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

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ONGOING TRAINING: A STRATEGIC LEVER AT SOLUTIONCONDO

At Solutioncondo, training is not just a perk: it is a strategic lever for ensuring rigorous, people-oriented, and forward-looking condominium management services.

Whether it’s strengthening our teams’ technical skills, raising awareness of cybersecurity, or adapting practices to new regulatory requirements, each training initiative contributes directly to the quality of our support.

A structured program led by a team dedicated to skills development

Training management is entrusted to Wafae Fekar, Training Coordinator, who is exclusively dedicated to structuring, planning, and improving learning paths for all employees. As Director of Human Resources, I co-lead this project to ensure optimal alignment between business objectives and talent development.

Thanks to this internal organization, each employee is proactively supported in their skills development, whether in their first few weeks or through continuous improvement.

A MODERN AND ACCESSIBLE TRAINING PLATFORM

We use TalentLMS, an intuitive and centralized platform that allows all our employees to train at their own pace, wherever they are. The content covers:

• technical aspects related to condominium management,
• legislative or regulatory changes,
• the development of interpersonal and professional skills,
• modules specific to cybersecurity or data protection.

IN 2025, TRAINING AT SOLUTIONCONDO MEANS:

+ 2,400 hours of training completed,

+ 200 active courses,

+ 1,400 certificates of completion issued,

Satisfaction rate regarding the relevance of training: 96%,

100% of new employees trained within the first 30 days.

« For us, investing in training means investing in our collective performance and in the lasting satisfaction of our customers.» Élise Beauchesne, présidente de SolutionCondo

CRUCIAL ISSUES: CYBERSECURITY AND BILL 25 AT THE TOP OF THE AGENDA

During Personal Data Protection Week, our team received essential internal training on cybersecurity, led by Steven Haas, our IT support technician.

This session provided an opportunity to:

• review best practices for data security,
• raise awareness of the risks associated with human error (incorrect recipients, unsecured sharing, etc.),
• reinforce the reflexes to adopt in the event of an incident.

In condominiums, the nature of the data processed (finances, disputes, HR, etc.) requires absolute vigilance. That’s why we combine active training, robust internal processes, and certified tools to ensure the best possible protection for our clients.

We are proud to use UpperBee, a software that is:

• SOC 2 Type 2 certified,
• registered with FINTRAC,
• designed with some of the highest security standards on the market.

FORMAL RECOGNITION: CQIF CERTIFICATION

We are proud to have obtained the Certificate of Quality for Training Initiatives (CQIF), a seal that recognizes the quality, structure, and relevance of our internal development program. This certification confirms the rigor of our approach and our commitment to providing a high-level learning environment.

AN APPROACH THAT GOES BEYOND OUR ORGANIZATION

At SolutionCondo, training is not limited to our employees. We believe that access to knowledge should also benefit the entire condominium community. That’s why we’ve launched a centralized calendar of condominium training and events accessible on our website: a unique tool that allows directors, syndicates, and co-owners to stay informed about the initiatives available on the market.

This calendar brings together webinars, conferences, and training sessions offered by various players in the sector, including those organized by our teams.

Access the calendar here

INVESTING IN KNOWLEDGE MEANS INVESTING IN QUALITY

Whether it’s staying up to date on best practices, integrating new regulations, or supporting changes in the industry, training is at the heart of our commitment.

Because a well-trained employee means better support for a condominium.

Lucie Labrecque
Director of Human Resources

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