accrued fees and invoices still to be received for services already rendered. Each payable must be compared with available cash and with the reserves that should cover it, so as to schedule payments without overdrafts.
A delicate chapter is that of advances possibly made by the outgoing manager on the condominium's behalf: they must be verified with vouchers and attributed to the correct accrual. Recognizing an undue reimbursement or, conversely, ignoring a legitimate advance generates disputes: every position must be backed by documents.
Distinguish accrual between the two years
The guiding criterion is accrual: receivables and payables belong to the management during which they accrued, not to the one in which they are collected or paid. A cost for a service rendered before handover belongs to the old financial year, even if the invoice arrives later; a contribution due for the previous period stays charged to that period.
This distinction prevents the predecessor's costs from falling on the new budget or past-period receipts from inflating the current year. When carrying over opening balances, verified receivables and payables flow into the initial financial position, while new transactions feed the current year.
Take on and continue the cases
Once the positions are reconstructed, the new manager takes them on operationally: resumes recoveries against those in arrears, schedules payments to suppliers by deadline and availability, and informs the committee and the owners' meeting of the inherited state. Transparency on the starting point protects the manager and reassures owners.
Management software makes this handover traceable: it imports individual balances, keeps the payables schedule, records the status of each recovery case and links each position to documents. With AmministraPro the incoming manager takes on receivables and payables without losing cases or paying twice. The features are described on the /funzioni page and the plans on the /prezzi page.
Frequently asked questions
Do receivables from owners in arrears pass to the new manager?
The receivables stay with the condominium: the new manager takes on their management, stepping into the recoveries and titles already obtained by the predecessor, such as injunctions under Article 63 of the implementing provisions. No new receivable arises, the existing one continues. That is why the exact status of each case must be known so as not to interrupt it.
Who pays supplier payables accrued before handover?
The payable belongs to the condominium and must be honoured by the relevant management: if the service was rendered before handover, the cost belongs to the old financial year even if the invoice arrives later. The new manager schedules payment checking the reserves' coverage and correctly attributes the cost to the period in which it accrued.
How are the outgoing manager's advances handled?
They must be verified with vouchers and attributed to the correct accrual. A legitimate advance made on the condominium's behalf gives a right to reimbursement; an undocumented position must not be recognized without proof. Every reimbursement must be backed by documents and, in significant cases, brought to the attention of the committee or the owners' meeting.
What to do with receivables at risk of limitation?
They must be identified during the review and, if still recoverable, continued with useful actions. If a receivable is now uncollectible or time-barred, it must be flagged to the owners' meeting for assessment. Keeping unrecoverable receivables in the accounts distorts the financial position and does not correspond to sound management.
Does software help manage the handover of receivables and payables?
Yes. Management software imports individual balances, keeps the payables schedule, records the status of recovery cases and links each position to documents. With AmministraPro the new manager takes on receivables and payables in an orderly, traceable way, reducing the risk of losing amounts due or paying twice.
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