Managing a condominium feels chaotic when it's lived month by month, reacting to whatever comes up. In reality, most of what needs to happen is predictable and repeats every year — like any operational management cycle. Having the full calendar in view turns most of the management from "reactive" into "planned."
This checklist assumes a calendar year as the fiscal year, the most common model — adjust the dates if your condominium uses a different one.
Q1 — Closing the Previous Year, Opening the New One
January-February
- Close the previous fiscal year's accounts (income, expenses, balance)
- Prepare the accounts report for presentation to the assembly
- Review whether last year's budget was met or if there are deviations to explain
March
- Convene the annual ordinary assembly (don't forget the minimum 10 days' notice)
- Prepare the budget proposal for the new year, based on the previous year's actuals — see the article in this series on accumulated deficit if the previous fiscal year was unbalanced
Q2 — Annual Assembly and New Dues Cycle
April
- Hold the ordinary assembly: approve last year's accounts, approve the budget and dues plan for the new year
- Generate and distribute the minutes within the deadline — remember that well-drafted minutes on the amount owed by each owner are also an enforceable title (see the article on owners in default)
May-June
- Issue the new dues according to the approved plan
- Check whether any maintenance contract (elevator, cleaning) needs renewal or a mid-year price review
Q3 — Safety and Insurance Checks
July-August
- Check insurance-policy renewal dates (fire, comprehensive) — a traditionally quieter period to handle this without deadline pressure
- Confirm that annual fire-safety checks (extinguishers, signage) are done or scheduled, especially for higher-risk-category buildings
September
- Review the year-to-date dues collection rate — catch arrears before they become an accumulated deficit
Q4 — Preparing to Close the Year
October-November
- Reconcile bank accounts with the condominium's financial records
- Identify foreseeable extraordinary expenses for the following year (works already flagged, equipment renewal) and reflect them in the next budget's draft
December
- Close out the calendar year's financial transactions
- Prepare the supporting documentation for the accounts to be presented in January/February
- Check whether any special assembly is still pending to be convened before year-end
What This Cycle Doesn't Replace
This checklist covers the predictable rhythm. It doesn't replace managing the unexpected — claims, conflicts between owners, urgent repairs — which still require off-calendar response. The value of having the predictable cycle well organized is precisely freeing up time and attention for when the unexpected happens.
How to Automate Most of This Calendar
Most of these milestones are fixed or predictable dates — exactly the kind of task that shouldn't depend on an administrator remembering alone, month after month. ActiasGest generates automatic alerts for recurring legal deadlines (assemblies, insurance renewals) and keeps the financial history organized year after year, so this cycle stops being a memory exercise.
Learn more → actias-gest.solid-ai.net