Changelog

Board members are told a week before the free trial ends, then three days before, by email and in Kohabit. The association's contact address gets a single copy, and none when it already belongs to a board member.

Enter the amount, the number of instalments and the fund: each unit gets its share by voting share, to the cent, in an assessment that carries its instalments. You can also start one from a vote where yes wins. Nothing goes out until you issue it.

A vote closes at its deadline. Its page shows the result, by voting share, and the result announcement is ready: read it over and send it. The idea that led to the vote follows the result.

Kohabit suggests what is waiting for the board: bills to approve, supported ideas, finished votes, requests with no follow-up. Add them to the agenda and send it to the board members. After the meeting, record the decision on each item, then apply them: the bill is approved, the idea becomes a vote, and the minutes list them.

Import your list of providers from an Excel or CSV file. Each provider also has a contact person, and the list shows as cards or as a table.

For each component in the log, note the major works planned: their year or frequency, and their estimated cost.

Components are classified with the full code, for example B3010 Roof coverings, as in a contingency fund study. Picking the code fills in the name and category.

After you log an intervention with an amount, Kohabit shows the date the invoice is due, with a link to pay it.

Providers of the right trade come first, the due date takes one click, and an invoice number already used with the same provider is flagged.

Resolutions, general meeting minutes, declaration of co-ownership, warranties and contingency fund study.

Co-owners no longer pick a component of the log when they report a problem. The board links it afterwards, if needed.

One neighbour hands you a cheque in the hallway, another has not paid since September. Today now lists the co-owners who are behind, with what they owe and the date of the last reminder. "Record a payment" opens already filled in from that line, from an assessment or from the statement, and shows which assessments the money will go to before you save it. Under Budget and collect, Cheque entry takes all the cheques of a deposit at once, with a single date: the one your bank statement shows. Late payment reminders are back, if the board decides so: one reminder 10 days after the due date, a second one at 30 days, then the file goes back to the board with no further email. Before you turn them on for the fiscal year, the Late payment reminders page shows who would get what the next day, and the email for each step. Nobody gets a reminder while a declared payment is waiting for your approval, or during an arrangement agreed with the neighbour. Calculated late fees also show up in Today. Nothing goes out until a board member gives the go-ahead.

A co-owner who opens Kohabit lands on their Home page. At the top, one sentence says whether there is anything to do ("Nothing to do today", "2 things are waiting for you") with three lines at most. What they owe and by when, the year as twelve dots (paid, overdue, reported, coming up), how to pay with a single reference to write, and an "I have paid" button; a reported payment stays "awaiting confirmation" until the board confirms it. The votes in progress, with how many units have already voted. Their maintenance requests in three steps: reported, picked up, resolved. What the board did in the last 30 days: requests resolved, maintenance log entries, votes closed. A tenant sees the board's news and their own requests. My finances reads more simply: where you stand at the top, how to pay next to it, a statement with one line per assessment and per payment, and the payment schedule folded away. On the board's side, "See what your neighbours receive" sits next to every message to the building (announcement, vote, assessment, notice of meeting), and Today flags assessments sent without payment details.

When you open Kohabit in the evening, you land on Today: everything waiting for a board member, by due date. Overdue, today, this week, later. A bill past due, a reported payment, an urgent request nobody has picked up, a vote ending without quorum, a certificate to provide, minutes to send, an overdue maintenance log task. Approving a bill, confirming a payment, assigning a request or reminding the people who have not voted happens right in the line, without leaving the page. A request can also be closed with a reason (handled outside Kohabit, no follow-up, duplicate), and the person who reported it gets that reason. A maintenance log task can be rescheduled. When things pile up, the list stays readable: past three of the same kind, a single line counts them and opens the page where you deal with them. The collection chart is still in Reports.

At sign-up, you say how your units are numbered (1, 2, 3, or 101, 102 by floor, or typed yourself), and Kohabit creates them. You then check them on a single page, where you also pick your own. You give the other board members their access, with a message you can rewrite and preview as it will go out. That week, the board tries Kohabit among themselves: the next board meeting, the building's documents, an announcement sent to the board only. Each one ticks itself off. When the board is ready, you tell the building: paste your list of neighbours from Excel or an email, or enter them one by one, read the suggested announcement, see the email as a neighbour will receive it, and send. The announcement carries their invitation, with no separate invitation email. The next day, the Your neighbours page shows, unit by unit, who was told, who read the announcement and who activated their access, and reminds those who opened nothing in one click. The dashboard list follows these three parts, with no points.

