Deadlines for the annual accounts and owners' meeting

The 180 days to draw up the accounts and convene

Article 1130, number 10, of the Italian Civil Code requires the manager to draw up the annual accounts of management and to call the meeting for their approval within one hundred and eighty days. The term runs from the close of management, that is from the end of the accounting year resolved by the owners' meeting: for most condominiums the year coincides with the calendar year and closes on 31 December, so the deadline falls around the end of June.

It is important to note that the hundred and eighty days cover both drawing up the accounts and calling the approval meeting: preparing the documents is not enough, the notice must also have been sent within the term. Planning backwards from this deadline allows the work to be spread out rather than left to the last moment.

What the accounts include under Article 1130-bis

Article 1130-bis of the Italian Civil Code defines the content of the condominium accounts: an accounting register, a financial summary and a brief explanatory note on the management, indicating ongoing relationships and pending matters. It is therefore not a mere list of income and expenditure, but a set of documents that must allow the owners to understand the condominium's economic and financial position.

Preparing complete accounts takes time, because the movements of the condominium's bank account must be reconciled, expenses correctly allocated, apportioned according to the legal criteria and the explanatory note prepared. Starting immediately after the close of the year, rather than up against the deadline, is what allows you to reach the meeting with solid documents.

The notice period under Article 66

Article 66 of the implementing provisions of the Italian Civil Code establishes that the notice of meeting must reach all those entitled at least five days before the date set for the first call. The term is one of receipt, not of dispatch: the manager must ensure the notice reaches recipients with the required lead time, allowing for the timing of the channel used.

The notice must state the agenda, so that each owner can attend informed of the matters to be discussed, and must be communicated by means that prove its receipt. A defect in the notice, such as insufficient notice or an incomplete agenda, can make the resolution adopted voidable.

The timeline, planned backwards from the deadline

The most effective way to respect the deadlines is to work backwards from the hundred-and-eighty-day term. Once the limit date for the approval meeting is set, the notice is placed with the due lead time, and before that the completion of the accounts, the budget and the allocation. Each step needs the previous one, so an early delay propagates all the way to the final deadline.

Bringing to the meeting, alongside the final accounts, the budget for the coming year and the instalment plan lets owners resolve in a single session everything needed to start the new year. This simultaneity, however, requires the documents to be ready together, which reinforces the need to start early.

Planning the timing with software

With several condominiums, each with its own closing date and therefore its own deadline for the accounts and the meeting, keeping track of the terms from memory becomes impractical. A system that calculates the hundred-and-eighty-day deadline from the closing date, and warns in good time when to prepare the documents and send the notice, reduces the risk of delays.

AmministraPro generates the accounts from the recorded movements, tracks the meeting deadlines of each condominium and supports sending the notices with their supporting documents. The features are described on the /funzioni page and the plans with their costs on the /prezzi page.

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