Tools accessible to owners
Board members, owners, tenants, and other authorized stakeholders have, according to their respective authorizations, can access various UpperBee features.
Tools available to owners
Service request
Allow owners and their tenants to report a problem with the building or to request various services such as a reprogramming the intercom or access system, make a room reservation, obtain information’s regarding their common charges or condo fees, report an infraction to the building rules, etc.
Residents
Keep a list of the owners of one or more fractions in one place, give system access to a legal representative, declare a tenant(s) and the duration of their lease, indicate a postal address(es) that differs from that of the building dwelling unit, list vehicles, access fobs and emergency contacts, and much more.
Co-owner’s insurances
Always be aware of co-owners insurance coverage. Keep a digital file of the insurance of each co-owner (i.e.: coverage period, types and amount of coverages, etc.). Be notified of missing or expired policies, send reminders to the relevant co-owners and approve or reject online their submitted contract based on your syndicate of co-ownership requirements.
Building Rules
Keep your condominium, syndicate or association original, amended and new regulations in an easily accessible registry that allows for the incorporation of these bylaws into various letters and other communications using the mail merge features of UpperBee. It has never been so easy to make your by-laws accessible to the various stakeholders who require them (brokers, co-owners, notaries, etc.).
Decision
Group all the decisions made by your Board of Directors and your general meetings, so you do not have to reread countless pages of minutes to find, for example, the date on which a decision was made. This is made possible by indicating to UpperBee which entry is a decision when drafting the minutes of a meeting.
With the possibility to access UpperBee.com management software from any computer, tablet or cell phone connected to the Internet, it is easy for co-owners to inquire about the business of their condominium, syndicate of co-ownership, or home owner’s association.
Memos
Sent by email or text message (SMS), memos are an effective tool to notify all residents of a system breakdown, to make them aware of a particular situation, or to inform them of upcoming work in the building. In short, if you have to interact with all your residents, this function will simplify your task!
Meetings
Prepare, generate and distribute your board meetings and general meetings documents using UpperBee (ie. agendas including financial statements, budget, and other relevant documents). Obtain from co-owners electronic proxies facilitating the obtention of the quorum at your next general meeting. If you call a meeting using UpperBee, be informed of who has received and opened your documents so that you only send by mail these documents to those who have not received them. Our companion software allows for the compilation of quorum and votes, to facilitate meetings with a large number of co-owners. Have the confidence that you will know as soon as the last co-owner is registered if you have reached the quorum, and if so, compile the meetings’ votes in a few minutes. The time when the results were only known when reading the minutes is now a thing of the past.
UpperBee includes traditional accounting features such a journal entries, bank reconciliations, accounts payable and receivable, financial statements, complete with a balance sheet, a statement of earnings and accompanying notes. However, where UpperBee really shines is its features specifically designed for HOA and condominium management such as:
Budgets
Create your budget and invoice co-owners of your condominium, syndicate of-co-ownership, or homeowners’ association automatically at the specified frequency (e.g.: monthly, quarterly, semi-annually or annually). Create your budget, allocate your expenses automatically based on historical results, and invoice - it's that simple. UpperBee will automatically take into account fractions and distribution keys. No other operation is required to record your income, UpperBee does it for you.
Tools accessible to Bord of Directors members
En sus des outils accessibles à tous les utilisateurs, les membres du conseil d’administration ont accès à tous les outils requis afin d’administrer de manière efficace et efficiente tous les aspects d’un syndicat de copropriété ou une association de propriétaires.
See all, know all, all the time
Free yourself from the boundaries of traditional management software that confines you to accessing your client’s information on a per client basis. UpperBee’s management tools allow you to manage all of your clients’ accounts at once, so you are always informed of what is going on with each of them. This centralized approach saves you time and energy and allow you to invest your efforts where it matters most.
Automatic quality reviews
When an employee completes certain service request, UpperBee automatically sends out a survey to the person who had open the request. By reviewing the results of these surveys, you will be informed on how well your building managers and other employees are doing in the eyes of your clients. Don’t stay in the dark - know ahead of time if things are going sideways so your management team can promptly apply the proper corrective measures.
Integration with various online professional accounting software and inventory and order management software
Save time billing your products and services by integrating UpperBee with XEROTM or QuickbooksTM two of the most popular professional accounting SaaS available today. Let UpperBee generate your invoices and “push” them to your favourite software as a service (SaaS) to integrate your corporate accounting. Also, UpperBee’s integration with tradegeckoTM inventory and order management software allows you to sell key fobs and garage door openers, among other things to residents and your clients.
Scan, review and approve your clients’ invoices, and have their Board members approve their payments online.
UpperBee lets you leverage your organisation size and various skillset of your employees by letting different people in your organisation perform different tasks like: i) data entry by your accounting staff; ii) invoice review and approval by your building manager; iii) payment approval by your client bank signatories; and iv) issuance of a cheques bearing the electronic signature of the latter to their suppliers.
Timestamps
Track your employees, your clients’ employees, and participating suppliers’ employees (i.e.: cleaning company staff) time onsite. You can even set alarms so that you are informed of absence and late arrival when someone fails to scan “in” at the building at the required time. UpperBee leverages NFC technology and let’s you place NFC tags in your clients’ buildings. By using web enabled mobile phones (AndroidTM or iPhoneTM) with NFC capabilities, all onsite personal can scan “in” and “out” of buildings.
Time tracking and billing tools
As building management professionals, you need to keep track of your time and invoice all services rendered that are not included in your base contract. So, maximize your revenues with UpperBee integrated time tracking and invoicing tools. Creates billable projects and service requests, set standard billing rates, etc. Now you can seamlessly integrate your billing with your daily activities, so you never have to choose between providing extra services to your clients and being paid for these services.
Model documents and replies
UpperBee let’s you create many model documents and replies so that you can quickly answer those frequently asked questions. Also, UpperBee’s powerful mail merge function lets you quickly send out notices of assessments and other notices to a large group of recipients. Now you can convoke large general meetings in just a few clicks.
Bids and calls for tenders
Prepare simple or complex technical specifications ahead of time and have UpperBee send them out to a group of selected suppliers. No supplier answered? No problem! UpperBee will automatically send out reminders. If a supplier asks you a question, UpperBee will inform all the selected suppliers of his question and your answer. If the selected supplier respects your technical specification, UpperBee will automatically compare the bids received and prepare a professional looking comparative analysis for you. Once a winner is selected, UpperBee will notify all the other suppliers that they did not win the bid - once again saving you time.
Inspections
Anytime you need to coordinate an inspection of your owners’ units (i.e.: the building fire alarm system inspection and certification), you may find yourself spending a large amount of time obtaining the required authorization from each individual owner. UpperBee’s automated inspection tools lets you obtain authorization from your owners with just a few clicks, saving your valuable time. Also, UpperBee will remind you yearly when the inspection is due, a useful tool when there is a change to the management team.
Emergency management
UpperBee includes an emergency management module that collects and arranges many of the useful information required to rapidly and efficiently manage disasters and other emergencies (i.e., access codes, emergency contacts and suppliers, contract information, etc.). If you manage multiple buildings, this module allows you to decentralize this function.
Automated collection system
Don’t get bogged down by the sheer number of owners’ accounts to review to apply late fees and penalties. Let UpperBee automated alarms and features do most of the work for you. Now you can stay on top of this time-consuming task by automatically applying penalties and late fees on multiple owners’ accounts across multiple clients.
