Asunto Oy Kotipiennar
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An Easy Way to Track Your Condominium Association's Bills
A 34-unit apartment complex in Hervanta began using the Huoneistotieto.fi service a few years ago on the recommendation of its property manager. Jarmo Korhonen, chairman of the board, says the service has made it easier, in particular, to track invoices and manage documents.
In the heart of Hervanta stands an apartment building constructed in the late 1970s. The Kotipiennar Housing Cooperative is a vibrant housing association with 34 apartments and 55 residents. Jarmo Korhonen, chairman of the housing association’s board, has shared responsibility for numerous matters concerning the building during his five years on the board.
Five years ago, the housing association's board still handled matters the traditional way: it filed all meeting minutes and other documents in folders in chronological order.
“If you went there looking for something, it was quite a task. You could find the information, but it took a long time - even days,” Korhonen notes.
A few years ago, at the recommendation of property management firm Ilkka Saarinen, the Huoneistotieto.fi service was implemented in the housing association.
“When I finally logged in, I immediately realized how convenient it was,” Korhonen recalls of its introduction years ago.
Huoneistotieto.fi is used for tracking invoices
Now you can check any important information in an instant through Huoneistotieto.fi. Korhonen, in fact, uses the service frequently.
– Of all the service’s features, invoice tracking is by far my top priority, because as chairperson, I have to monitor invoicing very closely. It’s a huge step forward that when an invoice is sent to the property manager, I can see it immediately as well.
Korhonen recalls an incident from several years ago in which the same maintenance bill was accidentally sent to the housing association twice. While browsing through the bills in the apartment database, it was easy to notice that the same reference number appeared on two different bills. That’s how the error was discovered and a complaint was filed.
We Welcome Volunteers to Help with Board Activities
Korhonen believes that Huoneistotieto.fi is an excellent tool. In addition to tracking invoices, he finds that it speeds up and simplifies the process of copying and archiving meeting minutes.
“These tools represent the future and are a very welcome aid to board work. Serving as chair can be quite time-consuming when you’re responsible for people’s money, even though things are well organized in our housing association,” Korhonen reflects.
The Kotipientare Board consists of five regular members and two alternate members. The Board already communicates extensively online, but the average age of the members is high, and two of the regular members do not use the internet.
– Of course, we provide them with paper copies of the documents, but we’ve been handling things electronically with everyone else for quite some time now.
As for Korhonen, his use of Huoneistotieto.fi is coming to an end soon, as he has recently sold his condominium and moved into a single-family home. However, he plans to continue serving on the board of his former housing association for as long as necessary.
– Major renovations are coming up for the building, and preparations have already been made. I want to make sure they get off to a good start before I leave things in the hands of others. “We certainly have the know-how here in the homeowners’ association,” Korhonen adds confidently.
According to Korhonen, the collaboration with the property management firm Ilkka Saarinen and property manager Anssi Roivainen has also gone very well.
– We’ve received technical support quickly, and our interactions have been smooth and efficient. I don’t recall ever encountering a sour expression. The extremely careful tracking of pending matters and billing has ensured that our collaboration has been fruitful in every respect.
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