How does Colively know whether a problem concerns a common part?

From the building's rules, which you describe once, because the deed of co-ownership varies from one building to the next. Colively suggests common part or private unit when the email arrives. When it isn't clear, the case waits for you instead of guessing, and the decision can be changed later, for example once the source of a leak is found.

What happens when several co-owners report the same breakdown?

Their emails join the case already open for that common part. One case, one contractor to chase, and each resident gets their acknowledgement.

Does Colively follow the association's spending rules?

Yes, the ones you set for each association: what the syndic may approve alone, when several quotes are needed, when the general meeting has to decide. The case then waits for the general meeting's decision, which you record with the minutes. Urgent work can be authorised with a written justification. Colively imposes no threshold.

Can rentals and co-ownerships be managed in the same account?

Yes. One account can mix rental units and co-owned buildings. Syndic features only appear on buildings marked as co-ownerships.

How much does it cost for a syndic?

The same model as for everyone: a price per case handled, quoted on your volume, unlimited seats. Merged duplicate reports don't count as extra cases. Your first cases are free. Details on the Pricing page.

For syndics (co-ownership managers)

The lift is stuck. Nine residents email you. One case opens.

Colively reads the emails from co-owners, occupants and the caretaker, links each request to the right unit or common part, applies the association's spending rules and follows the contractor through to the invoice. You keep every decision.

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Co-owners' associations and whole buildings · French, Dutch, English · Rentals and co-ownerships in one account

Common parts, private units

Every report lands in the right part of the building.

Which parts are common is set by the deed of co-ownership, and it differs from one building to the next. You describe it once per building. From then on, each incoming email is linked to a unit or a common part, and when it isn't clear, you make the call.

Résidence Les Tilleuls · ACPPrivate · unit 3B

Private unit
Common part
To decide

Case 1/4
A leak under the sink in 3B.
The tenant in 3B writes. The sink is inside her flat: the case is private, linked to unit 3B and its owner. If the owner's approval is needed on the quote, they give it from a link.
Private · unit 3B
Case 2/4
The lift is stuck. Three residents write.
2A, 4B and 5A report the same breakdown within twenty minutes. The lift is a common part: one case opens, and the next two emails join it. Each of them gets an acknowledgement.
Common · lift · 3 emails, 1 case
Case 3/4
A damp patch on the ceiling in 5A.
The roof? The neighbour's bathroom? Colively doesn't guess: the case waits for you, marked "to decide". Once the contractor finds the source, you change the decision and the case follows.
For the manager to decide
Case 4/4
Servicing the shared boiler.
The caretaker opens the boiler room and confirms the job is done. The co-ownership council is kept informed. Residents receive a notice, each by individual email.
Caretaker: access · Council: informed

Private unit
Common part
To decide

Everyone on the case has a role

Kept informed: receives the key steps
Gives access: proposes slots, opens the door
Confirms: signs off that the work is done
Approves: accepts or refuses the quote

Spending rules

The association's rules, applied when you approve.

You set once what the syndic may approve alone, when several competing quotes are required and when the general meeting has to decide. For every quote, Colively tells you where it stands. If the general meeting must decide, the case waits for its decision, which you record along with the minutes.

Rules specific to each association, no threshold imposed by Colively
Urgent work authorised with a written justification
Recurring contracts approved once by the general meeting, not re-checked every visit

Association rules check

Partial renovation of the flat roof€18,420 incl. VAT

Competing quotes3 quotes received, as the association's rules require
Above what the syndic approves alonePer the limit set by the general meeting
General meeting decisionMeeting of 14 October · minutes to attach to the case
Order to the contractorAs soon as the decision is recorded

Waiting for the general meeting

Owner approval

The co-owner approves the quote for their unit from a link.

When a repair inside a unit needs its owner's approval, the quote is sent to them. They approve or refuse it from a secure link, no account needed. You see the answer in the case, time-stamped. It works the same way for a landlord whose property you let.

No account, no app for the owner
Approve or refuse in one click
Time-stamped answer in the case

Owner approval

Boiler replacement · unit 2B€3,960 incl. VAT

Quote sent to Mr PeetersSecure link, Monday 9:12am
Quote openedMonday 6:40pm
Approved from the linkTuesday 7:55am · no account

Approval received

Building maintenance

A maintenance log that keeps itself.

