Everything a manager is judged on
From the economic plan and the annual settlement to the owners’ meeting, the defect list and the owner portal — the whole cycle of running a condominium, in one place. Built for owners’ associations across Europe.
Properties, units and owners
The record every other feature hangs off — who owns what, in which building, and since when.
Properties & units
Every building and every unit, with its ownership shares — recorded once and kept current, so the rest of Condomana always works from the same picture.
Owners
Who owns which unit, and since when. Ownership changes are tracked over time, so a building always knows its current co-owners — and its former ones.
Invitations
Invite colleagues to manage alongside you, and owners into their portal — with a single-use, expiring link. Invited managers and owners are always free.
Without Condomana, and with it
Ownership shares
The classic way
A spreadsheet copied out of the community’s founding deed years ago, and nobody is quite sure it is still current.
With Condomana
Recorded once per unit and used by every apportionment — no settlement is ever split on stale shares.
An owner sells
The classic way
The new address is emailed to whoever keeps the list. The previous owner is still getting post in March.
With Condomana
Ownership is dated, so a building knows its current co-owners — and who owned the unit in the year being settled.
Reaching the owners
The classic way
Three address lists in two mailboxes, and the one you export from is the old one.
With Condomana
One record per owner, current by definition — the same one the portal, the invitations and the settlement all read.
Bring your portfolio in, take it out again
A clean way in from your old system, and an honest way out — your data is never held hostage.
Migration import
Bring an existing portfolio in from a canonical CSV — properties, units, owners, ownership shares, opening balances and historical settlements. Run it as a dry run first, review the reconciliation, then commit. Re-importing never creates duplicates.
Import from your old software (Beta)
A guided mapper reads an export from your previous property-management software straight into the migration importer, so you never hand-build the CSV. New mappers arrive as Beta — always check the reconciliation report before you commit.
Full export, whenever you want
Your data is yours. Export the whole organisation at any time — properties, units, owners, ownership history, tenancies, opening balances and settlements as CSV, plus every uploaded document and receipt in its original format and a manifest naming exactly what is in the archive. Round-trip exact, and never locked behind your subscription.
Leaving, and what you take with you
The exit is written into our terms, not left to goodwill: § 12 names twelve categories we hand over in structured, machine-readable form — including the resolutions register as CSV and PDF, your documents in their original formats, and the activity log. No exit fee, no export fee, no penalty, and anything paid in advance for time after the end comes back pro rata.
Moving a portfolio out of another system?
Get your rollout planFour questions, and the order of work comes back built around your answers.
Without Condomana, and with it
Moving off your old software
The classic way
Retype two hundred units, or pay the outgoing vendor for an export you then have to clean up anyway.
With Condomana
Import the canonical CSV as a dry run, read the reconciliation, then commit. Re-importing never creates duplicates.
Starting mid-year
The classic way
Balances carried across by hand, so the first settlement gets argued about instead of read.
With Condomana
Opening balances come in at cutover, so the first annual settlement stands on real figures from day one.
Getting your data out again
The classic way
The export is the leverage — priced, delayed, or handed over as a PDF.
With Condomana
Export the whole organisation to the same canonical CSV at any time, round-trip exact, never gated by your subscription.
Condominium bookkeeping, done properly
Cent-exact, apportioned by the keys you set, and immutable once approved.
Economic plan
Budget each cost type for the year and Condomana turns it into every unit’s advance payments. Approve it and the year’s schedule is fixed.
Annual settlement
Draft the annual settlement from the year’s bookings, apportioned by each cost type’s distribution key. Approval freezes it and its bookings — the figures owners receive can never quietly change.
Distribution keys & cost types
Apportion by co-ownership share, equally, or by a custom per-unit key. Cent-exact largest-remainder rounding, so every split adds up to the last cent.
Special levies
Raise a special levy, apportion it by any key, and approve it to freeze each owner’s share.
Bookings & opening balances
A booking journal per property, with opening balances carried in at cutover — so a settlement stands on real figures from day one.
Invoice capture
Drop in an invoice and AI reads out the supplier, the invoice number, the amount and the date for you to check. You correct anything and book it — the AI never books on its own.
Every owner’s own statement
Approving a settlement gives each owner their own statement — their share of every cost type, the advances they paid, and the balance that follows — in their portal and as a PDF. Their own units only, and never before approval.
Maintenance reserve
Keep the maintenance reserve — and any further reserve — as its own balance. A contribution is a cost type that feeds it and is apportioned to the owners like any other cost; an expense paid out of the reserve lowers it and is never apportioned a second time. Withdrawals can name the resolution that authorised them, and the reserve's development appears in the annual statement and in every owner's portal.
Statement of assets
The statement of assets owners receive after each calendar year — in Germany, the report § 28 (4) WEG requires: the state of every reserve with the movements behind it, computed from the year's bookings and frozen the moment it is drawn up. Approve it and it is filed as a PDF each owner can open. It also says what it does not cover — Condomana has no bank connection, so account balances and unpaid owner contributions come from your accounting.
