Portal-Asociatii.ro

Portal-Asociatii, the platform soon to be rolled out in the city of Piatra Neamț and then in more cities across Romania, is an app for homeowners' associations, residents and auditors.

The platform follows Law no. 196/2018 on the founding, organisation and running of homeowners' associations and the management of condominiums: the mandatory registers, single-entry bookkeeping and the roles the law sets out. The city hall has its own account, with the right to oversee and audit the associations in the city. The app was tested and validated by building managers and accountants with years of experience, and its workflows follow how an association really works.

Portal-Asociatii works in the browser and installs as a native app on both iOS and Android, built as a PWA: no app store, straight from the website, with notifications on the phone.

The administrator

The administrator runs the whole association from the app: calculates the monthly maintenance fees, handles the money and the mandatory registers, follows up arrears, manages the building and communicates with residents.

• Calculates and issues the monthly payment list
• Splits costs by number of people, ownership share, usable area, equally per apartment, metered consumption, beneficiaries or fixed amount
• Combines several splitting methods in the same month
• Splits technical losses between the main meter and the individual meters
• Excludes apartments disconnected from central heating
• Calculates separately per block or per staircase
• Applies subsidies, heating aid and exemptions
• Calculates late-payment penalties
• Handles adjustment and reversal invoices
• Makes manual adjustments per apartment
• Closes the month and archives the payment list
• Exports the list as PDF, with or without owners' names
• Publishes the list on the residents' dashboards
• Records payments and issues receipts numbered automatically by series
• Keeps the cash desk and bank accounts in separate registers
• Imports bank statements
• Records payments to suppliers
• Keeps the single-entry journal
• Prepares the statement of assets and liabilities
• Manages the repair fund, the working capital fund and the penalty fund
• Tracks the balance of each fund per apartment
• Calculates the association's payroll, with social contributions, income tax, meal vouchers, advances and net pay
• Issues payment reminders
• Keeps the debt history per apartment
• Records property liens
• Tracks the progress of debt recovery cases
• Manages blocks, staircases, apartments, common areas and ownership shares
• Keeps the register of residents: owners, tenants, occupants
• Keeps the ownership history of each apartment
• Records occupancy declarations
• Configures cold water, hot water, gas and electricity meters
• Records and validates monthly readings
• Keeps the inventory register
• Keeps the document register with sequential numbering
• Manages suppliers, contracts and offers received
• Plans inspections and tracks legal deadlines, including lifts and pressure equipment (ISCIR)
• Keeps the repairs and interventions log
• Records the mandates of the president, administrator, auditor, accountant and executive committee members
• Attaches general assembly decisions
• Publishes announcements to residents
• Asks for read confirmation and sees by name who confirmed
• Chats with residents in real time
• Grants temporary access to the support team or the city hall
• Manages several associations from the same account

The resident

Residents pay their maintenance fees in the app, see exactly how the amount on the payment list was reached, submit meter readings and stay in touch with the administrator, straight from their phone.

• Pays the maintenance fees online, right in the app
• Sees the detailed payment list, by chapter
• Sees exactly how much was allocated to them for each expense
• Sees the history of payments and invoices
• Sees the current balance and any arrears
• Submits meter readings from the phone
• Downloads the association's documents
• Sees the payment reminders received
• Receives announcements from the association and the city hall
• Confirms reading mandatory announcements
• Chats directly with the administrator
• Adds family members and tenants
• Chooses which sections each member can see
• Generates and regenerates access codes
• Installs the app on the phone and gets notifications

The auditor

The auditor has a separate account, with financial oversight rights over the associations they audit.

• Checks the payment list before approval
• Approves or rejects the list
• Consults the journal
• Checks balances and funds
• Carries out cash desk checks
• Issues audit reports
• Joins an association with an invitation code
• Audits several associations from the same account

The city hall

The city hall monitors the associations in the city, sends them official communications and can be granted audit access to any association's dashboard.

• Sees all the associations in the city
• Adds new associations and issues access codes for the administrator and the president
• Tracks the number of associations and apartments
• Sends official announcements to associations, residents and auditors
• Asks for read confirmation
• Chats with association administrators
• Gets temporary, time-limited access to an association's dashboard

The platform was built for our partner ADVANCED COMMUNITY SOFTWARE.