Property Management

Fractions: Create a registry of the private portions of your condominium association or HOA and assign each of these private portions their corresponding proportionate share.

Residents: Keep a registry of owners of one or more fractions, grant system access to a legal representative, declare a tenant and the duration of their lease, indicate alternative postal addresses, list vehicles, access fobs, emergency contacts – And much more.

Ownership History: Keep a complete history of all past and present owners of your condominium association or HOA.

Building Rules: Keep your condominium association’s or HOA’s original, amended and new regulations in an easily accessible registry that allows for the incorporation of these by-laws into various communications using our powerful mail merge features – It has never been so easy to make your by-laws accessible to the various stakeholders who require them (e.g., brokers, owners, notaries, etc.).

Owner’s Insurance: Always be aware of an owner’s insurance coverage. Keep a digital file of each policy and its details (i.e., period, type and amount of coverage). Be notified of missing or expired policies, send reminders, and approve or reject, online, their submitted policy based on your specific requirements.

Vehicle Registry: Full vehicle registry with complete details of make, model, registration, assigned spaces, contact details and the like – All at your finger tips in case of an urgent matter or infraction.

Service Requests: Allows 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 regarding their individual charges, report an infraction to the building rules, etc. Efficiently answer and track owners’ and tenants’ information and service requests. Keep your community informed and stay on top of things. Set alarms and reminders – Never let things slip by you.

Internal And External Mail: Communicate directly with owners, tenants as well as other third parties, and keep a complete history of these exchanges.

Reservation Calendars: Owners and tenants can view their building’s calendar and reserve community rooms, rental units, equipment, or schedule services.

Parcel 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. Inform residents by email or SMS that a package has arrived at the building for them and is awaiting pickup at the front desk.

Board of Directors and Owner’s Meetings: We make it easy to prepare, generate and distribute your board and general meeting documents, and obtain owners’ electronic proxies or attendance confirmation to facilitate achieving a quorum. We automate this process and keeps track of who has received and opened your documents.

Discussion And Votes For Board Members: A web-based meeting tool for the Board of Directors, to exchange documents and information, discuss options and vote electronically on topics that require the approval of the Board – No need to be physically present!

Secured Access: We offer a secured and private access to all your records. With multiple security levels, you can manage who has access to what.

Agenda: Prepare your board or owners meeting agendas using UpperBee’s intuitive tools. Add, edit or remove agenda items effortlessly. Use your property management software to include an agenda or modify it to suit your needs. Indicate which agenda items are votes so that you can automatically transfer them to your decision log. Finally, vote tagging allows you to transparently share all required information to hold virtual meetings (fractions, list of owners, emails, proxies, etc.) or allow your participants to vote using their connected devices.

Minutes: Minutes of board or owner meetings can be prepared and sent automatically using UpperBee’s built-in tools. UpperBee will automatically transfer the result of each vote to your decision log. Finally, your minutes can be electronically signed by the meeting officers and sent by email or regular mail to all registered owners.

Accounting Software: Our accounting software includes traditional accounting features such as journal entries, bank reconciliations, accounts payable and receivable, financial statements, complete with a balance sheet and statement of earnings and accompanying notes.

Customizable Chart Of Accounts: You want more or less details, no problem, establish the chart of accounts that meets your needs. In addition, you can allocate to each of your accounts an IGRF code that allows you to quickly process your Canadian tax returns.

Invoices and Credits: Go paperless – Keep all the invoices and credit notes of your condominium association or HOA in electronic format for future reference.

Payments: Access your payment history and quickly view all of your condominium association or HOA unpaid bills.

Incomes: Board members have access to the detailed statement of account of each owner. Each owner can also access their statement of account. By using our management software (UpperBee), you can accommodate multiple sources of income other than standard fees – Finally, keep track of all your condominium association or HOA revenues using simple and intuitive tools.

Cheques, Pre-Authorized Debits and Deposits: Collect co-owners’ common expenses and contributions to various funds payments (“condo fees”) using UpperBee’s 3rd party integrated pre-authorized debit features, and let UpperBee make all the required accounting entries automatically for you.

Manage Physical Inventories: When renting furnished or partially furnished apartments, take inventory of furniture and appliances to ensure nothing goes missing when your tenant moves out. With UpperBee Rental it is easy to create an inventory list specific to each of your apartments, complete with device models, serial numbers and photos. in addition, you can document the condition, quantity and types in the same way.

Basic Maintenance Log: Your building is smaller, and you do not need all the bells and whistles of a fully featured Computerized Maintenance Management System (CMMS), do not worry we got you covered. UpperBee Rental’s basic maintenance log is tailor-made to meet the needs of small properties. Just add your equipment, required maintenance and record when maintenance activities are performed, it’s that easy.

Advanced Maintenance Log And Equipment Lists: UpperBee Rental’s Computerized Maintenance Management System (CMMS) makes it possible to efficiently inventory a building’s mechanical equipment and assign each of them a basic Uniformat II classification code, a location and a zone. Manage your equipment and replacement parts. Detail the components of given equipment (e.g., belts, filters, etc.), its characteristics (e.g., sizes, rating (hp, RPM, Ton(s)), etc.) and define its operating range (i.e., min and max RPM). Group your equipment into systems (i.e., HVAC). Create critical equipment lists. Attach your equipment lists to your technical specifications and contracts to ensure that all your equipment is properly maintained. Link equipment to existing contracts, and much more!

Contracts: Manage your supplier contracts, stay apprised of their start, end, and notice of non-renewal dates. UpperBee will notify you of all critical contract dates – Never miss a deadline again.

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 repertoire of specialized suppliers with thousands of entrepreneurs.

Timestamps: Track employee time: yours, your suppliers, etc. Set alarms to inform you of absences, late arrivals or when someone fails to scan “in” at the required time. UpperBee leverages NFC technology and lets you place NFC tags in your clients’ properties. By using web enabled mobile phones (AndroidTM or iPhoneTM) with NFC capabilities, all onsite personnel can scan “in” and “out” of buildings.

Automated Timesheets: Using NFC or Barcode technology to track employee activity, UpperBee can produce automated timesheets that can be used for management, oversite, and payroll entry purposes.

Recurring Periodic Tasks: Control your risks. Schedule and assign maintenance or regulatory compliance tasks to members of your team, including janitors, maintenance staff, building mechanics, managers, etc. and follow in real time the completion of assigned tasks.