Tax audit export
Hand a tax auditor the booking journal and voucher index for the period, with cost types, distribution keys, settlements and economic plans, as CSV with the index file and description an audit tool expects — in Germany, the GDPdU data handover under § 147 (6) AO.
Without Condomana, and with it
Economic plan
The classic way
Last year’s Excel, saved under a new name. One dragged formula and every advance payment is wrong for a year.
With Condomana
Budget each cost type and Condomana computes every unit’s advance payments — approval fixes the year’s schedule.
Annual settlement
The classic way
Two days of tabbing between bank statements, an invoice folder and a workbook nobody else can open.
With Condomana
Drafted from the year’s bookings and apportioned by your keys — approval freezes the figures owners receive.
Apportioning the costs
The classic way
The last row fudged by a cent or two, so that the column adds up.
With Condomana
By ownership share, equally, or a custom key — with largest-remainder rounding, so every split adds up to the last cent.
Booking an invoice
The classic way
Supplier, invoice number, date and amount typed in by hand. Once per invoice, all year.
With Condomana
AI reads the invoice out for you to check. You correct it and book it — the AI never books on its own.
Special levy
The classic way
A second spreadsheet beside the first one, with its own rounding and its own mistakes.
With Condomana
Raise it, apportion it by any key, approve it — and each owner’s share is frozen and visible to them.
From the vote to the register
The decision-making of an owners’ association, with a gapless paper trail.
Assemblies & voting
Build the agenda as voting rules — basis (per head or by ownership share) and majority (simple or unanimous). Record attendance and proxies, cast weighted votes, and closing an item computes the majority for you.
Circular resolutions
Decide between meetings. A circular resolution runs through the same engine and lands in the same register as everything else.
Minutes, and signing them
The minutes are composed from what the meeting actually recorded — who attended and who held a proxy, each item’s legal basis, its majority and its result — rather than retyped from a notepad. Send them for signature and the signatories sign in the browser; the signed PDF is hashed, filed against the assembly and shared like any other document.
Resolutions register
A gapless, continuously-numbered resolutions register per property (in Germany, the register § 24 (7) WEG requires). Entries are append-only — challenges, court rulings and corrections are annotated, never overwritten — and it exports for handover.
Without Condomana, and with it
The owners’ meeting
The classic way
Majorities worked out on paper in the room, and re-argued by email the week after.
With Condomana
Every agenda item carries its basis (per head or by ownership share) and its majority; closing the item computes the result.
Deciding between meetings
The classic way
Signatures collected by post and counted twice, because the first count was disputed.
With Condomana
A circular resolution runs through the same voting engine and lands in the same register as everything else.
Resolutions register
The classic way
A Word file last updated in 2023 — and a statutory record you cannot produce when a buyer asks.
With Condomana
Gapless and continuously numbered, append-only: challenges and corrections are annotated, never overwritten.
Every defect, from report to done
The shared list owners can see for themselves, and the upkeep that runs on schedule.
Defect list
Report a defect against a building and move it forward — open, in progress, handled. A building’s list is communal: every current owner can see it and add a comment.
Recurring maintenance
Schedule recurring upkeep — the lift, the heating, the fire check — and Condomana raises the ticket each time it is due, so nothing slips.
Contractors & sub-tasks
Keep a directory of tradespeople and assign them to a defect, breaking a larger job into sub-tasks you can track to done.
Photos & attachments
Attach photos and files to a defect, so both what was wrong and what was done stay on the record.
Follow a defect
Follow any defect to get its updates — with a sticky opt-out, so once you step away it stays that way.
A record that holds up
A defect’s timeline only ever moves forward, so when work started and when it was handled is never quietly rewritten — the record of your duty of care holds up.
Without Condomana, and with it
A defect is reported
The classic way
A phone call, then an email, then “I’ll get back to you” — and the photo arrives three days later.
With Condomana
Owners report it in the portal with a photo, and it lands on the building’s list with a status everyone can see.
“Has anything happened yet?”
The classic way
The same three owners ring every week to ask, and you look it up every week to answer.
With Condomana
A building’s list is communal — every current owner reads the status for themselves, and can comment on it.
Maintenance falling due
The classic way
The lift service is remembered when the invoice arrives — or when the inspection is failed.
With Condomana
Scheduled once, and Condomana raises the ticket every time it comes round, so nothing slips.
Proving your duty of care
The classic way
Reconstructed out of a mailbox on the one day it actually matters.
With Condomana
A timeline that only moves forward — reported, started, handled — so the record is never quietly rewritten.
One current picture, for everyone
What owners chase you for — where a document is, what was announced — one login away.
Document distribution
File every document against the right building and unit, and share it with exactly the owners entitled to see it. Find any file again by full-text search, and every upload is virus-scanned before anyone can download it.
Announcements
Post a notice for the building you are working in — the digital noticeboard — pin what matters, and reach owners both in their portal and by notification. One feed spans every building you manage.
Notifications & digests
Each person chooses how often they hear from Condomana — the moment something happens, or a daily, weekly or monthly digest. The in-app bell updates live.
Owner portal
A self-service area, separate from the manager app, where owners see their building’s documents, defects and news, comment, and manage their own profile.
