How does Colively know whether something is a common part?

It applies the rules you set for each building, because the deed of co-ownership varies from one building to the next. When a case is unclear, it goes to you instead of being filed at random, and the classification can be changed later.

Are the spending thresholds set by Colively?

No. What the syndic can approve alone, how many quotes to request and what must go to the general meeting follow the rules set by the association and its general meeting. Colively applies them when a quote is approved. Recurring contracts approved once by the general meeting are not re-checked on every job.

What does Colively do with the general meeting's decision?

It records it. The syndic notes the decision in the case and attaches the minutes, then the case moves on. Colively does not convene the general meeting and does not handle votes.

Can co-owned buildings and rental properties sit in the same account?

Yes. Syndic features only appear on buildings marked as co-ownerships. A rental property keeps the usual path: tenant, manager, contractor.

Co-ownership syndics

Concrete falling from a balcony on rue Vanderkindere. And a quote that will have to go to the general meeting.

For a syndic (co-ownership manager), a report is never just a technical problem: is it common or private, who can commit the spending, who needs to be told? Colively reads the co-owner's email, files the case under the building's own rules, applies the co-owners' association (ACP/VME) rules to the quote, and keeps the case on hold for the general meeting as long as it takes. Here is the work order for a cracked facade.

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Ref.: CP-0614
Property: ACP Résidence Vanderkindere, front facade
Opened: Tue. 10:12

01Report

A co-owner writes. The building and the unit are recognised.

An email from Mrs Dubois, owner of unit 3B, with three photos. Colively recognises the building and the co-owner from the association's record, notes the risk of debris falling on the pavement and opens the case. Occupants, the caretaker and co-ownership council members write to the same address.

Co-owners, occupants, caretaker and council write by email
Building and unit recognised from the association's record
Risk flagged on reading

EmailMrs Dubois, co-owner unit 3B · 10:12

Hello, the crack under the 3rd-floor balcony, street side, has widened. Pieces of concrete fell on the pavement this weekend. Photos attached.

Extracted by Colively

Issue: Crack under balcony, falling concrete
Building: Résidence Vanderkindere
Reported by: Co-owner, unit 3B

SAFETY

02Common or private

Common or private? Settled at intake, under the building's own rules.

The case is filed under common parts, facade and balconies, because that is what the rules entered for this building from its deed of co-ownership say. When Colively cannot decide, the case goes to you instead of being guessed. And when the occupant of 3A reports the same crack the next day, their email joins this case.

Common parts defined building by building
Unclear cases go to the syndic, never guessed
Reports of the same problem joined in one case

Classified at intake

Common parts · Facade and balconiesCOMMON

Linked reports

Tue. 10:12Mrs Dubois, unit 3B · the crack under the 3rd-floor balcony has widened
Wed. 07:45Mr Leroy, occupant 3A · chunks of concrete in front of the entrance

Filed under the common parts defined for this building. The syndic can change it.

03Competing quotes

Several quotes are required. The make-safe goes out right away.

For this kind of spending, the association's rules call for competing quotes. The case reminds you, and you send the same request to three firms in one click. Meanwhile, the make-safe (netting and a cordon on the pavement) is authorised as urgent work, with your written justification in the case.

Competing quotes requested under the ACP's rules
Urgent work authorised with a written justification
The same request for every firm

Suggested firms

Façades DewinterFacade renovation · Worked on the rear facade in 2024
Béton Rénov BruxellesConcrete repair · Usually responds within 48 h
Entreprise LambotteFacade and roofing · On trial · 1 job

Request three quotesOne click, 11:05

SENT TO 3 FIRMS

04Quote

The three quotes arrive. The amount is more than the syndic can commit alone.

The quotes arrive as PDFs through each firm's link. Colively reads them and pre-fills the total, VAT and scope, you confirm. You pick the one to put forward. When you go to approve it, Colively applies the association's rules: this amount is more than the syndic can approve alone, so the decision goes to the general meeting.

Quote PDFs read, source line shown
The ACP's spending rules applied at approval
Thresholds set by the association, not by Colively

Façades Dewinter

via email link, Mon. 14:30

€18,400.00

Concrete removal and rebar treatment, 4 balconies: €9,800.00
Resurfacing and water repellent, front facade: €6,100.00
Scaffolding and pavement protection: €2,500.00

GENERAL MEETING REQUIRED

Other quotes received

Entreprise Lambotte · received Mon. 17:40€19,900.00
Béton Rénov Bruxelles · received Fri. 09:10€21,250.00

05General meeting

The case waits for the general meeting. Its decision is recorded, with the minutes.

The case stays open, on hold for the general meeting, without getting lost between two meetings. The co-ownership council is kept informed. After the meeting, you record the decision in the case and attach the minutes, then the order goes to the chosen firm. Colively does not organise the general meeting: it keeps a record of its decision.

Case on hold for the general meeting, never forgotten
Decision recorded with the minutes
Co-ownership council kept informed

Approval under the ACP's rules

Facade and balconies, Résidence Vanderkindere€18,400.00

Association's rules appliedbeyond what the syndic commits alone
Co-ownership council informedby email, Tue. 09:30
General meeting decision recordedapproved, minutes attached
Order to Façades Dewinterscheduling the work

APPROVED BY THE GM

06Invoice

The invoice is checked against the approved quote. The history stays with the building.

The firm's invoice arrives through its link, as a PDF read automatically, and Colively compares it with the quote approved by the general meeting. An overrun would be flagged. The case keeps everything: co-owners' emails, photos, competing quotes, the urgent-work justification, the minutes. The accounting export comes out in one click. Splitting the cost between co-owners stays in your management software.

Invoice compared with the approved quote
Full history, building by building
Accounting export, no cost split between co-owners

F-2026-1187Façades Dewinter

€18,400.00

Quote approved by the general meeting: €18,400.00
Invoiced: €18,400.00

Attached to case CP-0614, ACP VanderkindereAccounting export

CLOSED. Case archived. Every message, file, quote and decision is kept.

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Frequently asked questions

No. Colively handles the technical side: reports, common parts, contractors, quotes, insurance claims and building maintenance. It does not keep the ACP's accounts, does not split costs between co-owners and does not organise general meetings. It runs alongside your management software, with an accounting export.

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