Features & tools
How to record active contracts when starting the software
Every running condominium has a web of active contracts: lift maintenance, cleaning, energy supply, building insurance, possibly a concierge, works contracts in progress. At software go live these relationships must be recorded so you do not lose deadlines, tacit renewals and notice obligations, and so every future invoice links to the correct contract. A forgotten contract can turn into lapsed insurance cover or an unwanted automatic renewal. This guide explains which contracts to record, which data to enter, how to set deadlines and reminders, and how to link contracts to suppliers and expenses, within the manager's duty of care under Articles 1130 and 1135 of the Italian Civil Code.
Which contracts to record at go live
It is best to start from contracts that, if they lapse unchecked, cause damage or risk: the building insurance policy, maintenance contracts for plants subject to periodic inspections (lift, heating, fire safety) and essential supplies. Next come service contracts such as cleaning and gardening and, where present, the concierge contract with its employment implications.
For extraordinary works resolved by the meeting it is useful to record the works contracts in progress too, with the amount, progress status and any guarantees. That way the software links payments to the contract and to the works fund resolved under Article 1135, keeping the use of sums traceable.
Which data to enter for each contract
To be useful, a contract record must contain at least the supplier, the subject, start and end dates, the amount or fee, the payment frequency and the renewal and cancellation terms with their notice period. The notice period is often the most overlooked and most important detail: many contracts renew tacitly unless cancellation is communicated within a certain deadline.
Attaching the scanned contract document to the record makes every condition consultable without searching through folders. Linking the contract to a supplier already in the registry also gives you the full history at hand: contracts, invoices, payments and interventions tied to that same operator.
Deadlines, renewals and automatic reminders
The main advantage of recording contracts in software is not having to remember deadlines by heart. By setting the end date and the notice period, the system can warn in advance when a renewal or cancellation approaches, giving time to evaluate an alternative quote or renegotiate. This turns contract management from reactive to planned.
Contract deadlines intertwine with insurance ones and with mandatory periodic plant inspections. A single dashboard collecting policies, contracts and inspections prevents a deadline from slipping precisely when the manager is busiest, for example around the statement approval meetings.
Linking contracts, suppliers and expenses
The full value of the recording emerges when every future invoice links to the contract that originates it: it is then immediate to verify that the invoiced amount matches the agreed fee and that there are no off contract charges. The link between contract, supplier and chart of accounts item closes the loop between the documentary side and the accounting side.
With AmministraPro you can record active contracts with deadlines, notice periods and attachments, link them to suppliers in the registry and to expense items, and receive renewal reminders: contract, deadline and supplier management features are described on the features page (/funzioni), while plans for practices with portfolios of different sizes are on the pricing page (/prezzi).
Frequently asked questions
Which contracts should I record first at go live?
First come the contracts that, if they lapse unchecked, cause damage or risk: the building insurance policy, maintenance contracts for plants subject to periodic inspections such as lift and heating, and essential supplies. Next, services like cleaning and gardening and any concierge contract. Finally, works contracts for extraordinary jobs in progress, to be linked to the resolved works fund.
What is the most important detail to enter for a contract?
The cancellation notice period, together with the end date. It is the most often overlooked and most relevant detail, because many contracts renew tacitly unless cancellation is communicated within a certain deadline. Recording it and setting an advance reminder lets you consciously decide whether to renew, renegotiate or change supplier, instead of suffering an unwanted automatic renewal.
Why link contracts to suppliers in the registry?
Because the link builds a complete history for each operator: contracts, invoices, payments and interventions tied to the same supplier become consultable together. This helps assess supplier reliability, verify that invoices respect the agreed fee and spot off contract charges. It is also useful at renewal, when you need a clear picture of the past relationship to renegotiate better terms.
How does the software help me not miss contract deadlines?
By setting the end date and the notice period, the software can warn in advance when a renewal or cancellation approaches. A single dashboard collecting policies, contracts and mandatory periodic plant inspections prevents a deadline from slipping, especially during peak workload periods. This moves contract management from reactive, with last minute rushes, to planned.
Should I also record works contracts for extraordinary jobs?
Yes, it is useful. Recording works contracts in progress with amount, progress status and any guarantees lets you link payments to the contract and to the works fund resolved under Article 1135 of the Italian Civil Code. This keeps the use of collected sums traceable and transparent toward the meeting, and avoids confusing extraordinary outflows with ordinary management.
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