Without Condomana, and with it
Finding a document
The classic way
Folder stack, USB stick, cloud folder — “where was that again?”
With Condomana
Full-text search across everything, filed against the building and the unit it belongs to.
Getting it to the owners
The classic way
An attachment to a distribution list that is one sale out of date.
With Condomana
Shared with exactly the owners entitled to see it — and virus-scanned before anyone can download it.
Announcing something
The classic way
A printed notice in the hallway, and hope.
With Condomana
Post it once and it reaches the portal and the notification — for one building or every building you manage.
The owner phone calls
The classic way
The same handful of questions, all week, always in the middle of something else.
With Condomana
Documents, defects and news are one login away in the portal, so the questions stop arriving by phone.
For the owner who lets — and their tenant
The rented unit gets a portal too, and an issue climbs the chain when it needs to.
Tenant portal
Tenants sign in to see what their landlord shares and to raise an issue — behind their own login, kept separate from owners.
Tenancy management
An owner who lets records and ends tenancies on their own units and invites their tenant in — all without ever touching a co-owner’s unit.
Escalation chain
A tenant issue starts with the landlord. If the landlord endorses it, the very same issue climbs to the manager — no re-typing, no lost thread.
Without Condomana, and with it
A tenant reports something
The classic way
The tenant rings the landlord, the landlord rings you, and the details are retyped twice on the way.
With Condomana
The tenant raises it in their own portal; once the landlord endorses it, the very same issue climbs to you.
An owner who lets
The classic way
Tenancy details live in the owner’s drawer and reach you at the point there is a problem.
With Condomana
The owner records and ends tenancies on their own units and invites the tenant — never touching a co-owner’s unit.
AI that assists — off until you turn it on
Every AI feature is opt-in per organisation, logged, and hosted in the EU. Nothing books or sends on its own.
Document suggestions
For an uploaded document, AI proposes a title, a short summary and metadata — you accept or dismiss. It files nothing by itself.
Owner assistant
Owners can ask a question and get an answer grounded only in the documents they are allowed to see — with the source cited, and an honest “I don’t know” when it cannot.
Rule-based automation
Quiet housekeeping: nudges on stale defects, reminders on unaccepted invitations, and proposals to archive what has long been settled.
Defect triage
When a defect comes in, AI suggests a category, an urgency and possible duplicates, and drafts a first reply — as chips you accept or dismiss. Nothing changes until you say so.
Drafting
A “draft” button on defect threads and announcements: AI proposes the text in a proper formal tone, you edit and send. Nothing ever goes out on its own.
Digest summaries
Your notification digest opens with a short plain-language summary of what happened — defects reported and handled, documents shared — above the full list, not instead of it.
Without Condomana, and with it
Sorting what came in
The classic way
Every new report read, categorised and prioritised by you before any of it is actually work.
With Condomana
AI proposes category, urgency and possible duplicates as chips you accept or dismiss. Nothing changes until you say so.
Writing the reply
The classic way
The same answer written for the fourth time this month, in the proper formal tone.
With Condomana
AI drafts it, you edit and send. Off until you switch it on, EU-hosted, and nothing ever goes out on its own.
“Which document says that?”
The classic way
You look it up for them, because only you know where it is.
With Condomana
Owners ask and get an answer grounded only in the documents they may see, with the source cited — or an honest “I don’t know”.
Compliance is the product, not a checkbox
Built for the GDPR and for what European owners expect of their data — encoded in the system, not left as a footnote.
Signed data-processing agreement
A versioned Art. 28 DPA that you sign once — the app stays closed to owner data until it is signed.
Your organisation, isolated
Everything you create lives in your own organisation, walled off from every other, with access inside it controlled by role.
One account, many organisations
Manage across firms with a single login and a role per organisation — switch between them without ever signing out.
Data-subject rights, built in
A one-click data export (Art. 15/20) and a governed erasure that respects statutory retention — the machinery the GDPR expects, already in the box.
Mobile app
Install Condomana to your phone’s home screen and capture a defect even with no signal — it syncs the moment you are back online. Optional push notifications, only if you allow them.
EU-hosted, and multilingual
Hosted in the EU. The app and the site speak seven languages — English, German, French, Italian, Spanish, Polish and Portuguese — each with the condominium terms used in that language. The in-app help and the product videos are in English and German.
Without Condomana, and with it
The data-processing agreement
The classic way
A DPA somebody promises to send, and a folder where it ought to be.
With Condomana
A versioned Art. 28 DPA signed in the app — Condomana stays closed to owner data until it is signed.
An owner asks for their data
The classic way
An afternoon of searching mailboxes, inside a one-month statutory deadline.
With Condomana
A one-click Art. 15/20 export, and a governed erasure that respects statutory retention periods.
Who can see what
The classic way
A shared mailbox and a drive folder that everyone in the office can open.
With Condomana
Every organisation walled off from every other, and access inside it controlled by role.
Everything on this page is what the product does today — the free trial shows you exactly where it stands, with nothing to unlearn later.
As at September 2026. The “classic” column above describes how this work is commonly done without software of this kind — it is not a comparison with any particular product.
The honest way to evaluate software is to use it
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