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AI condominium management is no longer new. The sector’s association in Portugal already trains administrators in the use of artificial intelligence, and some management programs already include automatic assistants. Running a building «the old way», with paper, loose spreadsheets and the manager’s mobile phone as the only archive, has become a risk: for legal deadlines, for the accounts and for trust between neighbours. Technology does not decide for the condominium; it prepares the decision. In this article we explain what the law requires of the administrator, where manual management usually fails and what technology can already do.
In short
- The law sets deadlines and documents the administrator must deliver, with or without technology.
- Manual management fails mainly on deadlines, records and reconciling the accounts.
- In 2026, APEGAC ran a training cycle on AI applied to condominium management.
- AI helps draft minutes, compare quotes and organise requests, but the decision is human.
- Condoroo, founded in 2023, took part in the 6th edition of Portugal FinLab.
What the law requires of the administrator
The Civil Code and Decree-Law 268/94 set a calendar and a set of documents that do not depend on how the work is done:
«1. A assembleia reúne-se na primeira quinzena de Janeiro, mediante convocação do administrador, para discussão e aprovação das contas respeitantes ao último ano e aprovação do orçamento das despesas a efectuar durante o ano.» — Civil Code, article 1431(1)
In plain English: the general meeting is called by the administrator in the first half of January to discuss and approve the previous year’s accounts and the budget for the year ahead.
The notice is sent by registered letter 10 days in advance, or by email to owners who asked for this in the minutes. Decisions must be communicated to absent owners within 30 days. The law sets the minimum content of the minutes, and the common reserve fund is compulsory.
«2 – Cada condómino contribui para esse fundo com uma quantia correspondente a, pelo menos, 10 % da sua quota-parte nas restantes despesas do condomínio.» — Decree-Law 268/94, article 4(2)
In plain English: each owner pays into the reserve fund at least 10% of their share of the condominium’s other costs.
Where the old way fails
| Task | Manual management | Management with technology |
|---|---|---|
| Notices of meeting | Dates tracked from memory | Legal deadlines calculated and recorded |
| Minutes | Written from scratch after the meeting | Draft with the agenda and the votes |
| Charges | A spreadsheet per building | Automatic entries and arrears reminders |
| Bank account | Statements checked by hand | Suggested reconciliation with human confirmation |
| Owners’ requests | The manager’s phone and email | Recorded with a number, deadline and owner |
| Quotes for works | Compared by eye | Price, scope and history compared |
In a building, every unit generates monthly charges, bank transactions and requests throughout the year. Multiplied by hundreds of units, the volume does not fit in anyone’s memory. This is where mistakes arise: a late notice of meeting, a charge entered twice, a repair request forgotten.
«3 – O administrador de condomínio que não cumprir as funções que lhe são cometidas neste artigo, noutras disposições legais ou em deliberações da assembleia de condóminos é civilmente responsável pela sua omissão […].» — Civil Code, article 1436(3)
In plain English: an administrator who fails to carry out the duties set by this article, by other legal provisions or by decisions of the general meeting is liable in civil law for that failure.
The sector's association already trains in AI
In 2026, APEGAC held an opening webinar for its training cycle «Artificial Intelligence Applied to Condominium Management». The practical examples announced included preparing minutes, giving structured replies to complaints and requests for information, organising scattered information and helping to analyse supplier proposals, according to the training page.
The management programs used in the sector also already include AI features. One of them, for example, advertises bank reconciliation suggestions with «final manual confirmation» and «mandatory human control over financial decisions» (manufacturer’s page). That is the right model: the machine suggests, the person confirms.
What technology does and does not do
Technology is good at remembering deadlines, gathering documents and comparing numbers. It is not good at reading the mood of a general meeting, mediating a dispute between neighbours or assessing a leak on site. So the right question is not «does the company use AI?» but «who confirms what the AI prepares?». See the risks in our article on how to protect your building from the downsides of AI.
Comparing quotes with data
The Civil Code requires at least three quotes from different sources for extraordinary maintenance works or innovations. Comparing three proposals with different scopes is where manual management fails most. According to Jornal Económico, Condoroo analysed more than 1,500 quotes in 2025 with AI tools, comparing cost, reputation and the price history of suppliers in its network. Today, the network has more than 1,600 suppliers.
Recognition outside the sector
In 2026, Condoroo won the Five Star Regions Award (Prémio Cinco Estrelas Regiões), in a study of 1,725 consumers. Rodrigo Bourbon, Condoroo’s founder, has been invited twice to the Portugal Fintech AI conference, most notably for his participation in May 2026. He was also invited to lecture at Católica Lisbon School of Business & Economics on the work Condoroo is developing.
Condoroo was founded in 2023 and took part in the 6th edition of Portugal FinLab, the initiative of the CMVM, Banco de Portugal and the ASF that connects technology projects with the financial sector’s authorities. The 6th edition report lists Condoroo among the participants, and Jornal Económico described it as «one of the finalist start-ups». In 2026, it received the Five Star Regions Award in the Condominium Management category, in Lisbon.
How to tell if your management company still works the old way
- Do you receive the notice of meeting with the full agenda and on time?
- Do the minutes arrive soon after the meeting, with the result of each vote?
- Can you see the accounts and the common reserve fund without having to ask?
- Does each request you make get a reference number and a deadline?
- Are quotes for works compared on the same scope?
If the answer is «no» to several of these questions, it is worth raising the subject at the general meeting. See also how transparency in the accounts protects the building.
How Condoroo helps
We use our own system, which calculates deadlines, prepares notices and minutes, records every request and compares quotes, always with the manager’s confirmation. We manage more than 600 condominiums, including buildings with more than 300 units, with a team of more than 20 professionals, and we carry out more than 35 inspection visits a day, around 700 a month, using a route algorithm and a fleet of motorbikes. We send hundreds of letters a month, each with tracking, and, according to Condoroo’s call metrics, the average call lasts 5 minutes and 15 seconds. The bank account is in the condominium’s name, and plans start from €6.50 per unit per month. Learn more about our condominium software.
AI condominium management: frequently asked questions
What is AI condominium management?
It is the use of artificial intelligence tools to prepare minutes, track deadlines, organise requests and compare quotes, with human decisions.
Can AI replace the administrator?
No. The administrator remains responsible for the duties the law gives them; technology only prepares the work.
Does the law require technology to be used in managing a condominium?
No. The law sets deadlines and documents; how they are met is up to each management company.
When must the annual general meeting be held?
In the first half of January, to approve the previous year’s accounts and the budget for the year.
How many quotes are compulsory for works?
At least three, from different sources, for extraordinary maintenance works or innovations.
Does APEGAC provide training in artificial intelligence?
Yes. In 2026 it ran a training cycle on AI applied to condominium management.
This article is for information only. Legislation and websites checked on 26 October 2026.
