One archive per building, one switch per file for owners
File invoices, certificates, contracts, banking documents and inspection photos per building, with categories and versions.
Interface shown is from an earlier version
Outcome
A new version supersedes the old one and keeps it in the history, and downloads use signed links that expire rather than public URLs.
In practice
What managers and committees tell us it changes in the monthly routine.
Categories per file: invoices, banking, contracts, insurance, certificates, minutes, photos
Versioning: a replacement supersedes; the history stays
Per-file 'shared with owners' switch; one-hour signed download links
Categories for invoices, banking documents, contracts, certificates and photos
Version history per document
Signed download links that expire
Owners reach the documents shared to their building through the portal
How it works
Every file — invoice, IBAN certificate, contract, policy, inspection certificate, meeting minutes, photos — is stored on its building under a category, searchable and filterable. Replace a file and the new version supersedes the old, which stays in the history. Photos uploaded together are grouped as one album. A 'shared with owners' switch per document decides what appears in the owner portal. Downloads use signed links that expire after one hour.
On the expense. When an invoice is uploaded to create an expense, the PDF is filed in the building's documents and linked to the expense; the owner's statement line can open it if the file is shared. The same happens for IBAN certificates from banking settings, policies from insurance, certificates from inspections and minutes from meetings — records file their own evidence.
Upload the corrected policy schedule over the old one: the new document carries version 2 and a reference to the one it supersedes; listings show the latest version only, and the history shows both with their timestamps. Nothing is overwritten. Meeting minutes carry an effective date; certificates carry their inspection date.
Upload the eight photos from the roof inspection in one go and they share a group, shown as one album on the building rather than eight cards. When the owner asks what the €18,600.00 reserve expense paid for, share the album and the before-and-after photos sit beside the charge in the portal.
Team members see the building's files, subject to their building membership. Owners see only files switched to 'shared with owners' for their building, in the portal. Every download is a signed link valid for one hour, so a forwarded link stops working. Preview opens in the browser without downloading. Row-level security scopes the document records to the company.
In the product
Building settings page with tabs for basics, address, banking, team, committee, categories, image, access, service provider, share calculation, reserve fund, recurring expenses and opening balances
Related
Ask about any building, owner or balance in plain language; the Domera assistant answers from your company's own records.
Learn moreAllocate every common expense by ownership share, floor area, equal parts, floor level, lift share or a custom rule.
Learn moreOwners sign in and read their own units' statements, balances, payments, documents, compliance status and meetings.
Learn moreStart with one building
Start the 14-day trial, add the first building and run one month through it. Import the owners, post the invoices, issue the statements.