Your co-owners still click their answer in the email, with no account. The page that opens now asks them to confirm their choice. Some corporate email filters open links before the person they were sent to, and the page used to record the vote on its own: now only the co-owner votes. Nothing to do on your side. Along the way, a co-owner who activates their access now accepts the terms of use and the privacy policy, as at sign-up. And at sign-up, Kohabit asks you to confirm your email address: until then, you can prepare everything, but nothing goes out to your neighbours. A typo in the address shows up right away.

Keep the books, Results: for each fund, what is left in it, the period's revenue and expenses, and what the budget planned. Then what co-owners owe, the bills to pay, and operating expenses by category, each with its bills. Your accountant gets the income statement by account in the six columns condo accountants use (actual and budget for the period, year to date, annual budget, last year to date). Each amount opens the entries of its account; there is also the trial balance, the balance sheet by fund with the changes in net assets, and the journal as a CSV file for their software. Nothing is entered twice: Kohabit draws these entries from assessments, payments and bills. The board turns this accounting view on in the settings, if it wants it.

The annual financial report becomes the fiscal year's financial statements: results by fund with the prior year alongside, the changes in net assets, the balance sheet at year end, and prefilled notes (the syndicate, the accounting policies, each fund's balance, the maintenance log obligations with their last date). As a PDF, with the year's assessments in an annex, and archived as they stand when the year is closed. They are on an accrual basis; each fund's cash balance stays on the Accounting screen. The budget also shows the prior fiscal year, planned and actual, by category.

A co-owner aged 70 or over asks for their statement for the tax credit for home-support services for seniors. Under Accounting, Seniors' tax credit, put each of the year's bills on its line of the Revenu Québec grid (cleaning the common areas, snow removal, lawn mowing), and Kohabit adds up the grid, works out the percentage, and each co-owner's share based on the common expenses they paid. A bill that comes back every month is offered the line you already picked. Their PDF sheet gives the amounts to enter on form TPZ-1029.MD.5; the board fills it in, signs it and sends it.

At renewal, the broker asks for the policies, the latest reconstruction value appraisal, the state of the funds, claims, work and minutes. Under Insurance, the "…" menu produces the file as a PDF, in the order of the list the Chambre de l'assurance de dommages recommends to syndicates: the board and the manager, insurance in force and its deductibles, the funds and their contributions, deductibles and payouts over the last five years, work recorded in the maintenance log and planned replacements, meetings and their minutes, and the documents from your library to attach. What Kohabit doesn't keep, such as the year built or lawsuits, is filled in on the last page. It goes with the insurer's questionnaire; it doesn't replace it.

Below the notes to the financial statements, "Add to the notes": the board or the accountant writes the commitments (a multi-year contract), contingencies (a pending claim) and events after the end of the fiscal year. They appear after the prefilled notes, and freeze when the fiscal year is closed. Each building's record now takes its year built and the reconstruction value from the chartered appraiser's latest report: the insurer file and the notes use them, and no longer ask for them by hand. And the seniors' tax credit statement offers, for each bill, the line picked last year for the same provider.

The first time a board lands on its dashboard, a short video shows what to do: enter the units and their share, select your own, then invite the co-owners, and why each step matters. It stays at the top of the setup checklist, and the welcome email links to it too. The tour of the menus no longer starts on its own: "Replay the tour", in the account menu, brings it back whenever you want, and "Watch the getting started video" sits right next to it.

A bill entered by hand, the cost of an intervention or of a task in the maintenance log: it is the same bill, with its document filed in the documents, Bills category, and the same approval rule. Already paid, you say when, how and with which reference (cheque number, transfer confirmation), to find it again in the bank reconciliation. A payment entered by mistake is undone from the bill, with its reason. Quotes and estimates have their own category, and a document's category is suggested from the file name.