Lift inspection, shared boiler service, fire detection, gutters: maintenance plans sit on the building or on a shared installation. The case opens before the due date, the caretaker handles access, the council is kept informed. A failed inspection result opens a follow-up.

Log per building: planned, done, latest inspection result
Notice sent to residents before the work
Failed inspection: follow-up opened, nothing forgotten

Maintenance log

Résidence Les Tilleuls

Lift · periodic inspectionDone 12/06 · next on 12/12Compliant
Shared boiler · serviceDone 03/10/2025 · planned 03/10Notice sent
Fire detection · inspectionDone 18/09 · remarks to clearNon-compliant · follow-up
Gutters · cleaningDone 20/11/2025 · planned 20/11Scheduled

Each row links to its case: quote, contractor's report, invoice.

Notices to residents

Tell the whole building, without exposing anyone.

Water cut, lift out of service, scaffolding on the facade: you write the notice once, Colively sends it to every resident of the building. Each person gets their own email, nobody sees anyone else's address.

One send, individual emails
Every resident of the building
The notice stays attached to the case

Email24 recipients · individual emails

Notice to the building

Water cut on Thursday from 8am to noon

Hello, while a valve in the basement is being replaced, the water will be cut in the whole building on Thursday from 8am to noon. Thank you for your understanding. The syndic.

Nobody sees other residents' contact details.

Insurance claims

Water damage, tracked in the case, all the way to the indemnity.

When a report looks like an insurance matter, Colively suggests opening a claim on the right policy: the building policy for a co-ownership, the landlord's policy for a rental. You decide. The declaration is emailed to the broker. The loss adjuster's visit, the documents, the deductible and the indemnity are tracked in one place. Emergency work (stopping the leak, drying out) goes ahead, the repair waits for the insurer's go-ahead.

Declaration emailed to the broker
Reminders: claim not declared, loss adjuster not yet visited, late payment
The AI never decides on coverage

CLM-031 · Water damageBuilding policy · ACP Les Tilleuls

Broker: Declaration sent 16/09
Loss adjuster: Visit 23/09 at 10am
Deductible: Per policy
Indemnity: Pending

Claim suggested, opened by you
Declaration to the broker
Emergency drying
Loss adjuster visit
Insurer's go-ahead
Repair and indemnity

Repair waiting for go-ahead

Quotes and invoices, read

The contractor's PDF, read for you. Every figure with its line.

Quote and invoice PDFs sent by contractors are read automatically: total, VAT, dates and scope are pre-filled, and the exact line from the document is shown next to each value. You confirm. The invoice is compared with the approved quote or the agreed price: if it is higher, it is flagged to you.

quote_roof_DeWitte.pdfConfirm the values

Field	Value	Line in the document
Total excl. VAT	€15,223.14	“Total excl. VAT ...... 15,223.14” p. 2
VAT	€3,196.86	“VAT 21% ...... 3,196.86” p. 2
Validity	30 days	“Offer valid for 30 days” p. 1
Scope	Partial flat roof renovation	“Subject: partial renovation of the roof” p. 1

Invoice received above the approved quote: check before payment.

For now, Colively reads text PDFs. Scanned PDFs and photos of documents are not read yet.

Clear from the start

What Colively doesn't do.

Colively handles the building's maintenance. For everything else, you keep your tools.

No co-ownership accounting: No service charge statements, no cost split between co-owners. Exports go to your own software.
No general meeting management: Notices of meeting and votes stay with you. Colively records the general meeting's decision and its minutes in the case.
No connection to insurers: No insurer platform, no broker portal: the declaration is emailed to the broker.
No decisions by the AI: It reads emails and documents. It doesn't approve a quote, decide on coverage or choose the contractor.

Frequently asked questions

No. Colively handles the building's maintenance and technical management: reports, contractors, quotes, scheduling, insurance claims, upkeep, invoices. Co-ownership accounting, service charge statements and calling the general meeting stay in your syndic software.

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