Invoices and monthly fee schedules

Planned module

The accounting module is in preparation — see Accounting (overview). This page describes planned features.

In a HOA there are two kinds of "invoices":

1. Monthly fee schedule — how much an owner has to pay for the given month (FPÚO + advance payments for services)
2. Supplier invoice — an incoming invoice from suppliers (water, heat, elevator, technical inspections, …)

Monthly fee schedule

What a fee schedule is

An annual breakdown of an owner's mandatory payments, divided into 12 months. The fee schedule is not an invoice — it is a payment plan for a standing order.

What it consists of

Each fee schedule contains a breakdown of services and funds that the owner pays:

Item	Description	Allocation key
FPÚO (Repair, Maintenance and Operations Fund)	Monthly contribution for building repairs	Ownership share per unit or area m²
Advance — heating	Advance payment for central heating	Area m² or number of persons
Advance — hot water	Advance payment for TUV	Number of persons
Advance — cold water	Advance payment for water	Number of persons
Advance — elevator	Advance payment for elevator service	Ownership share or area
Advance — cleaning	Advance payment for cleaning of common areas	Ownership share or area
Manager	Compensation for the manager / chairman	Fixed amount per unit

The chairman defines the allocation key for each service separately.

Generating the fee schedule

For a new year the chairman generates the fee schedule for the whole building with a single click. OpenResi:

1. Takes the current rates (FPÚO, unit prices of advance payments)
2. Applies the allocation key to each unit
3. Calculates the monthly amount for each owner
4. Assigns a variable symbol (VS) — unique for each unit

Before publishing, the chairman can review a per-unit preview — exactly how much each person is to pay.

Mid-year rate changes

If the owners' assembly approves a change (e.g. an FPÚO increase), the chairman creates a fee schedule revision with an effective date. The history of the original fee schedules is preserved — essential for the annual statement.

QR code for a standing order

The PDF fee schedule for the owner contains a static PAY by Square QR code (CZ: SPAYD), which when scanned in the banking app pre-fills:

• The HOA's account IBAN
• The monthly amount
• The variable symbol
• A flag for a standing order

The owner can thus set up a standing order in the bank without retyping any numbers.

Supplier invoices

The chairman's typical workflow

1. A paper or PDF invoice arrives from a supplier
2. The chairman categorizes it (water / heat / elevator / technical inspection / …)
3. Records the supplier's date, amount, IBAN, IČ DPH
4. Approves it for payment or moves it to "awaiting confirmation"
5. After payment the invoice is matched to the bank transaction

In OpenResi all of these steps run on a single screen with OCR pre-fill.

Dedicated email for invoices

Each HOA gets its own email address:

svb-{your-hoa}@inbox.open-resi.app

You give this address to your suppliers — automatically:

1. They send the PDF invoice to the address
2. OpenResi runs OCR — extracts IBAN, amount, VS, IČO, due date
3. The invoice lands in "Received invoices" with fields pre-filled
4. The chairman only reviews + approves it

Trust, but verify

OCR has ~95% reliability. Even so, always review the extracted data before approval, especially the amount and IBAN. An IBAN error sends the payment to the wrong account.

Supplier validation

When you enter an IČO the supplier's details are automatically verified in:

• FinStat API (SK) — company name, address, IBAN, IČ DPH
• ARES API (CZ) — name, address, IČO, DIČ

OpenResi also checks whether the supplier:

• Is on the VAT debtors list (risk of guarantee liability)
• Has a valid IBAN (MOD-97 checksum)
• Is in liquidation or bankruptcy

If anything is suspicious you get a warning before saving the invoice.

Expense categorization

Each invoice goes into one of these categories:

• Services: water, heat, elevator, gas, waste removal, internet/TV
• Maintenance: minor repairs, cleaning, pest control
• Repair fund: major renovations, elevator replacement, insulation
• Technical inspections: electrical wiring, gas, chimneys, fire extinguishers, lightning rod
• Administration: chairman's compensation, accounting, legal services

The category determines which "pot" the invoice is paid from — current advance payments or the repair fund.

Technical inspections and deadline tracking

For technical inspections OpenResi tracks the date of the next check. The dashboard highlights:

• Inspections expiring in ≤ 60 days — yellow flag
• Inspections past due — red flag + notification

No more forgetting a gas or lightning-rod inspection.

The owner's right of inspection

Under § 11 par. 6 of Act No. 182/1993 Z. z. (CZ: § 1179 of the Civil Code) every owner has the right to inspect the HOA's accounting records.

In OpenResi this access runs online:

• The owner sees in the app all invoices of their building
• Including attached PDFs/scans of the invoices
• With filters by category and period

Personal data protection in scans

When uploading an invoice the chairman marks the sensitivity level:

Level	Meaning
Public (default)	Owners see it without restriction
With masking	The chairman must upload a masked version before publishing (personal data redacted)
Restricted	Visible only to the audit committee and chairmen (e.g. an invoice for legal services against an owner)