A bank balance does not explain a residence’s finances on its own. Some cash may be needed for an invoice already received, while expected contributions remain unpaid. Prepare two views for a property-management discussion: an annual expense plan and a monthly cash-flow schedule. This organisational method does not determine the allocation rules or approvals for your condominium.
1. Collect the supporting documents
Gather invoices, current contracts, bank statements, payments received, outstanding contributions and decisions about planned work. Record the period, amount, service scope and payment date for each document. Annual and monthly invoices cannot be compared without adjusting their periods.
Group spending into cleaning, maintenance, shared energy, insurance, management and works. These working categories make the budget easier to read; they do not replace the classifications or allocation rules in the residence’s documents.
2. Separate recurring costs, projects and reserves
Recurring expenses return during the year. One-off work belongs to an identified project. A reserve allows for uncertainty; it is not an invoice already committed. Show these separately. For an unknown expense, write “quotation needed” rather than hiding the uncertainty with a zero.
3. A worked example in DH
These amounts are invented, not local market rates or a management quotation. Assume cleaning at 2,000 DH per month, maintenance at 1,000 DH per month, common-area energy at 500 DH per month and annual insurance of 6,000 DH. Recurring spending is (2,000 + 1,000 + 500) × 12 + 6,000 = 48,000 DH.
A works project estimated at 15,000 DH and a preparation reserve of 5,000 DH bring the envelope to 68,000 DH. Management fees and any omitted costs must still be added. Dividing the total by the apartment count is only arithmetic; it is not an allocation rule to apply to owners.
4. Build the monthly cash schedule
Start each month with opening cash, add expected receipts and subtract planned payments. An expected contribution is not cash already collected. Prepare one scenario using expected receipts and another reflecting identified delays. This shows which months need attention without assuming a universal late-payment rate.
5. Follow actual spending
Use columns for expense category, annual budget, committed expense, amount paid, variance and supporting document. Agree a monthly or quarterly update frequency. A variance might come from a price change, extra work or invoice timing. Explain the cause before describing it as a saving or an overrun.
6. Prepare a management enquiry
For a residence in Tetouan, Martil or Cabo Negro, specify the location, number of units, shared equipment, current organisation and available records. Request a written scope covering document management, resident requests, contractors, reporting frequency and fees. The commitments must be agreed for the specific residence.
Understand the service: https://syndiwise.com/en/gestion-syndic
Request a proposal: https://syndiwise.com/en/contact?service=Gestion%20syndic
How to use this worksheet
Copy the column structure into your own file and replace every illustrative value with your documents. Keep a dated version and a list of unknowns. This guide explains budget preparation. Rules governing decisions, mandates and allocation must be checked against your condominium documents and with the relevant professional.