Administrator: a condominium management software means a sound administration

In addition to the tools available to all owners, board members and managers have access to all the tools they need to effectively and efficiently manage all aspects of a syndicate of co-ownership, a condominium or homeowners association.

Registries

Lawsuits

Keep a digital copy of your records and be notified of hearing dates for various legal files involving your condominium, syndicate of co-ownership or co-owners association.

Contracts

Never miss a deadline again. Manage the contracts linking your condominium, syndicate or homeowners association to its suppliers and subcontractors. Stay apprised of start and end dates, notice of non-renewal dates, and let UpperBee notify you of any upcoming contract renewal.

Suppliers and contacts

Create and manage your suppliers and contacts. Link your suppliers and contracts so you do not miss anything. Have access to a repertory of specialized suppliers with several thousand entrepreneurs in several fields, including construction.


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.).


Fractions

Create a list of the private portions of your syndicate of co-ownership or owners’ association and assign each of these private portions their corresponding proportionate share.

Ownership history

Keep a complete history of all past and present co-owners of your syndicate of co-ownership, condominium association or HOA.

Deliveries

Allows doormen and security personnel to notify residents by email or text message (SMS) of the receipt of parcels intended for them, document who has collected them and keep an inventory of packages on hand.


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.

Collaboration

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.

Communication logs

UpperBee allows administrators, if they wish, to keep a complete history of their exchanges with co-owners and tenants.

Frequently asked questions

Reduce your workload by making available to co-owners the answers to their frequently asked questions.

Discussion forum

Allow your co-owners and tenants to exchange with each other in a friendly environment. Advertise items for sale, offer services, etc.


Internal and external mail

Communicate directly with co-owners and their tenants as well as your suppliers and keep a complete history of these exchanges.

Documents

Your own cloud storage space. Scan and upload your documents (e.g., plans, letter of guarantee, etc.) to UpperBee’s library so you never lose an important document again.

Surveys

Circulate and compile surveys of co-owners and tenants to obtain their opinions on various topics (e.g.: proposed improvements to the building, amendment to by-laws, etc.).


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!

Service request

Allow co-owners and tenants to report a problem with the building or to request various services such as reprogramming the intercom or access system, make a room reservation, obtain information regarding their HOA dues or condo fees, report an infraction to the building rules, etc.

Mail merge

Why enter manually the names and addresses of co-owners and tenants on their correspondence when UpperBee already knows this information? Save time using UpperBee’s mail merge tools.


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.

Finances

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.

Journal entries

Journal entries allow you to enter any transactions for which UpperBee does not offer an automated feature, so you are never left empty-handed. In addition, you can flag end-of-period entries so that they are automatically reversed at the beginning of the next period.

Cheques, pre-authorized debits and deposits

Collect co-owners’ common expenses and contributions to the contingency fund payments ("condo fees") using UpperBee’s 3rd party integrated features, and let UpperBee make all the required accounting entries automatically for you.


Penalties

Set up fees associated with the various penalties set out in your syndicate of co-owners, condominium or owner’s association by-laws to reduce the workload associated with issuing penalties.

Special charges

Invoice special charges (fines, service fees, etc.) to one or more co-owners from a predefined list, reducing both your processing time and the risk of errors.

Allocation keys

Create allocation keys to fit your needs. The flexibility of UpperBee ensures that there are no situations where you cannot distribute automatically common expenses and contributions to the contingency fund.


Bank reconciliations

Reconcile your accounts periodically to ensure the accuracy of your data.

Recurring charges

UpperBee allows you to schedule charges to be billed at regular intervals to owners or co-owners.

Invoices and credits

Keep all the invoices and credit notes of your syndicate of co-owners, condominium or owners' association in electronic format for future reference.


Budget review

Quickly compare your actual and projected results to clearly establish the financial position of your syndicate of co-ownership, condominium, or owners' association.

Contracts of association

This feature allows for the sharing of expenses with another entity, say for having access to an offsite gym or parking.

Home support tax credit

Automatically generate the home-support tax credit for senior forms (available to users of the province of Quebec, Canada).


Customizable chart of accounts

You want more or less details, no problem, establish the chart of account that meets your needs. In addition, you can allocate to each of your accounts an IGRF code that allows you to quickly process your tax returns (available to Canadian users only).

Account payables

Access your account payables history to quickly view all of your syndicate of co-ownership, condominium, or owner’s association unpaid bills.

Accounts receivable

Board members have access to the detailed statement of account of each co-owner. Each co-owner can also access their statement of account. Finally, keep track of all your syndicate of co-ownership, condominium or owner’s association accounts using simple and intuitive tools.

Technical

Simplified building maintenance manual

Create an equipment list and set up maintenance reminders.

Board of directors

Board of Directors voting tools

A virtual meeting tool for the Board of Directors, this tool allows you to exchange documents and information, discuss and vote electronically on topics that require the approval of your board.