Condominium administration and payment tracking
Dues, meeting minutes and maintenance requests in one place. The administrator stops calling about payments and the owner stops calling to ask when the lift is being serviced.
The problem
Dues reminders go out by letter and arrive late because someone prints them on Thursday. Owners call to ask their balance, the administrator reconstructs it from a ledger, and special contributions for emergency repairs get lost between the meeting and the invoice. Nobody knows what has been paid until the quarterly reconciliation.
Worth considering if today
- Dues reminders are printed and posted by hand
- Owners call to ask their balance and the administrator reconstructs it from a ledger
- Special contributions get lost between the meeting and the invoice
- Nobody knows what has been paid until the quarterly reconciliation
What is included
Automatic dues reminders
The system sends the reminder before the due date, by email or message, and tracks who has paid.
Owner portal
Each owner sees their balance, payment history and the building's announcements without calling the office.
Meeting minutes and resolutions
Minutes are drafted from a template, approved digitally and archived with the resolutions and the vote count.
Maintenance requests
Owners report issues from the portal, the administrator assigns them and the status is visible to everyone.
Expense ledger
Every expense is categorised and visible per building, per year, with the real-time balance.
What changes
Owners pay on time because the reminder reaches them before the due date. The administrator sees the balance of every building without opening a ledger. And special contributions stop getting lost between the meeting room and the post.
The nearest proof
This one does not have a public demo of its own yet, and I would rather say so. Below are the projects that demonstrate the parts it is made of: if a back office handles a diary, stock and products, the same back office can handle another diary and another stock. Look at those and judge from them.
WebsitesOpen demo ↗Calabria EscapesTravel portal for Calabria: an animated scroll homepage (GSAP + Lenis), stay listings with search, filters and Airbnb-style booking, flight search, deals, and an admin dashboard to manage stays, bookings, and offers.- AutomationsOpen demo ↗Automatic payment remindersA demonstration automation for a small business: every morning it reads the invoice sheet, picks out what is overdue or falls due within three days, and sends the reminder already written. Anyone who has paid hears nothing.
Phases and timing
- Buildings and rules1-2 weeks
The buildings under administration, the fee structure and the payment rules.
- Build5-7 weeks
Dues tracking, owner portal and the maintenance request flow.
- Minutes and ledger2-3 weeks
The meeting minutes template and the expense ledger.
In total6 to 9 weeks, depending on the number of buildings and whether direct debits need setting up.
Practical details
What is not included, what it connects to and the frequent questions: the part worth reading before asking for a quote, opened with one tap.
What is not included
- Legal work and disputes, which stay with the administrator's legal counsel
- Physical mail to owners who are not reachable digitally, which stays your responsibility
What it connects to
- SEPA for direct debits
- Your accounting software
- WhatsApp for owner notifications
- Google Calendar for meeting dates
- Email for reminders and announcements
Frequent questions
Can I handle buildings with different fee structures?
Yes. Each building has its own rules, its own ledger and its own owner list.
What about owners who still want paper?
The system sends digitally by default. Paper stays possible for individual owners, printed from the same data.
Does it handle special contributions for major works?
Yes. The resolution gets recorded, the contribution is calculated per lot and the payment tracking kicks in.
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Want this one, with your name on it?
A twenty-minute call and I'll tell you whether it makes sense for you, what I'd build and what it costs. You know the price before we start.