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Tuesday February 10 2026

APPROVAL OF CONDOMINIUM PAYMENTS: BEST PRACTICES AND SECURITY ABOVE ALL

In the context of rigorous condominium financial management, the approval of supplier payments must be based on solid, well-established, and secure control measures.

At SolutionCondo, we emphasize the importance of exercising constant vigilance in accounts payable management, particularly during periods of increased fraud risk.

1. Control measures to be reinforced on a daily basis

Key practices to adopt include:

Check payments regularly, and above all, don’t wait until the end of the month to validate everything.
Set up double approval for payments to be made: initial validation by the manager, followed by approval by authorized syndicate representatives via UpperBee.
Limit access to the bare minimum necessary: each user should only have access to the functions they need.
Clearly document who can approve, validate, or authorize a payment.
Perform monthly bank reconciliation, a simple but powerful step to quickly detect any fraudulent transactions.
Periodically review access rights to your financial information: ensure that only individuals duly authorized to access and authorize banking transactions, if applicable, are configured in your banking portal.
Update the signatories on the syndicate’s bank account: as soon as a change occurs within the board of directors (election, departure, or replacement of a director), the authorized signatories must be updated without delay. Although these administrative steps may seem burdensome, they are essential to ensure proper control of payments. Removing anyone who is no longer authorized to sign or approve transactions is a key fraud prevention measure.

These processes must be set up correctly when configuring supplier accounts. The setup must include distinct permission levels and clear approval rules.

2. UPPERBEE PAY: A TOOL FOR SECURING PAYMENTS

The UpperBee software, which we use, offers several features to support payment processes:

Activation of dual signature mode for syndicate accounts.
Detailed management of approvers (technician, manager, board members).
Contextual display of the “Approval” button only when a payment is ready to be validated.
Alerts (pop-ups) to encourage timely completion of approvals.

For self-managed condominium syndicates, using UpperBee Pay allows payments to be managed with the same rigor as in delegated management models.

3. REMINDER ABOUT DEADLINES AND RISKS

If a payment is disputed, transactions can be contested within 30 to 90 days, depending on the banking institution. This is why it is important to remain vigilant, even when a payment appears legitimate.

Fraudsters sometimes exploit weaknesses in internal processes or poorly secured configurations. Good upstream control is the best defense.

4. PROCESS MODERNIZATION: A PRIORITY

Modernizing payment settings, configuring the right controls, and using the features offered by UpperBee are essential steps to ensure:

The security of syndicate funds.
The traceability of actions taken.
The accountability of each stakeholder.

Remember: in the event of a suspicious transaction, prompt bank reconciliation is your best lever for taking action and filing a claim with your financial institution.

Security in condominiums also requires robust processes.

Supervise, validate, document: these are the keys to sound, professional, and secure management.

Samanta Pilon-Langlois
Director of Operations and Financial Controller