The verdict in three sentences
A custom condo/property management platform runs 55,000 to 130,000 CAD in Toronto in 2026, over 6 to 10 months. It covers condo accounting, online AGMs, common-charge calls, document management and an owner portal meeting condominium-law requirements. ROI comes from an estimated 25% cut in AGM management time and a portal that sharply reduces inbound calls.
Modules of a property management platform
The manager role is regulated: separate account per condo, mandatory owner information (owner portal), standardized notices and minutes. Custom software makes these obligations reliable. 2026 order of magnitude for a firm managing 50 to 300 condos.
| Module | Indicative cost (CAD) | Owner portal | Compliance |
|---|---|---|---|
| Condo accounting | 12,000 - 24,000 | Read-only | Separate account |
| Common-charge calls | 8,000 - 16,000 | Tracking | Standard allocation |
| Online AGM & voting | 10,000 - 22,000 | Yes | Minutes & notices |
| Owner portal | 10,000 - 20,000 | Yes | Legal disclosure |
| Document management | 6,000 - 14,000 | Doc access | Legal retention |
| Claims & works | 6,000 - 13,000 | Tickets | Quote tracking |
| Bank/accounting integration | 8,000 - 17,000 | No | Reconciliation |
Impact on AGM and charge management
AGMs concentrate the workload: preparation, notices, running the meeting, minutes, resolution follow-up. Digitization and online voting lighten the cycle. 2026 estimate per condo.
| Metric | Before | After (platform) |
|---|---|---|
| AGM preparation | 6 - 8 h | 4 - 5 h |
| Sending notices | 2 - 3 h | < 30 min |
| Drafting & sending minutes | 3 - 4 h | 1 - 2 h |
| Owner calls/month | 40 - 70 | 20 - 35 |
| 24/7 document access | No | Yes |
| Overall AGM management time | Baseline | -25% |
Mini case study
Nadia, director of a property management firm in Toronto (180 condos, 6 managers). Each condo holds at least one AGM per year, i.e. 180 AGMs. Moving from 13 hours to 9.5 hours of full processing per AGM, the firm saves 630 hours/year, about 22,000 CAD/year (35 CAD/loaded hour). Add fewer inbound calls thanks to the portal: the 92,000 CAD investment pays back in about 30 months, before counting fewer charge-allocation errors.
FAQ
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Is an owner portal mandatory?
In most jurisdictions owners must have digital access to documents and accounts. A custom portal (documents, accounts, works tracking) costs 10,000 to 20,000 CAD and secures compliance.
Can we run online AGMs and voting?
Yes. The online AGM module (notices, e-voting, minutes) is 10,000 to 22,000 CAD and cuts meeting logistics.
How do we handle the separate account per condo?
The dedicated accounting module manages a separate account per condo with bank reconciliation, per regulation, for 12,000 to 24,000 CAD.
Timeline for a first rollout?
An accounting + charge-calls core is live in 4 to 6 months; the full platform with online AGMs and portal in 6 to 10 months.
What annual maintenance cost?
Budget 12 to 18% of project cost per year, plus 200 to 500 CAD/month hosting depending on connected owners.
Let's scope your project. Give us your number of managed condos, managers and accounting obligations for a quote (indicative budget 55,000-130,000 CAD, 6-10 months). 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.
