Block management software for co-ownerships and syndics

The co-ownership in one record

Block management software keeps the accounts of an owners’ association, prepares its meetings and follows its building: contractors, insurance, contracts and inspections. In REOS, the co-ownership record brings together the summary, units and shares, apportionment keys, budget, expenses, co-owner accounts and documents.

• Units and general shares, with a check of the total allocated.
• Specific apportionment keys: lift, heating, water, stairwell. A key without its own shares follows the general shares.
• Budget by heading and by year, carried over from one year to the next.
• Expenses for the financial year and annual statement per co-owner: actual charges by key, minus the payments on account called.

Calls for funds and payments

A call is generated from the year’s budget (year, half-year, quarter or month) or for an amount on a key, for the working capital or the reserve fund. It is created as a draft, one line per co-owner; nothing is sent before it is issued. Arrears are chased in one click. Each call is sent in PDF to every co-owner with the amount, due date, payment reference and QR code.

Payments are recorded on each line. Automatic matching from CODA statements depends on your bank contract: REOS configures it on request. Without it, the bank statement is imported in CSV and payments are matched by reference, then by amount and name. Each co-owner’s balance is visible on their account and in their personal portal.

General meetings

• Agenda with the required majority for each item.
• Notice by email with agenda, proxy form and personal voting link; alert if the legal notice period is not met.
• Online voting before the meeting, editable until it opens.
• Attendance list prepared from the units, quorum calculated in shares.
• Votes weighted by shares; abstentions are not counted as votes cast.
• Minutes drafted by AI from notes or the meeting recording, reviewed, then sent and filed.

Co-ownerships in several countries

Each co-ownership carries the legislation of its country. In Belgium, where the manager is called the syndic, the owners’ association holds its company number, working capital and reserve fund accounts, and majorities are absolute, two thirds, four fifths or unanimity. The file provided for in article 3.94 of the Civil Code is prepared from the record, and the attendance list flags the quorum and proxy holders with more than three proxies. In France, each resolution carries its majority under article 24, 25 or 26, and the works fund is tracked separately.

Co-owners receive notices, calls for funds and statements by email and consult their personal portal online. A manager with buildings in several countries keeps one database, with the same screens for budgets, calls for funds, meetings, claims and contracts.

Claims, contracts and inspections

• Insurance claims: notification to the insurer by email with attachments, loss adjuster, excess, compensation, follow-up task.
• Maintenance contracts with end date, notice period and automatic renewal.
• Mandatory inspections: lift, boiler, fire extinguishers, fire detection, with frequency and next due date.
• Co-owner portal: calls for funds, payments, statements, documents, online voting and reporting of issues in common areas.