Like cheques with two signatures. The accountant enters the bill and its document; two board members approve it from its page, phone included; then it is paid. The rule is a board decision: from what amount, one or two approvals, and the text of the resolution for the minutes. A rejection carries its reason, changing the amount starts the approval over, an emergency is paid without waiting with a reason, then ratified. A supplier that bills every month is approved once, under a cap. Every decision goes into a log that cannot be changed, and into the journal for the accountant.

The board invites the CPA who keeps the books, or the manager it mandates, without assigning them a unit. The accountant sees only the finances, their receipts and the documents the board shares with them, and decides nothing there; the manager runs the condo with the board, without approving bills or voting. Someone who serves several condos switches from one to the other at the bottom of the menu. Every access granted or removed is announced to the board.

The board lists the parking spots and the unit each one belongs to. The label is free text, because many spots have no number: "P-12", or "Garage, 2nd spot left of the door". The board sees the whole list; each co-owner sees the spots of their unit. Spots carry no share of the common expenses: it stays on the unit.

Each budget line shows its amount from the previous fiscal year, and so does the total. In a draft, last year's items not carried over yet are listed under the table. When you create a budget, one button carries over all of last year's items, amounts and notes included, so you adjust instead of retyping. Each line now has a note shown in full, and a line can be edited while the budget is a draft.

The roof gives out and the contingency fund falls short: enter the amount and each unit's share, and you see what every unit pays, instalment by instalment, to the cent. The table comes out as a PDF, to attach to the notice of the meeting the board has to consult. It's free, needs no account, and nothing you enter is stored. The calculator and the special assessment guide are in the resources.

Helcim's secure form, where you enter the card for your subscription, now opens in the language of your page, French or English. “Change card” no longer offers the card already on file: you enter the new one directly. Nothing to do on your side.

An assessment is now split between the operating fund, the contingency fund and the self-insurance fund, according to your budget, and every payment follows that split, pro rata: a co-owner who pays half of their assessment pays half of their contingency share. Fund balances reflect it with no transfer to enter, and co-owners see on their assessment the share that is set aside. The self-insurance contribution has its own budget category.

The calendar now shows everything with a date in your condo, by month, by week or across the whole fiscal year. Each date comes from the screen that holds it: the notice follows the meeting, the maintenance log deadline follows the last work done, and each one is crossed out once done. The board gets the next seven days by email every Friday, and anyone can subscribe to the calendar in Google Calendar or Outlook.

Kohabit now uses the words of the Civil Code, the same in the application, on the website, in emails and in the documents it produces. You will notice these new names:

• "Fund calls" becomes "Assessments".
• "Modules" becomes "Shortcuts" on the dashboard.
• "Compliant log" becomes "Maintenance log up to date".
• "Residents" becomes "Co-owners" where only co-owners are concerned: votes, general meetings, assessments, notices of meeting, minutes. Announcements, documents, ideas, events and the directory stay open to residents.
• "Fraction" becomes "Unit" on the general meeting and voting screens.

Tenants no longer receive vote notifications or vote emails: they do not vote. Emails already received and documents already produced do not change.

A volunteer treasurer does not suffer from being unable to take payments: they suffer from not knowing who has paid. Kohabit now reads the Interac deposit notices that arrive by email and suggests which instalment they settle. Nothing moves without you: the notice waits for your confirmation, and it is that confirmation which creates the payment. Kohabit holds no funds and never touches the transfer.

The self-insurance fund is calculated from the highest deductible under the insurance taken out by the syndicate. That means knowing those policies: Kohabit now records them, with their insurer, their expiry, their deductibles and their documents. The fund follows from them, and the certificate a sale calls for draws on them instead of making you retype the same figures. Not to be confused with the article 1073 register of per-unit insurance, which lists the co-owners' own policies.

When a unit is sold, the syndicate has fifteen days to produce the certificate on the condition of the co-ownership, whose contents are set by decree 991-2025. Our generator lays out the eight required items, grouped into five headings, and hands you the PDF for your board to sign. It is open to everyone, with no sign-up and no email, and nothing typed into it is kept. Inside Kohabit, these headings fill themselves from your own data.

Kohabit now carries the whole general meeting, not just the vote. You build the agenda item by item, you send the notice of meeting within the Civil Code deadline, and everyone receives a personal link. Those who cannot attend vote in advance or appoint a proxy, stating which fractions that proxy holder will carry.

