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Most condominium management companies work with programs bought from third parties and adapt their work to those tools. At Condoroo, we built our own condominium software. To do so, we had to translate the rules of horizontal property into system rules: notice periods, majorities, charges and the common reserve fund. A mistake in a majority can bring down an entire decision. In this article we explain what the system does, how it protects the building’s accounts and what you should ask any management company about the tools it uses.
In short
- The system applies the notice periods and majorities set out in the Civil Code.
- Bank reconciliation is automatic, through Open Banking connections to the condominium’s account.
- The account remains in the condominium’s name; the connection is used to read transactions.
- Any manager on the team can open the building file and act.
- Condoroo now manages more than 600 condominiums.
Why we built our own system
A generic program treats every building the same way. Reality is different: buildings with garages and shops, units with different permillages, lifts that serve only part of the building, extraordinary charges approved halfway through the year. By building the system from scratch, we can handle these cases instead of working them out by hand in spreadsheets.
The rules the system applies
| Rule | What the law says | What the system does |
|---|---|---|
| Notice of meeting | Registered letter or notice 10 days in advance | Calculates the last sending date |
| Simple majority | Majority of the votes representing the capital invested | Calculates the result by permillage |
| Innovations | Majority of owners and two thirds of the building’s value | Checks both conditions |
| Architectural line | Two thirds of the building’s total value | Flags the majority required |
| Common reserve fund | At least 10% of each owner’s share | Applies the approved percentage |
| Lifts | Only the units served pay | Excludes the units not served |
Majorities calculated by permillage
At general meetings, votes count according to the value of each unit, not one per person. Some decisions require a double majority:
«1 – Sem prejuízo do disposto nos números seguintes, as obras que constituam inovações dependem da aprovação da maioria dos condóminos, devendo essa maioria representar dois terços do valor total do prédio.» — Civil Code, article 1425(1)
In plain English: works that are innovations need the approval of a majority of the owners, and that majority must also represent two thirds of the building’s total value.
Others require two thirds of the building’s total value:
«3 – As obras que modifiquem a linha arquitectónica ou o arranjo estético do edifício podem ser realizadas se para tal se obtiver prévia autorização da assembleia de condóminos, aprovada por maioria representativa de dois terços do valor total do prédio.» — Civil Code, article 1422(3)
In plain English: works that change the building’s architectural line or appearance need the prior authorisation of the general meeting, approved by a majority representing two thirds of the building’s total value.
The system calculates the result of each vote using each unit’s permillage and shows the majority required for each item on the agenda. See the rules in our guide to majorities in decisions.
Notice periods
«1 – A assembleia é convocada por meio de carta registada, enviada com 10 dias de antecedência, ou mediante aviso convocatório feito com a mesma antecedência, desde que haja recibo de recepção assinado pelos condóminos.» — Civil Code, article 1432(1)
In plain English: the meeting is called by registered letter sent 10 days in advance, or by a notice given with the same advance, as long as the owners sign a receipt.
The notice can also be sent by email to owners who have asked for this at a meeting, recorded in the minutes. After the meeting, the decisions must be communicated to absent owners within 30 days, and the system also tracks that deadline. A late notice can make a decision voidable. The system calculates the last sending date and records the sending to each owner. See how to challenge a decision.
Costs shared as the law requires
«1 – Salvo disposição em contrário, as despesas necessárias à conservação e fruição das partes comuns do edifício e relativas ao pagamento de serviços de interesse comum são da responsabilidade dos condóminos proprietários das frações no momento das respetivas deliberações, sendo por estes pagas em proporção do valor das suas frações.» — Civil Code, article 1424(1)
In plain English: unless otherwise agreed, the costs of preserving and using the common parts, and of services of common interest, are paid by those who own the units when the decision is taken, in proportion to the value of their units.
The system shares each cost by permillage and handles the exceptions: lift costs are paid only by the units the lifts serve, and common parts that serve only some owners are paid for by those who use them.
The financial system
The financial system carries out automatic bank reconciliation through PSD2 Open Banking connections to the condominiums’ accounts. The account remains in the condominium’s name; the connection is used to read the transactions. The system prepares the annual budget, applies the approved extraordinary charges and allows credits or debits to be issued when needed. See what to ask for in our guide to transparency in the accounts.
The building file
Each building has a file with its documents, minutes, contracts, incidents and supplier contacts. When the building’s manager is not available, any colleague can open the file and act. This matters in an emergency, such as a leak or a stopped lift.
The proof of scale
Condoroo was launched in August 2023 (Católica-Lisbon SBE) and today manages more than 600 condominiums. The sector is made up mainly of small companies: in 2022, according to a study by the sector’s association reported by ECO, each company managed an average of 71 condominiums. Growing to hundreds of buildings was only possible with a system that does not depend on each manager’s memory and with a team trained to use it.
What to ask about your management company's software
- Does the system calculate majorities by permillage?
- How often is bank reconciliation carried out?
- Can owners see the accounts and the minutes?
- Who can open the building file when the manager is on holiday?
- What happens to the data and documents if the contract ends?
How Condoroo helps
Condoroo manages more than 600 condominiums, including buildings with more than 300 units, with a team of more than 20 professionals. We have professional liability insurance of €500,000 and have held the DECO seal for the third year in a row, and Condoroo won the Five Star Regions Award in 2026, in a study of 1,725 consumers, in the district of Lisbon. Plans start from €6.50 per unit per month. The documents and records belong to the condominium, not to the management company. Read also why managing condominiums the old way is a risk.
Condoroo's condominium software: frequently asked questions
Does Condoroo use its own condominium software?
Yes. The system was built from scratch by our engineering team.
Does the system calculate majorities at meetings?
Yes. It calculates the result of each vote by permillage and shows the majority required for each item.
How far in advance must a general meeting be called?
10 days in advance, under article 1432 of the Civil Code.
Does Condoroo move money in the condominium's account?
The account is in the condominium’s name; the Open Banking connection is used to read the transactions.
Who pays for the lift?
Only the owners whose units can be served by the lift, under article 1424(4) of the Civil Code.
What happens if the manager is on holiday?
Any colleague can open the building file, see the history and act.
This article is for information only. Legislation and websites checked on 26 October 2026.
