The verdict in three sentences
In Quebec, Bill 16 tightened what a syndicate of co-owners must document and keep available, and in France the ALUR law makes an owner extranet mandatory, yet most independent managers simply put up with their software vendor's portal, billed EUR 2 to 4 per unit per year (about CAD 3 to 6). A custom extranet at EUR 25,000 to 55,000 (roughly CAD 37,000 to 82,000), connected to the existing accounting software, adds what owners ask for: clear levy statements, video general meetings with remote voting and photo-based incident reports. For a 4,500-unit portfolio, the main argument is not the licence saved but 40% fewer inbound calls, which frees a property manager to take on new buildings.
What the rules require and what owners expect
Regulations set a minimum list of documents owners must be able to access. The rest is service quality, and that is what wins contract renewals in competitive markets such as Montreal, Nice or Miami.
| Feature | Regulatory minimum | Owner expectation | Indicative cost (EUR, excl. tax) |
|---|---|---|---|
| Bylaws, meeting minutes, contracts | Yes | Fast search by building | 3,000 to 6,000 |
| Owner ledger and levies | Yes | Online payment, schedule | 4,000 to 8,000 |
| Maintenance log, inspections | Yes | Photo history of works | 2,000 to 4,000 |
| Video meeting + remote voting | Allowed | Vote without attending | 6,000 to 12,000 |
| Incident reporting | No | Photo, tracking, resolution notice | 4,000 to 8,000 |
| Board workspace | No | Invoice approval, discussions | 3,000 to 6,000 |
| Accounting software connector | No | Up-to-date balances, no re-keying | 3,000 to 11,000 |
Remote voting is the feature that lifts participation the most: turnout commonly rises from 35 to 40% of voting shares represented to 55 to 65%.
Vendor licence or custom extranet: the 5-year comparison
| Item | Vendor extranet | Custom extranet |
|---|---|---|
| Upfront cost | EUR 0 to 3,000 | EUR 25,000 to 55,000 |
| Annual licence or maintenance | EUR 9,000 to 18,000 (4,500 units) | EUR 6,000 to 10,000 |
| Cumulative 5-year cost | EUR 45,000 to 93,000 | EUR 55,000 to 105,000 |
| Branding | Logo only | Full |
| Built-in meeting vote | Paid add-on or missing | Included |
| Data and code ownership | Vendor | Management firm |
| Exposure to price increases | High | Low |
On cost alone, the 5-year gap is small. The decision rests on service quality, data control and time saved by property managers. In the United States, comparable builds are quoted at USD 30,000 to 65,000.
Timeline and architecture
| Phase | Duration | Key points |
|---|---|---|
| Scoping | 3 weeks | Owner, board and manager journeys |
| Accounting connector | 3 to 5 weeks | Export or API from the management software |
| Release 1: documents and ledgers | 6 to 8 weeks | Full regulatory coverage |
| Release 2: meetings, voting, incidents | 6 to 8 weeks | Video, attendance sheet, results |
| Acceptance and rollout | 3 weeks | Import of 90 buildings, access invites |
| Total | 4 to 6 months | In-region hosting, daily backups |
Mini case study
Marc runs an independent condo management firm in Montreal: 90 buildings, 4,500 units, 6 property managers. The firm takes about 1,200 calls a month, 40% of them about a balance, a document or an already known incident. The custom extranet, billed EUR 42,000, cuts those calls by about 480 a month. At 6 minutes per call, that is 48 hours a month, nearly a third of a manager's time. The vendor licence at EUR 3 per unit (EUR 13,500 a year) is replaced by EUR 8,000 of maintenance. With the time freed up, the firm takes on 8 more buildings, roughly EUR 32,000 of annual fees. The project pays back in under two years.
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FAQ
Does a custom extranet stay compliant?
Yes, as long as it exposes the documents the law requires for each building. The specification should list them item by item, whether you follow Quebec's Civil Code rules or France's 2019 ALUR decree.
Is online voting legally valid?
Remote participation and voting are permitted in Quebec, in France since 2020 and in most US states when the bylaws allow it. The extranet must timestamp every vote and produce an attendance sheet the chair can use.
Can we keep our accounting software?
Yes. The connector, EUR 3,000 to 11,000 depending on the available API, syncs balances, levies and documents every night.
What does hosting cost?
For 4,500 units and tens of thousands of documents, allow EUR 100 to 300 a month in-region, backups included.
Will older owners use it?
In practice, 50 to 70% of owners activate their account in the first year if access works through a link sent by email and SMS, without a complex password.
Let's scope your project. Tell us your unit count, accounting software and priorities and we will price the extranet in releases, with an indicative budget and rollout timeline. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