On the day, you open the meeting and move item by item. Quorum is recomputed on every arrival and every departure, the majority that applies depends on the question asked (arts. 1096, 1097 and 1098 C.C.Q.), and results appear as soon as the ballot closes. A wall screen carries the essentials for the room, while those following from home see the same thing on their phone.

Nobody is left out for not having the app. The secretary opens the room console and records the votes cast by show of hands, fraction by fraction, with a shortcut for the rest of the room. A tablet at the door can also act as a kiosk: the co-owner votes for themselves, without creating an account, and the log records who entered what.

When the meeting closes, Kohabit writes a first draft of the minutes from what happened in the room: attendance, the quorum that was established, decisions and the result of every vote. You read it over, you correct it, you send it to every co-owner in one go. The notice of meeting and the minutes then join your documents, readable by everyone, so the record outlives the evening.

An empty agenda, a notice of meeting never sent, shares that do not add up: none of that is discovered on the evening of the meeting any more. The meeting list and each meeting's page show what is still blocking, with the link to fix it, while there is still time.

When a co-owner sells, the syndicate must provide a certificate. Kohabit prepares it from your own data: balances, funds, planned work. You review it, fill in what only you know, then finalize. It stays available afterwards, with its history.

Each syndicate can switch on late fees and set its own rate. Everyone sees what is due as of today rather than a yearly amount that says nothing about where they stand. Your payment details are set once and appear wherever a co-owner needs them. And the ledger now has a screen of its own, reached from accounting.

Every conversation shows who has read it. You add participants along the way, with or without the history, depending on what they need to know. And when the board writes to a co-owner, the conversation opens straight away, with no ticket in between.

Kohabit changes its face for launch: a forest green, a clay accent, and colour only where it means something. The screens, the emails and the PDFs you send out, assessment notices, receipts and minutes, now carry the same signature. A co-owner recognizes what came from their condo without reading the sender.

Kohabit is leaving early access. Two plans: Kohabit Flex by the month, Kohabit Zen by the year with two months free, at $2.99 per door per month. Every new condo starts with a free trial, no credit card.

Update: the trial is now 60 days.

Thank you to the boards that shaped Kohabit during early access: condos created before launch receive 3 months of subscription for free, applied automatically to their account.

Link your condo's OneDrive or SharePoint to Kohabit. Files you drop on your Drive are imported automatically into your library, ready to sort in one move (category and visibility). In return, every document created in Kohabit is backed up to a dedicated folder on your Drive, so you always keep your own safety copy. Sync is two-way and instant, with duplicate detection so the same file is never imported twice, and the list updates live as soon as a new document arrives.

Organize your board meetings end to end. Propose several time slots and let each board member mark their availability in a grid everyone can read at a glance, build the agenda together, then confirm the chosen date. After the meeting, write the minutes (attendance and agenda pre-filled), export them as a Kohabit-branded PDF, and share them in one click with every co-owner, who also finds them in their documents. Kohabit computes the 30-day legal deadline, displays it, and reminds the board before it lapses.

The board can create an annual budget with expense lines, approve it, then generate assessments per unit in proportion to each co-owner's share of the common expenses. Calls are emailed to each co-owner with their personal amount.

Every co-owner can see their current balance, outstanding assessments and full payment history directly from their dashboard.

The approved budget can be exported to PDF and sent by email to every co-owner directly from the interface, with the document automatically saved to the media library.

A co-owner writes to the board without filing a maintenance ticket. The board sees the request arrive in its sidebar, and gets an email.

The board has a private thread that co-owners do not see. It is where a decision gets prepared before it is announced, without opening a five-way email chain.

You get the notification, you reply to it, and that is that. Your reply joins the thread without you opening Kohabit.

Each message shows which board members have read it. Useful when the board is five people and nobody knows who picked up the subject.

Attach PDF files, photos, or documents to your announcements. Residents receive them directly in their email.

Co-owners can now invite another occupant to join their unit directly from their personal space.

The "Remember me" option at login means you no longer have to sign in again on every visit.

Any resident can delete their account or download all their personal data directly from their profile.

Emails sent to residents are now more readable on mobile and less likely to end up in spam folders.

Password requirements appear and tick off as you type, so you know why one is refused.

The pricing page now carries a calculator: you enter the number of doors, you see the price.